Privacy Notice

Mentis Group Privacy Notice

Mentis Group, Inc. (Mentis, “us”, “we”, “our”) are committed to protecting your privacy while providing you with a positive experience on our website and in using our products and services.

This Privacy Notice (“Notice”) explains our privacy practices and provides information on how and why we collect, use and share your personal information through our interaction with you in relation to our products and services, when you visit our websites, and associated sub-domains (“Website”), when you use our our integrated business apps or our lab solutions (“Apps”) or when you use our cloud communications and collaboration solutions (“Services”). The Notice also describes choices that may be available to you regarding use, access, deletion and correction of your personal information.

Additional information on our personal information practices may be provided in supplemental terms and conditions, supplemental privacy statements, or notices provided prior to or at the time of data collection.

HOW WE COLLECT YOUR PERSONAL INFORMATION

• We collect your personal information when you actively provide it to us through your interactions with us.
• We may automatically collect personal information from you as you use our Apps and Services, as a user or a participant, including recording communications, when enabled, or when you visit our Websites.
• We may receive personal information about you from a business or commercial partner or another user of our Apps and Services.
• We may infer or derive personal information based on other information we collect, such as with Service features that provide conversational intelligence.

WHAT PERSONAL INFORMATION WE COLLECT

Personal Information you actively provide to us or we collect from third parties, business partners, other users, and service providers, or which is publicly available

Your contact information/Identifiers: Name, username, email address, phone number, identity documents, IP address, and any other identifiers a user provides when accessing or using the Apps or Services.

Your payment information: Billing name, address, and credit card or other payment information.

Other information: Social media profiles, LinkedIn URLs, custom profiles and any other information about you that you may voluntarily provide or any information about you that may be publicly available.

Personal information we collect through your interactions with: Mentis; our Websites; Apps and Services as a user or a participant

Account information:

• Account holders’ usernames and account numbers, phone number, language preference, title, department.

Information about your use of non-Mentis Group Services through integrations with our Websites, Apps and Services or otherwise:

• Social media account information, single-sign-on service tokens, Google/Apple/Microsoft sign in tokens.

User content:

• Files, any content of communication in any format (including but not limited to documents, SMS, pictures, transcripts, notes, recordings, voicemails, etc.) or other information you or another user or participant upload, provide, grant access to or otherwise implement. *Note that users and participants control the content that they provide, and it may include any category of personal information.

Service Usage Data:

• Device information (such as IP address, ISP, device and operating system type, operating system and client version, client version, type of microphone or speakers, and other related information)
• System logs, including usage logs, backend logs, client logs
• Internal feature usage analytics
• Cookie identifiers
• Traffic data about the communications that take place through our platform (such as chat, video conferencing) which include, network monitoring data, and call detail records produced by a telephone call or other telecommunications transactions. The call detail record contains various attributes of the call, such as time, duration, completion status, source number and destination number.
• Quality of Service data
• Fraud and threat analysis data
• Connection type and related information (e.g., connected over WiFi)

Geolocation information:

• Information about where you are located when using the Services.

SMS messages:

• Content of blocked SMS messages that violate our spam rules.

Inferred or derived data:

• Inferred or derived data may include a summary of information included in recorded content processed by conversational intelligence. Users and participants control the content they provide.

Your communications with us:

• Surveys, voice and video calls and related recordings and transcripts, emails and messages, interactions with chatbots available as part of our Services or Websites, etc.

Other information:

• Any personal information that a user or guest voluntarily provides through their use of the Services, including synchronizing contact information, or through integrations with other applications.

HOW WE USE YOUR PERSONAL INFORMATION

We use your personal information for the following purposes, to: Communicate with you; Verify your identity to prevent fraud in compliance with applicable law; Create your account; Provide you with Mentis Services including respond to your requests for support; Develop and improve the Mentis Services; Manage your order and our customer relationship; Market and advertise our Services; Perform surveys; Provide internal training and ensure quality assurance; Improve and optimize your interactions with our teams; Connect you to and optimize your experience using our Website, Apps, and Services; Provide customers dashboards and reports; Conduct fraud and threat analysis and, detect and prevent spam or unlawful or abusive activity or other violations of our Acceptable Use Policy; Monitor performance of our data centers and networks; Conduct analytics to improve Mentis’s Website, App and Service performance; Personalize your experience with our Websites, Apps and Services; Comply with applicable law including those regulating call detail records; and Perform billing for our Services.

We may use artificial intelligence, machine learning, or other similar technology to provide, maintain, support, and improve our Services and our interactions with you.

We do not pass any individual’s consent to receive SMS from Mentis to any third party. We do not share phone numbers with third parties for the purpose of allowing those third parties to send SMS.

Limited Use for APIs

Mentis’s use and transfer to any other app of information received from OpenAI’s APIs will adhere to Open AI’s API Services User Data Policy, including the Limited Use requirements. Mentis does not retain personal information from the OpenAI API to develop, improve, or train generalized AI and/or ML models.

COOKIES AND SIMILAR TECHNOLOGIES

We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal information about you. For further information about the types of Cookies we use, the functions they perform, and how you can control Cookies, please see our Cookie Notice.

HOW, WHY, AND WHAT PERSONAL INFORMATION WE SHARE WITH THIRD PARTIES

We may share and disclose your personal information (as identified in the section What Personal Information We Collect) solely for legitimate business or legal purposes as described in this Notice and in accordance with applicable law, with the following third parties:

• Business partners (e.g., resellers and other authorized third party agents) to market or sell our Services;
• Service providers, contractors, vendors or agents who operate on our behalf to:
  • Operate, deliver, improve and customize our Websites, Apps, and Services;
  • Provide support and technical services;
  • Send marketing and other operational communications related to our Websites, Apps, and Services;
  • Detect fraud, enforce our acceptable use policy and protect our system and network infrastructure;
  • Conduct analytics in order to improve your experience using Mentis Websites, Apps and Services; and
  • Provide offers and advertisements to customers based on their interests and interactions with us.
• Any third parties as part of, or in connection with, an actual or prospective corporate business transaction, such as a sale, merger, acquisition, joint venture, financing, corporate change, reorganization or insolvency, bankruptcy or receivership;
• Law enforcement agencies, regulatory or governmental bodies, or other third parties in order to respond to legal process, comply with any legal obligation; protect or defend our rights, interests or property or that of third parties; or prevent or investigate wrongdoing in connection with the Website, Apps or our Services; and/or
• Other third parties with your consent.

HOW WE RESPECT YOUR PRIVACY RIGHTS

We provide you with the opportunity to access, review, modify, and delete your personal information that we process.

Requests from End Users regarding personal information we process on behalf of our Customers as a Data Processor or Service provider

We provide our Services and Apps as ordered by our customers and in that context, we act as data processor or service provider on behalf of our customers. In particular, when processing the content of communications such as voicemails, faxes, recordings, etc., in connection with our Services, we do so on behalf of our Customers and in accordance with their instructions as a data processor or service provider. This means that if you believe Mentis may have collected or stored personal information about you on behalf of a Mentis customer as a data processor or service provider or if you wish to access, review, modify or delete any content of your communications, under applicable law or otherwise, you should direct your request to that Customer.

Your Additional Privacy Rights as a Resident of Certain U.S. states

The rights described in this section apply only if you are a resident of a state within the United States that has an applicable and effective privacy law providing for the below rights.

• Data portability: You can ask for a downloadable copy of your personal information in a machine-readable format. You can also request that we transmit the data to someone else where it’s technically possible.
• Knowledge and access: You may have the right to know more about personal information that we have collected and disclosed in the preceding 12 months. You may be able to access, receive details on collection, the purpose of processing, and any sharing that may have occurred.
• Deletion: You have the right to request Mentis to delete the personal information we have collected about you under certain circumstances.
• Non-discrimination for the exercise of your privacy rights: You have the right to not receive discriminatory treatment by Mentis for the exercise of your privacy rights.
• Rectification: If you believe that any personal information we are holding about you is incorrect or incomplete, you can request that we change, correct, or supplement the data. You can also correct some of this information directly by logging into your account, if you are a customer. Please contact us as soon as possible if you notice any inaccuracy or incompleteness.
• Opt-out of selling or sharing your personal information: You have the right to request Mentis to stop sharing your personal information for the purposes of cross-context behavioral advertising or targeted advertising. You may opt out of having your cookie identifiers used for this type of sharing by turning on the Global Privacy Control at the browser level. Mentis does not sell your personal information as may be commonly understood. However, you may opt out of having your personal information shared with certain vendors that we use for providing insights about user interactions with our website and for delivering ads to you.
• No Automated Decision Making: We do not undertake any decision making about you based solely on automated processing, including profiling; however, certain features of our Services could be used by our customers for decision-making purposes.

We will not share your personal information with third parties for the third parties’ direct marketing purposes unless you have agreed to such disclosure.

We will verify your request using your name and email. Depending on the nature of your request, we may need additional information to verify your identity. You may authorize an agent to make a request on your behalf to exercise your privacy rights under applicable privacy laws.

Certain U.S. states provide the right to appeal Mentis’s denial of an individual rights request.

To exercise your rights or to allow your authorized agent to exercise your rights, please submit, or have your authorized agent submit, a ticket to support@mentis-group.com

Unsubscribe from our mailing list

You can manage your communication preferences through the following methods:

• Following the instructions included in each promotional email from us to unsubscribe from that particular mailing e.g., click on “Unsubscribe” link
• Sending us an email at support@mentis-group.com

These choices do not apply to service notifications or other required communications that are considered part of certain Apps and Services, which you may receive periodically unless you stop using or cancel the App or Service in accordance with its terms and conditions.

HOW WE KEEP YOUR PERSONAL INFORMATION SECURED

Keeping your information secure is important to us. We have taken appropriate steps designed to reduce the risk that your personal information may be subject to loss, misuse, unauthorized access, disclosure, alteration or destruction.

HOW LONG WE RETAIN YOUR PERSONAL INFORMATION

We will retain your personal information for no longer than is necessary to fulfill the purposes for which the information was originally collected unless a longer retention period is required or permitted by law, for legal, tax or regulatory reasons, or other legitimate and lawful business purposes.

Where we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.

INTERNATIONAL DATA TRANSFERS

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws in your country (and in some cases, may not be as protective).

Data processed and purposes of data processing

Please see the relevant sections of this Notice, sections WHAT PERSONAL INFORMATION WE COLLECT and HOW WE USE YOUR PERSONAL INFORMATION, for information regarding the data categories processed by Mentis as a controller on our own behalf and the purposes.

As a processor to our customers, Mentis processes personal data that customers choose to submit to the services as customer-generated content, call detail records, usage data, and account information. The purposes for such processing is the provision, maintenance, support, and improvement of the services.

Type of third parties to which Mentis discloses personal data and purposes

Please see the relevant section of this Notice: HOW, WHY, AND WHAT PERSONAL INFORMATION WE SHARE WITH THIRD PARTIES for more information regarding the type of third parties to which Mentis discloses personal data and for what purposes.

Independent Recourse Mechanism

If you have any questions, comments or concerns about this Notice, you may contact us at support@mentis-group.com.

Lawful Requests for Personal Information

We may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

Individual rights to access and to limit use and disclosure

Please see the relevant section in this Notice HOW WE RESPECT YOUR PRIVACY RIGHTS for information regarding how individuals can exercise their rights to access their personal data and to limit the use and disclosure of their personal data.

CHILDREN’S PRIVACY

The Company does not knowingly collect personally identifiable information from children under the age of 13. If you are under the age of 13, you must ask your parent or guardian for permission to use this website.

THIRD-PARTY SITES

This Notice does not apply to, nor are we responsible for, the privacy, information or other practices of any third parties, including any third party operating any site or service to which the Website or Apps link including but not limited to social media sites. The inclusion of a link on the Website or Apps does not imply our endorsement of the linked site or service. You should check the privacy notices of those sites before providing your personal information to them.

BLOGS AND FORUMS

Our Website offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas is public and may be read, collected, and used by others who access them and may remain on the public forum indefinitely. To request removal of your personal information from our blog or community forum, you can submit a request through our online portal. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. We encourage all users to exercise caution when providing personal information in blogs and community forums.

UPDATES TO THIS NOTICE

We may update this Notice from time to time in response to changing legal, technical, or business developments. If we make changes to our Notice, we will post those changes on this page in addition to updating the “Last Updated” or effective date at the top of this webpage. If we make material changes, we will notify you either by emailing you or by posting a notice of such changes prominently on this page prior to such material changes taking effect.