Last Updated: February 28, 2025
Welcome to the www.huddlemate.ai website, which is operated by Polychat, Inc., doing business as "HuddleMate." The following sets forth the Privacy Policy ("Privacy Policy") of HuddleMate and its affiliated companies (collectively, "HuddleMate," "we," "us" or "our") with respect to information collected through our systems, software, platforms, and APIs, as well as any related websites, domains, portals, extranets, applications, or online services (collectively, the "Site"), or otherwise from HuddleMate customers, and is incorporated into and made a part of the HuddleMate Terms of Use, available at www.huddlemate.ai/terms-of-use. This Privacy Policy describes how information about you is collected, used and disclosed by us when you sign up for and use the HuddleMate service and it provides other important privacy information, describes when and how we may change this Privacy Policy, and tells you how to contact us with any questions or comments. In this Privacy Policy, "You" and "Your" refer to you as the user of our Services, or any agent, employee, servant or person authorized to act on your behalf.
Your privacy is important to HuddleMate. Accordingly, HuddleMate provides these policies so that you understand how HuddleMate collects, uses and, in certain circumstances, discloses the information that you provide and/or that is automatically provided to HuddleMate as a result of your visiting and using the Site or purchasing or using HuddleMate products or services. This Privacy Policy also explains the steps HuddleMate has taken to secure your personal information. Finally, this Privacy Policy explains your options regarding the collection, use and disclosure of your personal information. By visiting this Site or purchasing or using any HuddleMate product or service, you accept the practices described in this Privacy Policy. HuddleMate is not responsible for the content or privacy practices on any third-party website that may be linked to or from this Site. Any questions regarding this Privacy Policy should be directed to our customer service department at customer-service@huddlemate.ai.
Personal information is information that identifies or is associated with a specific individual, such as a name, address, email address, or telephone number. HuddleMate collects personal information about its customers. The ways in which we collect personal information about you include, but are not limited to, the following:
a. Registration and Ordering. Before using certain parts of this Site or purchasing HuddleMate products or services, you must complete an online registration form or provide certain information to HuddleMate's representatives in creating an account for you. During registration (whether via this Site or otherwise), you will be prompted to provide to HuddleMate certain personal information, which may include, but is not limited to, your name, phone number, and email address. This personal information may be combined with your account information and is used for fulfilling your orders and communicating with you about your order and this Site, and for marketing purposes. If HuddleMate encounters a problem when processing your order, it will use your personal information to contact you. Billing is managed by a third-party service so personal information that you provide to that service, such as name, phone number, email address, and credit card information is managed by that third party and HuddleMate is not responsible for their content or privacy policy or practices. Any recourse that you may have regarding a data breach of the information you provide that third-party service will be solely against that third party, not HuddleMate.
b. User Submissions. Certain areas of this Site may permit you to enter your email address and other contact information to receive further information about HuddleMate or for other purposes, such as uploading documents to the HuddleMate service. Your submissions for these purposes are completely voluntary, so you have a choice whether to participate and disclose information to HuddleMate. Should you choose to submit information, HuddleMate may collect and publish your name, email address, geographic location and other information collected by HuddleMate to market HuddleMate products and services and any other products and services offered by HuddleMate. HuddleMate does not sell or share your personal information, except as noted herein and authorized by you.
Generally, HuddleMate collects the above information for the following purposes: (i) to improve your experience on this Site; (ii) to improve the products and services that HuddleMate sells to consumers; (iii) to communicate with you regarding this Site; (iv) to market and sell products and services to you and send you information about special offers; (v) to contact you about products or services you have purchased from HuddleMate (including but not limited to the HuddleMate service); (vi) to respond to your inquiries; (vii) to manage and develop our business and operations, and administer accounts; and (viii) if you authorize text messaging, we will use your mobile number to communicate with you about your account and to send marketing text messages to you. If you decide that you no longer wish to receive emails or text messages from HuddleMate that you authorized, you may opt-out of receiving emails and text messages by managing your account preferences on this Site or by any other reasonable opt-out method available to you. Please note that HuddleMate may have to communicate with you about product or service orders that you choose to place. You cannot opt-out of receiving product or service-related emails. HuddleMate will not sell, rent, trade, license or otherwise disclose your specific personal information to third parties, except as noted below. HuddleMate may sell, rent, trade, license, use and disclose all non-personal information and aggregate information, so long as such information does not personally identify you or any user, to any third party for any purpose, including, but not limited to, research, development, and analytical purposes.
HuddleMate may disclose your personal information to third parties, including in the following circumstances:
a. HuddleMate uses third-party service providers to perform specific functions on its behalf, and it must disclose personal information to help those parties perform their services (for example, analyzing your submissions by AI service providers in connection with the HuddleMate service you have registered for). These service providers are serving as Subprocessors within the meaning of various privacy regimes, such as the GDPR. A "subprocessor" is a third-party company that a data processor hires to perform specific data processing tasks on their behalf, essentially acting as a subcontractor for handling personal data under the instructions of the primary data processor, typically in situations where the processor needs to outsource some data handling functions.
b. HuddleMate may be required to disclose personal information in response to a legal process, order or investigation (for example, a subpoena or court order).
c. HuddleMate may disclose personal information where disclosure is necessary to protect its legal rights or to protect itself or others (for example, in order to reduce the risk of fraud or illegal activities).
d. HuddleMate may share personal information among its affiliated companies (for example, for the purpose of marketing products and services to you).
e. HuddleMate may provide identity verification services to third parties, and your personal information may be included in the data transferred to third parties in connection with those services.
f. HuddleMate may acquire, merge with or be acquired by another company, or it might sell some or all of its assets, and, in such a case, your personal information may be included in the transferred business assets. Also, in the event of our bankruptcy, insolvency, reorganization, receivership, or assignment for the benefit of creditors, your personal information may be included in the transferred assets.
"Cookies" are pieces of information that may be placed on your computer by a website for the purpose of facilitating and enhancing your communications and interaction with that website. HuddleMate does not use cookies or other online tracking technologies. Nevertheless, subject to the "opt in" assent you provide herein, which is necessary for your use of the Site and may be deemed to be a "sale" or "sharing" (which includes targeted advertising) under relevant law, you can execute a request via the "Do Not Sell or Share My Personal Information" link at the bottom of most of our website pages.
We take precautions and have implemented certain technical measures intended to protect against unauthorized access to, disclosure of, and unlawful interception of personal information submitted via this Site. However, your communications containing personal information may be unlawfully intercepted or accessed by third parties, and/or this Site may be subject to network attacks or malfunctions. We cannot and do not guarantee the security of any information transmitted over the Internet. Once we receive your personal information, we take steps that we believe are reasonable to limit access to your personal information to only those employees and service providers whom we determine need access to the personal information to provide the requested products, services, offers or opportunities that may be of interest to you or that you have ordered, or that we otherwise disclose in accordance with Section 2 above. However, even after we receive your personal information, we cannot and do not guarantee that your personal information will not be accessed, disclosed, altered, or destroyed as a result of a breach of our security efforts or as a result of any other event beyond our reasonable control. Accordingly, we cannot and do not guarantee that your personal information or any other information is completely secure and safe from any risk.
HuddleMate does not knowingly collect personal information from anyone under the age of 18 (or the age of majority in their state of residence, whichever age is greater) ("Child," "Children," or "Child(ren)") without the express authorization of their parent or legal guardian, which authorization may be revoked at any time, resulting in termination of the HuddleMate service. Moreover, HuddleMate does not knowingly solicit Children to purchase any of its products or services.
This Site may display advertisements and links for third-party websites, products and services. Information that you provide directly to third parties and information collected from you by third parties in connection with your use of their websites, products or services will be subject to such third parties' privacy policies and not this Privacy Policy.
Upon your request, HuddleMate will: (a) correct or update your personal information; (b) stop sending emails to your email address; (c) stop sending text messages to your mobile phone number; (d) stop sending mail (including promotional materials) to your mailing address; and/or (d) disable your account to prevent any future purchases through that account. You may make these updates / changes yourself by managing your account preferences on this Site or by any other reasonable account update mechanism available to you. You also have the ability, at any time, to click through an "Unsubscribe" link, contained in all marketing e-mails, in order to stop receiving such e-mails. You also may text STOP in response to any marketing text message from HuddleMate, at any time, to unsubscribe from marketing text messages. Please do not email your credit card number or other sensitive information. Please note that HuddleMate may have to communicate with you about product or service orders that you choose to place. Accordingly, you cannot opt-out of receiving product or service-related emails or mailings.
Do Not Track (DNT) Disclosure: This Site does not currently respond to "Do Not Track" signals of web browsers in general, as there currently are no uniform technological standards for recognizing and implementing "Do Not Track" signals.
For privacy related questions, comments and requests, please contact HuddleMate at:
Polychat, Inc.
Attn: Customer Service
420 James Road, #16
Palo Alto, CA 94306
Phone: (xxx) xxx-xxxx
California has a data protection law called the California Consumer Privacy Act (CCPA), as amended, and this Section 9 includes information HuddleMate is required to disclose under that law. This section applies to you only if you are a California resident.
Selling and Sharing Personal Information
The CCPA gives California residents certain rights, including the right to tell companies to not "sell" or "share" their personal information. In this Section 9, we use the terms "sell" and "share" as they are defined in the CCPA. The CCPA defines "sell" or "sale" broadly to include the sharing of personal information (including information that does not directly identify an individual) in exchange for anything of value, which isn't limited to the exchange of money. "Share" is defined narrowly as providing personal information to a third party for cross-context behavioral advertising to a consumer based on information about their activity on multiple websites across the internet. HuddleMate neither sells nor shares your personal information. Note that according to the CCPA, certain exchanges of personal information aren't considered selling or sharing. For example, if you specifically direct us to share your personal information, then we'll do so. It is also not selling or sharing if we place ads based solely on information we collect when you visit our websites. Other examples include disclosures of personal information to service providers or other third parties as described in Section 2 above.
Personal Information We Collect and Disclose for a Business Purpose
The sections below summarize the categories of personal information that we may collect from you, and how we collect, use, or disclose, your personal information. HuddleMate does not knowingly collect, use, disclose, sell, or share personal information of California residents under 18 years old without the express authorization of their parent or legal guardian (see above Children's Privacy Notice). We retain your personal information only as long as necessary to fulfill the business purposes outlined in this privacy policy unless a longer retention period is required or permitted by law. When determining the length of time to retain your information, we consider various criteria, including whether we need the information to comply with our legal obligations; resolve disputes; enforce our agreements; protect against fraudulent, deceptive, or illegal activity; or for other related business purposes.
A. Categories of Personal Information
• Identifiers like your name, email, address, phone number, and account information.
• Internet activity information, like browsing history, interactions with our website and online advertisements; unique identifiers including device identifiers, which may be needed to resolve technical problems.
• Inferences that we make about you based on the above information to predict your characteristics and preferences.
• Sensitive personal information such as log-in credentials.
• Audio recordings and transcriptions of your HuddleMate sessions.
• Audio recordings of calls or written correspondence between you and our Customer Care representatives, if applicable.
• Data and files that you provide.
• Professional or employment information included in materials like resumes and cover letters, which you may upload to our service.
B. Sources of Personal Information
• This is information that you provide directly to us: contact and account information, when you create an account with us; authentication and security information; preference information; and other information that you choose to provide.
• You, when you buy our services or products from us or from our retail partners.
• Your browser or mobile device when you visit our website or engage with our online advertisements, or you when you buy services or products from us online.
• You, when you contact our Customer Care department.
• You or your device, when you create an account with us, or when you purchase our services or products.
C. How and Why We Use This Information
• We may use your personal data to create and administer your account, verify your identity, complete transactions, and fulfill requests that you may make related to our products and services. Other business purposes may include:
a. Personalize our products and services, respond to your inquiries, and perform our contractual obligations.
b. Conduct research and analysis.
c. Detect and protect against cybersecurity threats.
d. Protect you and others from unlawful activities.
e. Perform diagnostics and repair errors.
f. Verify your identity.
h. Market and advertise our services or products to you.
i. Cooperate with law enforcement and for legal or regulatory compliance.
j. Enforce our policies, terms and conditions, or other agreements.
• In addition to any of the above business purposes: to provide effective customer service and to make your HuddleMate experience more relevant to you based on your history with us; and to advertise and market our products and services to you.
• We may learn about your preferences or characteristics based on personal data that we collect.
• To process, fulfill, and deliver products and services to you, to create an account for you, and to provide customer service to you.
• Quality assurance, internal training, and customer service solutions.
• To provide customer service to you.
• Any of the above business purposes or location-based services described in our Privacy Policy; to provide effective customer service; to advertise and market our products and services to you.
D. Categories of Third Parties to Whom We May Have Disclosed This Information and Why
• We may disclose your identifiers to third parties for our business purposes, when you tell us to, or when you use our products or services to interact with third parties, whose separate privacy notices may apply to that data. These entities include:
a. Service providers or contractors who are required to treat your personal data as private (confidential) and to use it only for performing the services we have requested.
b. Other third parties to advertise and market our products and services to you.
c. Our affiliates.
d. Entities that provide fraud prevention services to HuddleMate.
e. Government authorities for legal processes to comply with laws, regulations, or to respond to lawful requests.
Sensitive Personal Information
California residents have the right to limit the use of "sensitive personal information" (as defined in the CCPA) to certain purposes specified in the CCPA. However, HuddleMate only collects or processes sensitive personal information with your consent and for those purposes specified in the CCPA.
Privacy tools and choices for California Residents
You have the right to know the categories and, in some cases, specific pieces of personal information that we have collected about you, the categories of sources from which the personal information was collected, the business or commercial purpose for collecting, and the categories of third parties to whom we disclose personal information.
You have the right to request deletion of your personal data, but certain exceptions may apply. For example, we may keep personal information that is necessary to comply with a legal obligation, detect security incidents, or troubleshoot to identify and repair errors in our system.
You have the right to request correction of inaccurate personal data we maintain about you. Once we receive and confirm your verifiable consumer request, we will use commercially reasonable efforts to correct the inaccurate personal information.
Although HuddleMate does not share or sell your personal information, you may click on the "Do Not Sell Or Share My Personal Information" link at the bottom of most of our website pages to register your preference.
You have the right to not be discriminated against for exercising your privacy rights under the CCPA.
If you have a HuddleMate account, you can correct or make changes to your personal data directly through your account portal. For any changes that cannot be made through your account portal, call Customer Care at (xxx) xxx-xxxx.
Authorized Agents may act on your behalf by submitting an access, correction, or deletion request. To protect your information, we may request that you verify your own identity before fulfilling a request submitted by your agent.
Verification of your identity. We have to verify your identity before we can give you access to, or delete, your personal data. We may use information that you have provided to us, or information from a governmental identification, or through two step verification (where available) to verify your identity. If we can't verify your identity, we'll unfortunately have to deny your request. This is to protect you.
What to expect once you submit a request?
HuddleMate will confirm receipt of your request within 10 days via the email address that you provide. Before we honor your rights to request information or delete information, we must verify your or your authorized agent's identity. In certain cases, we may require you to provide additional information in order to verify your request.
You affirm that you are at least the age of majority in your state of residence, and are fully able and competent to enter into and accept the terms set forth in this Privacy Policy.
From time to time we may revise this Privacy Policy. Your use of the Site or any HuddleMate product or service following the posting of any revised Privacy Policy shall be deemed acceptance of the revised policy. If we make material changes to how we treat our users' personal information, we will notify you by email to the primary email address specified in your account. The date that the privacy policy was last revised is identified at the top of the page. You are responsible for ensuring that we have an up-to-date active and deliverable email address for you, and for periodically reviewing this privacy policy to check for any changes. If you disagree with the terms of the Privacy Policy at any time, your sole remedy is to terminate your use of the Site and all HuddleMate products and services. Continued use of the Site or any HuddleMate product or service constitutes your agreement to any Privacy Policy as currently in effect.
