We may collect a variety of information from or about you or your devices from various sources, as described below.
Profile Information. You provide us with Registration Information when you connect to our Services using third-party login options such as Google, Microsoft, or a single sign-on (“SSO”). At account registration, our Services will link to your Google Calendar or Outlook Calendar. You may also elect to connect your Fathom account to your Zoom account or other compatible third-party conferencing applications. If you sign up for notifications or updates, or participate in our surveys, we may ask you for your name, email address, and job title or role.
Communications. If you contact us directly, we may receive additional personal information about you. For example, when you contact our Customer Support Team, we will receive your name, email address, the contents of a message or attachments that you may send to us, and other information you choose to provide. If you subscribe to our newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services. You may opt-out or unsubscribe from these emails at any time by clicking the “Unsubscribe” link in the email.
Meeting Recordings. If you use our Services to record or transcribe your meetings, we will receive the personal information contained in the content of those meetings. If you use our Services to tag, take notes on, or rate your meetings, we will similarly receive the personal information contained in the content and timestamps of those actions.
Device Information. We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, application installations, and device identifiers.
Usage Information. To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the searches you conduct, on-page events, your comments, any content you post, and the dates and times of your visits.
Information from Cookies and Similar Technologies. We collect information using cookies, pixel tags, or similar technologies to collect information about your online activities. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services. Please see our Cookie Policy for more information.
Please review your web browser’s “Help” file to learn the proper way to modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.
Meeting Information. When you use our Services to record or transcribe meetings, we receive information about those meetings, such as the date and time of the meeting and the parties’ names, attendee identifiers, and email addresses. We also receive Meeting Content Information of the meeting including the meeting audio, video, and speaker identification. By using our Services to record or transcribe meetings, you understand that your meeting will be recorded, and you agree to allow us to record your meeting for you solely in accordance with our Terms of Service. Please note that the contents of the meeting may also contain the personal information of other meeting participants, such as your co-workers or individuals from other organizations. Some states or countries require all parties to consent before recording a video or audio meeting — not just the consent of one party to the communication (i.e., yourself). Please make sure you have the necessary permissions and consents from other meeting participants before using our Services and/or sharing personal information with us.
As a data controller, we do not collect any sensitive data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data nor do we collect any information about criminal convictions and offenses. If this type of data is discussed in your meeting, you are the controller of this data and such data will be considered Meeting Content Information. You must have a proper legal basis to collect such data.
Information from other Users of our Services. We may receive personal information about you when a User uses our Services to send you an invite to join a meeting or uses our Services to record or transcribe a meeting in which you are a meeting participant. This information may include your name and email address, as well as the contents of the meeting including the meeting audio, video, and speaker identification.
Information from third party services. When you link our Services to a third party service, such as Outlook, Google, HubSpot, Salesforce, Slack, Zapier, or Zoom, we will receive personal information about you, including your name, email address, calendar and meeting information (such as meeting title, date, time, location, meeting join URL and attendees), profile information, and photo. Please note that linking an Outlook Calendar or a Google Calendar account is core to our Services and without linking either an Outlook Calendar or a Google Calendar, you will not be able to successfully use our Services.
Other third parties. We may receive additional information about you, such as usage data from third parties such as vendors, and other marketing partners and combine it with other information we have about you.
Please note that personal information collected by a third party in this manner is subject to that third party’s own data collection, use, and disclosure policies. Please see the “Third Parties” section below for more information.
We use the information we collect:
If you are in the European Economic Area or the UK, we only process your personal information when we have a valid lawful basis.
Other Meeting Participants. When you use our Services to record a meeting, we may share a copy of that meeting with other meeting participants (according to your Services automatic sharing configurations and requests) if we have their email address.
Vendors and Service Providers. We may disclose any information we receive with vendors and service providers retained in connection with the provision of our Services. We disclose Meeting Content Information with a limited number of service providers and vendors solely to help us provide and deliver the Services to you.
Third Party App Integrations. When you connect a third party application such as Google, Microsoft, Zoom or any other compatible third-party conferencing application to our Services, we may share information such as your meeting notes, links to video clips, or portions of the meeting transcript with that third party. Please note that you will not be able to successfully use our Services without connecting your Google or Microsoft calendar to our Services.
Marketing. We do not sell, or share your personal information with non affiliated companies for their own direct marketing purposes, unless we have your permission. We do not sell Meeting Content Information or information about your meeting attendees to anyone.
Third Party Advertising. We work with third party advertisers to show you ads for Fathom’s Services. Some of our third party advertisers are members of the Network Advertising Initiative (https://optout.networkadvertising.org) or the Digital Advertising Alliance (https://optout.aboutads.info). If you do not wish to receive such ads, please visit their opt-out pages to learn about how you may opt out of receiving web-based ads from member companies. You can access any settings offered by your mobile operating system to limit ad tracking, or you can install the AppChoices mobile app to learn more about how you may opt out of ads in mobile apps. Information received by these parties includes Device Information. For the avoidance of doubt, information received by these third parties does not include your Meeting Content Information, Registration Information, or your Fathom account information.
As Required By Law and Similar Disclosures. We may access, preserve, and disclose your personal information if we believe doing so is required or appropriate to: (a) comply with law enforcement requests and legal process, such as a court order, subpoena or other legal process; (b) respond to your requests; (c) detect and investigate security incidents and potentially illegal or prohibited activities; or (d) protect your, our, or others’ rights, property, or safety. For the avoidance of doubt, the disclosure of your information may occur if you post any objectionable content on or through the Services.
Merger, Sale, or Other Asset Transfers. We may transfer your personal information to advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a corporate transaction in which we are acquired by or merged with another company or we sell, liquidate, or transfer all or a portion of our assets or stock. The use of your personal information following any of these events will be governed by the provisions of this Privacy Policy in effect at the time the applicable information was collected.
Consent. We may also disclose your personal information with your permission.
We store all personal information for as long as necessary to fulfill the purposes set out in this Privacy Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting personal information, we will take measures to render such personal information irrecoverable or irreproducible, and the electronic files which contain personal information will be permanently deleted.
Our Services may contain links to other websites, products, or services that we do not own or operate. We are not responsible for the privacy practices of these third parties. Please be aware that this Privacy Policy does not apply to your activities on these third party services or any information you disclose to these third parties. We encourage you to read their privacy policies before providing any information to them.
Fathom uses third-party payment processors, such as Stripe, to process payments. Your credit card details are communicated directly from your browser to these payment processors. Fathom only sees the payment card type, the last four digits of your credit or debit card number and billing address. Please see Stripe’s terms of service and privacy policy for more information on how they use, and store your personal information.
We make reasonable efforts to protect your information by using reasonable physical, technical, organizational and electronic safeguards designed to improve the security of the information we maintain. However, as no electronic transmission or storage of information can be entirely secure, we can make no guarantees as to the security or privacy of your information.
We do not knowingly collect, maintain, or use personal information from children under the age of 18, and no part of our Services is targeted or directed to children. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we may delete such information. We encourage parents and legal guardians to monitor their children’s internet usage and to help enforce our Privacy Policy by instructing their children never to provide personal information on our website and/or our Services without their permission. If you learn that a child under the age of 18 has provided us with personal information in violation of this Privacy Policy, then you may alert us at privacy@fathom.video. We will take reasonable steps to delete that information as quickly as possible.
For more information on the types of cookies Fathom uses and the choices that you have to manage your cookie preferences, please visit our Cookie Policy.
Marketing Communications. You can unsubscribe from our promotional emails via the link provided in the emails. Even if you opt out of receiving promotional messages from us, you will continue to receive administrative messages from us.
Do Not Track. There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals. We honor the Global Privacy Control (GPC).
California Residents. If you are located in California, you also have the following additional rights in relation to your personal information that we hold under the California Consumer Privacy Act of 2018 (“CCPA”), as amended by the California Privacy Rights Act of 2020 (“CPRA”):
To exercise these rights with respect to your personal information, you must provide us with sufficient information to verify your identity. Alternatively, you may also authorize an agent to exercise your rights on your behalf (“Authorized Agent”). To do this, you must provide your Authorized Agent with written permission to exercise your rights on your behalf, and we may request a copy of this written permission from your Authorized Agent when they make a request on your behalf. We endeavor to respond to a verifiable Consumer request within the timeframes set forth in the CCPA.
We will not discriminate against you for exercising your rights under the CCPA. We will not deny you our goods or services, charge you different prices or rates, or provide you a lower quality of goods and services if you exercise your rights under the CCPA.
Fathom Does Not Sell or Share Your Personal Information in California. Fathom does not sell or share your personal information with third parties. Our website is designed to ensure that by default we do not enable non-essential cookies. These non-essential cookies are enabled only if you explicitly consent by opting-in. If you choose to opt-in, we will use your personal information in accordance with this Privacy Policy. You can change your preferences at any time by accessing the cookie settings, [click here]. And, we do not otherwise share your personal information with nonaffiliated third party marketing companies without your express permission.
EEA, SWITZERLAND or UK RESIDENTS. If you are located in the EEA, Switzerland or in the UK, you may also have the following additional rights in relation to your personal information that we hold:
Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may have valid legal reasons to refuse your request and will inform you if that is the case. For more information on your rights, please email privacy@fathom.video.
In relation to your personal information, we will:
Access to and Correction of Personal Information
Complaints
Employment and Recruitment
Notifiable Data Breaches
We will post any adjustments to the Privacy Policy on this page, and the revised version will be effective when it is posted. If we materially change the ways in which we use or disclose personal information previously collected from you through the Services, we may notify you through the Services, by email, or other communication. If you use the Services after any changes to the Privacy Policy have been posted, that means you agree to all of the changes.