Platform Privacy Notice

Last Updated: September 20, 2024

Welcome to Ruli! Ruli, Inc. (“Ruli”, “we”, “us”, and/or “our”) is an AI software company developing AI legal agents and products to advance legal operations. 

This Platform Privacy Notice describes how Ruli handles personal information that we collect from and about you when you use our cloud-based legal ops platform (the “Platform”) and related content, features, platforms, and other services. Collectively, we describe our products and services as our “Services”. This Privacy Notice also describes certain legal rights you may have, subject to applicable law, and how you can exercise them. 

To understand more about how Ruli handles the information we collect from and about visitors to our marketing website, www.ruli.ai (the “Site”), please see our Website Privacy Notice. 

For the purposes of this Privacy Notice, “Personal Information” means information about an identifiable person, as defined by applicable law. This includes information that alone or in combination with other information may be used to identify, contact, or locate you, such as your name, address, email address, or phone number. 

This Privacy Notice applies to information we collect and use for our own purposes, including information we collect from customers when they register for or access the Services, and individuals in relation to our marketing activities. This Privacy Notice does not apply to data Ruli processes on behalf of its customers in our capacity as a processor, including data uploaded, stored, or analyzed via the Platform using our proprietary AI-powered tools. Ruli has no direct control or ownership of the Personal Information we process on behalf of our customers, and we process that data solely in accordance with our customer’s instructions. In addition, this Privacy Notice does not apply to any third-party applications or software that integrate with the Services (“Third-Party Services”). 

Please read this notice carefully. In addition, please review our Website Terms of Use, Platform Terms of Service or Enterprise Services Agreement (as applicable), and any other agreement between you and us that governs your use of our Services. 

Information We Collect 

Information you give us directly

Some information we collect directly from you. For instance, we collect information that you voluntarily provide in the following ways: 

• When you subscribe to our Services. If you are completing the initial subscription to our Services on behalf of your organization, you will be asked to provide us with certain Personal Information. This includes your name, business email address, job title, and organization name. You will also be required to provide our third-party payment processor with your banking or payment card details and a billing address in order to facilitate invoicing. If you have selected an enterprise subscription, we will also ask for the contact details of individuals within your organization that will be using the Services. 

• When you create an account on our Platform and populate your profile. To log into our Platform, you will need to provide your business email address and your first and last name  we can use to authenticate you at sign in. If you receive to our Platform through your employer, we may also ask for a referral or access code which allows us to verify your affiliation with that organization. You may have the option to add additional information, including a profile photo, your first and last name, your job title/occupation, your team, a link to your LinkedIn profile, and your phone number.

• When you use our Platform. Because of the nature of our services, we may collect a wide range of information in connection with tasks you are managing via the Platform. Common types of information we may collect in the course of providing our Services include legal memoranda; playbooks; strategy documents; internal policies; client intake forms; calendar information; tech stack information; project names; team names and information related to team members; email messages and attachments; your queries, prompts, and other input into generative AI features within the Platform; and other content. When we store, process, or transmit this type of information (including any Personal Information contained within) we do so in our capacity as a “data processor” (or a comparable role such as a “service provider” in certain jurisdictions) and our use of that data is limited by our agreement with that customer. Subject to our agreements with our customers, we may train our AI technology on information related to your use of the Platform, in order to provide you with more accurate services. We do not allow any third-party artificial intelligence provider to train their AI technologies on the data you submit to the Platform. 

• When you communicate with us. If you contact us for technical support or guidance about how to use the Services, we may collect Personal Information from you to facilitate our review and handling of your request. This can include your name, email address, phone number, and the contents of your communication which can include any other information you choose to provide. 

• When you communicate with other Ruli users. If you use our built-in messaging tools to communicate with other Ruli users, we collect the contents of your communications which can include any information you choose to include. However, we only use the contents of your communications to resolve disputes between users, for safety and security purposes, to improve the Services, and for analytics

• When you participate in surveys or alpha or beta launches: We may contact you to ask if you would be willing to participate in a survey or future alpha/beta launches. If you decide to participate, you may be asked to provide demographic information, feedback, and any other information relevant to that survey or launch.

Information we collect automatically when you use our Services 

We also collect certain information automatically as you navigate the Platform or interact with our communications. To collect this information, we, or our third-party service providers may use cookies or similar technologies. A “cookie” is a small text file that websites send to a visitor’s computer or other internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We, and our third-party service providers use cookies in order to do things such as recognize you when you return to our Platform, save your preferences (including your preferences regarding cookie handling), understand which sections of the Platform you find most interesting, ensure our Platform is working properly, and prevent fraud.  We use both session cookies (which expire when you close your browser) and persistent cookies (which stay on your computer until you delete them or until they expire).

The information we collect automatically can include the following: 

• Information about the devices you use to access our Services (including your internet protocol (IP) address, browser type, and operating system); 

• The address of the web page visited before and after using our Services; 

• Details about your interactions with our Services (such as the date, time, length of stay, and specific pages accessed during your visits); 

• Search terms used to reach our Services; 

• Usage information (such as the number and frequency of visitors to our Services); and 

• Location information (such as general location information inferred from your IP address). 

If you do not want us to collect information through the use of cookies, you can disable cookies, limit the types of cookies you allow, or set your browser to alert you when cookies are being sent. Please refer to the guidance offered by your chosen web browser if you would like help managing your cookie preferences. Please note that if you reject or block cookies, the Site may not work as intended. 

Information we collect from other sources 

• Payment processors. In general, when you pay for our Services, your banking and/or payment card information is provided directly to our third-party payment processor and Ruli does not collect or store that information. However, in some circumstances, we may receive limited information from our payment processor, such as the date and amount of the transaction.
  
  
  

• Third-Party Services. Customers may have the option to enable a variety of Third-Party Services on the Platform. For instances, users may be able to connect their email accounts or cloud-based storage accounts to their Ruli workspace. Once enabled, the provider of a Third-Party Service may share certain information with Ruli such as the username and email address associated with that user on the Third-Party Service as well as additional information that the provider has chosen to make available to Ruli to facilitate the integration. We use Google Workspace APIs only to provide and enhance our services. Your data from these APIs is not used to develop or train generalized AI or machine learning models. Please check the privacy settings and privacy notices of these Third-Party Services to understand what information may be shared with us. 
  
  
  

• Another individual at your organization: We may collect your Personal Information from other individual at your organization who may provide us with your business contact information in the course of using our Service.
  
  
  

• Other sources. We may also obtain Personal Information from other sources, including our business partners, publicly available information on internet sites, and third parties that help us update, expand, and analyze our records and inform our networking and marketing efforts. For instance, we may use information from LinkedIn or from a third-party data provider to update information about you in our contact database. 

We may combine the information we collect about you from these various sources. If a combination of information that we collect identifies you as an individual, we will treat the combined information as Personal Information. 

How We Use Your Information

We use the information described above to: 

• Provide our Services (managing your access to and use of our Services and sending you technical notices, updates, security alerts, and support and administrative messages); 

• Operate and improve our Site (including monitoring and analyzing usage, trends, and activities related to the Site and identifying, fixing, and troubleshooting bugs and service errors);

• Communicate with you (including responding to your requests, inquiries, comments, and suggestions); 

• Personalize content (including tailoring content we send or display to you, offering location customization, and personalizing your experiences while using our Services); 

• Further our networking, marketing, and social strategies (including notifying you about services, offers, promotions, and events we think might be of interest to you and posting testimonials); 

• Protect against, identify, investigate, and respond to misuse of our Services (including preventing and detecting fraud, unauthorized access, and other unlawful behavior); 

• Support our general business operations (including maintaining our business and legal recordkeeping); and 

• Carry out any other purpose described to you at the time the information was collected. 

How We Share Your Information

We may share information about you with certain third parties in the following circumstances: 

• Companies under common control: We may share data between and among any current or future parents, subsidiaries, affiliates, and other companies under common control and ownership with Ruli. 

• Vendors and service providers: We may share Personal Information with vendors, consultants, and other service providers who need to access the data in order to perform services on our behalf, such as providing analytics services, cloud-hosting, or email marketing services.  

• Advertising and analytics partners: We may share your Personal Information with other third parties that provide advertising, campaign measurement, online analytics and other services, in order to help us reach individuals with relevant ads and measure our ad campaigns, or to better understand how individuals interact with our Site and other online services over time and across devices. 

• Business transfers: We may share Personal Information with another company in connection with or during negotiations of any merger, acquisition, financing, re-organization, bankruptcy, sale of all or a portion of our assets, or transition of services to another provider. 

• Legal requirements: We may share Personal Information when we believe it is necessary to comply with a legal obligation, including lawful requests from public authorities to meet national security or law enforcement requirements. We may also share Personal Information when we believe it is necessary to protect Ruli’s rights and property, to protect the safety of our users, and to defend against legal liability. 

• Consent: We may share Personal Information with third parties with your consent and at your direction, including if we notify you that the information you provide will be shared in a particular manner and you provide that information. 

We may also share aggregate or de-identified information, which cannot reasonably be used to identify you, for various purposes including compliance with various reporting obligations; for business or marketing purposes; or to assist third parties in understanding our users’ interests, habits, and usage patterns for certain programs, content, services, advertisements, promotions, and/or functionality available through the Site. 

Your Rights and Choices

You have a variety of rights and choices related to our use of your Personal Information. 

• Opting out of promotional messages. You can opt out of receiving our promotional emails at any time. You may do so by emailing us at contact@ruli.ai or by following the opt-out instructions in the promotional emails we send you. Please be aware that it may take up to ten (10) days for us to process your request, and you may continue receiving promotional communications from us during that period. If you opt out of receiving such communications, please be aware that we may continue to send you non-promotional emails (such as emails related to our business relationship or emails about changes to our legal terms). 

• Restricting cookies/Do Not Track. Ruli does not currently change its behavior in response to web browser “do not track” signals. However, you can configure most browsers to reject cookies or to notify you when you are sent a cookie, giving you a chance to decide whether or not to accept it. You can consult the help section of your browser to find out how to do this. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Site. In the event that a universally accepted standard emerges on how organizations should respond to “do not track” signals, we will assess and provide an appropriate response to those signals. 

• Accessing, updating, or deleting your Personal Information. If you would like to access, update, or delete Personal Information you have provided, please email us at contact@ruli.ai. Please note that we may keep certain Personal Information as necessary to comply with our legal obligations or for legitimate business purposes, such as to resolve disputes or enforce our agreements. We may also keep cached archived copies of Personal Information for a certain period of time.
  
  
  

Children’s Privacy

Our Services are intended for adults and we do not knowingly collect Personal Information from children. If you are a parent or legal guardian and think your child under 13 (or a higher age threshold where applicable) has given us Personal Information without your consent, please contact us at contact@ruli.ai.  

Links to Other Websites and Third-Party Content

We may provide links to third-party websites, services, and applications that are not operated or controlled by Ruli. This Privacy Notice does not apply to the privacy practices of those third parties. The fact that we link to a website, service, or application is not an endorsement, authorization, or representation of our affiliation with that third party. We encourage you to review the privacy policies of any third-party service before providing any Personal Information to or through them. 

Data Transfer 

Personal Information we collect may be stored and processed for the purposes set out in this Privacy Notice in the United States where we are based or in any country where we have operations or where we engage vendors or service providers. These countries may not have the same data protection laws as the country in which you originally provided the data. By using our Services or submitting your Personal Information to us, you agree to such transfers. 

Data Retention

We only keep your Personal Information for so long as reasonably necessary for the purposes described in this Privacy Notice, as required by law, or as necessary to resolve disputes and enforce our rights and agreements. To dispose of Personal Information, we may anonymize it, delete it, or take other appropriate steps. Data may persist in copies made for backup and business continuity purposes for additional time. 

Security

Ruli uses generally accepted administrative, physical, and technical safeguards we believe are appropriate to protect the confidentiality, integrity, and availability of your Personal Information. Although we make reasonable efforts to protect Personal Information from loss, misuse, or alteration by third parties, you should be aware that there is always some risk involved in transmitting information over the Internet and storing information electronically. Ruli cannot and does not guarantee absolute security. 

Changes to Our Privacy Policy 

We may change this Privacy Notice from time to time to reflect changes in our practices or in the law. If we make changes to this policy, we will post the updated Privacy Notice on our Site and indicate when it was last revised. You are advised to review this notice periodically to stay informed of our practices. If we make material changes, we may provide you with additional notice, such as posting a statement on our homepage or sending you an email notification, if we have your email address on file. Your continued use of the Site  after the revised Privacy Notice has become effective indicates that you have read, understood, and agreed to the current version of this Privacy Notice, to the extent permitted by law. 

Contacting Us 

If you have any questions about our Privacy Notice or how we protect your Personal Information please contact us at contact@ruli.ai or you may write us at 10900 Research Boulevard, Suite 160C, PMB 3176, Austin, TX 78759.