Privacy Policy

Personal data we collect

Personal data is any information from or about an identified or identifiable person, including information we can associate with an individual. Depending on how you interact with us, we may collect or process the following categories:

• Account information: administrator name, contact information, account ID, billing information, and account plan information for accounts that license our products.
• Profile and participant information: name, display name, picture, email address, phone number, job information, stated locale, user ID, or other information provided by the user or their account owner.
• Contacts and calendar integrations: contact lists created on our products, including contact information integrated from third-party apps, and calendars integrated from other services.
• Settings: preferences and settings on an account or user profile, including audio and video settings, recording file location, screen-sharing settings, and other configuration information.
• Registration information: name, contact information, responses to registration questions, and other information requested by the host when registering for a meeting, webinar, or recording.
• Device information: information about computers, phones, and other devices used with our products — including speakers, microphone, camera, OS version, hard disk ID, PC name, MAC address, IP address (which may be used to infer general location at city or country level), device attributes (such as OS version and battery level), Wi-Fi information, and other device information (such as Bluetooth signals).
• Meeting, webinar, and messaging content and context: content generated in hosted meetings, webinars, or messages — including audio, video, in-meeting messages, chat content, transcriptions, written feedback, poll and Q&A responses, and files — plus related context such as invitation details, meeting or chat name, or agenda. Content may contain your voice and image depending on account-owner settings, what you share, and what you do on the platform.
• Product and app usage: how people and devices interact with our products — such as when participants join and leave; whether messages were sent and to whom; performance data; mouse movements, clicks, keystrokes, or actions (such as mute/unmute or video on/off) and other inputs that help us understand feature usage, improve design, and suggest features; third-party apps added and what they are authorized to access; features used (such as screen sharing, emojis, or filters); and other usage metrics. This includes when and how people visit and interact with our apps and websites, pages accessed, feature interactions, and sign-ups.
• Communications with us: support questions, account matters, and other inquiries.
• Information from partners: information about account owners and users from third-party companies such as market-data enrichment services, including company size or industry, contact information, or enterprise-domain activity.

How we use personal data

Our employees do not access meeting, webinar, or messaging content (specifically audio, video, files, and messages) unless directed by an account owner, or as required for legal, safety, or security reasons as described below. We use personal data to:

• Provide products and services: deliver features and services to account owners, their users, and invitees — including customizing features and recommendations, routing invitations and messages, providing customer support (which may include accessing audio, video, files, and messages at the direction of the account owner or users), and managing relationships and contracts including billing, compliance, and administration.
• Product research and development: develop, test, and improve our products — including content-related features (such as background filters) — and troubleshoot.
• Marketing and promotions: market, advertise, and promote our products, features, and services, including based on product usage or information from third-party partners. If you visit our websites, we may log how and when you visit and your interactions, and use that to provide advertisements or engage marketing partners to log interactions or deliver ads.
• Authentication, integrity, security, and safety: authenticate accounts and activity; detect, investigate, and prevent malicious conduct or unsafe experiences; address security threats; protect public safety; and secure our products.
• Communicate with you: use personal data (including contact information) to communicate about products, features, services, product updates, your account, and changes to policies and terms — and to respond when you contact us.
• Legal reasons: comply with applicable law, respond to valid legal process (including from law enforcement or government agencies), investigate or participate in civil discovery, litigation, or other proceedings, and enforce or investigate potential violations of our Terms of Service or policies.

We use advanced tools to automatically scan content such as virtual backgrounds, profile images, and files uploaded or exchanged through chat to detect and prevent violations of our terms or policies and illegal or harmful activity; employees may investigate such content where required for legal, safety, or security reasons.

How we share personal data

We provide personal data to third parties only with consent or in the following circumstances (subject to prior consent where required by law):

• Resellers: if an account owner licensed our products from a third-party reseller, the reseller may be able to access personal data and content for users, including hosted meetings, webinars, and messages.
• Vendors: third-party service providers that support and improve our products and infrastructure, or provide advertisements and business analytics. Vendors can access personal data subject to contractual and technical requirements to protect it and prohibiting use for any purpose other than providing services to us or as required by law.
• For legal reasons: as needed to (1) comply with law or respond to, investigate, or participate in valid legal process and proceedings, including from law enforcement or government agencies; (2) enforce or investigate potential violations of our Terms or policies; (3) detect, prevent, or investigate fraud, abuse, or safety and security concerns, including threats to the public; (4) meet corporate and social responsibility commitments; (5) protect our and our customers’ rights and property; and (6) resolve disputes and enforce agreements.
• Marketing and analytics partners: third-party marketing and advertising providers for statistics, analysis, and advertising — including targeted advertising based on your use of our apps. These partners may receive information about your website activities through third-party cookies. Where required by law, we first obtain your consent for these activities.
• Corporate affiliates: such as BOLANA Voice Communications, Inc., to provide integrated, consistent experiences (for example enabling a phone call to be integrated into a meeting) and to detect, investigate, and prevent fraud, abuse, and threats to public safety.
• Change of control: with actual or prospective acquirers, their representatives, and other participants in — or during negotiations of — any sale, merger, acquisition, restructuring, or change in control involving all or part of our business or assets, including bankruptcy or similar proceedings.

Who can see your data in meetings and messages

When you send messages or join meetings and webinars, other people and organizations — including third parties outside the meeting, webinar, or message — may be able to see content and information you share:

• Account owner: the organization or individual that signs up for an account. Owners typically designate administrators, authorize additional users, and can create or access profile information for users on their account, and can invite guests to meetings or webinars. Owners control settings for recordings, out-of-meeting messages, and third-party apps, and — depending on settings — can access personal data of people joining meetings or webinars on their account or messaging their users, including:
  • Account usage: product usage (who messaged whom, email addresses, IP addresses, device information, who joined, recording views/downloads, participation duration, message timestamps, phone integrations, other usage and feedback metrics); participant lists (name, display name, email, phone, participant/user ID).
  • Registration information provided for webinars, meetings, or recordings they host.
  • Out-of-meeting chat messages (if enabled): who sent and received messages plus message metadata (date, time, participant count); depending on settings, sender/receiver information, other messaging data, and message content — unless Advanced Chat Encryption is enabled.
  • In-meeting/webinar messages: depending on settings, sender/receiver information plus content for messages sent to Everyone in a recorded meeting, messages to panelists in a recorded webinar, and direct messages if archiving is enabled.
  • Recordings: content of recorded meetings and webinars hosted on their account, plus audio transcripts if enabled.
  • Polling, Q&A, and feedback: who responded, including name and contact information with responses — unless submitted anonymously.
• Meeting hosts and participants: may see your email, display name, and profile picture; and can see and (depending on settings) record or save meeting content, audio transcripts, messages sent to Everyone or directly to them, and shared files, whiteboards, or other information. Hosts may also see Q&A and poll responses.
• Webinar panelists and attendees: typically only panelists are visible; attendees who unmute can be heard. An attendee who becomes a panelist may become visible depending on settings. Panelists and attendees may see the name of a Q&A asker with their question unless submitted anonymously.
• Livestreams: hosts can livestream to third-party sites or services — anyone with access to the livestream can see the meeting or webinar.
• Third-party apps and integrations: account owners can add third-party apps and permit users to add specific apps, including in meetings, webinars, and chats. Depending on settings, owners, users, and guests can share your personal data and content with approved third-party apps — potentially including account, profile, contact, registration, participant-list, settings, content, product-usage, and device information. Other participants may see which third-party app you use in a meeting if it receives real-time meeting features. Third-party developers may also embed meetings into their own sites or apps. Personal information shared with third-party apps is governed by those developers’ terms and privacy policies, not ours.

Your privacy rights and choices

At your request, and as required by applicable law, we will:

• Inform you of what personal data we hold about you that is under our control;
• Amend or correct that data or prior privacy preferences, or direct you to applicable tools; and/or
• Delete that data or direct you to applicable tools.

To exercise rights over personal data we control — or with any other questions about our use of your data — email info@bolana.com. Identify yourself and, for product-related information, specify your account and/or user information plus anything else needed to authenticate and respond. Where legally permitted, we may decline requests that are unreasonably repetitive or systematic, require disproportionate technical effort, or jeopardize others’ privacy. As an account owner or user under a licensed account, you can also update personal data directly in your account settings.

Retention

We retain personal data for as long as required for the uses described in this policy, unless a longer period is required by law. In deciding retention periods we consider:

• How long we have an ongoing relationship with you and provide services (for example, while you hold an account or keep using our products);
• Whether account owners modify — or users delete — information through their accounts;
• Whether we have a legal obligation to keep data (for example, transaction-record laws); and
• Whether retention is advisable given our legal position (enforcing agreements, resolving disputes, statutes of limitations, litigation, or regulatory investigation).

Changes to this policy

We may update this policy periodically to reflect changes in how we collect or process personal data, and will post the updated version on our website with a “Last Updated” date. If we make material changes, we will notify you and give you an opportunity to review before you continue using our products.

Contact us

For more information about our privacy practices, questions, or complaints, contact us by email at info@bolana.com or by mail at:

BOLANA Inc.
Edmonton, AB, Canada

Subsidiary platforms

Celoras Health and 8xQuant operate under their own privacy policies published on celoras.com and 8xquant.com. This policy does not govern data collection or processing on those platforms.