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Privacy Policy

1. About us

Easearcher’s ("we," "our," or "us") goal is to unify the research process of social impact researchers. We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website/mobile application/services (collectively, the "Services"). It also assists you in exercising the privacy rights available to you.

This Policy does not apply to 3rd-party websites, apps, products, or services that we do not own or control.

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

2. Information we collect

We collect different types of information to provide and improve our services.

Information you provide directly

  • Account information: Name, email address, your role, your industry, organization’s name, and profile photo when you sign up.
  • Billing information: If you subscribe to a paid plan, we collect payment details (handled securely by third-party payment processors).
  • Research data: Any transcripts, audio files, images, or other data you upload while using Easearcher.
  • Support requests: Any messages, emails, or forms you submit when requesting support or responses to questionnaires and surveys.

Information we collect automatically

  • Usage data: Logs of interactions with the platform, such as pages visited, features used, and timestamps.
  • Device & browser information: Internet Protocol (IP) address, device type, operating system, browser type, and settings.
  • Cookies & tracking data: We use cookies and tracking technologies to improve your experience and analyze site usage. For more information on our cookie policy, check here.

Information from third-party integrations

If you integrate Easearcher with third-party services (e.g., Google Drive), we may collect relevant data from these platforms with your consent.

4. How we use the information we collect

We use your information to:

  • Provide, maintain, and improve Easearcher’s research tool.
  • Enable collaboration and data-sharing among team members.
  • Enhance user experience through analytics and system performance monitoring.
  • Comply with legal and regulatory requirements.

At Easearcher, we collect information to improve our services, enhance user experience, and ensure smooth research workflows. Here’s how we use the data:

Provide and improve Easearcher’s features and research capabilities

  • To analyze how users interact with research planning, data collection, and reporting tools.
  • To process transcriptions and translations automatically via 3rd party tools.
  • To ensure data syncs properly between mobile and web apps.
  • To ensure research planning activities, notes, and reports are saved automatically, preventing data loss.
  • To use feedback to develop new features and enhance user experience.

Ensure security and compliance

  • To prevent unauthorized access by verifying user accounts.
  • To detect and prevent fraud.
  • To detect and fix bugs, errors, or security risks.
  • To comply with privacy laws like GDPR, HIPAA, and local regulations.

Provide customer support

  • To respond to your questions and troubleshoot issues.
  • To help users with account setup, billing, and feature requests.

Process payments and manage subscriptions (For paid users)

  • To handle billing, invoices, and refunds securely.
  • To detect fraudulent transactions to keep accounts safe.

Send emails and communicate with our users

  • To send important account-related emails, like verification codes, and security alerts.
  • To notify users about changes in Easearcher’s terms, privacy policy, or security updates.
  • To respond to user inquiries, troubleshoot issues, and provide assistance when users reach out.
  • To send follow-ups on open support tickets or feature requests.
  • To inform users about new features, improvements, or scheduled maintenance.
  • To provide tips, guides, and best practices for using Easearcher more effectively.
  • To send newsletters, special offers, and product recommendations based on user interests.
  • Users can opt out at any time via an unsubscribe link in marketing emails.

5. How we share your information

We do not sell your personal information. However, we may share your data with:

Team members and collaborators

  • If you are part of an organization using Easearcher, your research data and activities may be visible to team members as per your organization's settings.
  • Administrators and project managers may have access to your activity, reports, and data within shared research projects.

Third-party service providers

We work with trusted third-party partners to enhance Easearcher’s features, including:

  • Cloud Storage & Hosting Providers to store and secure research data.
  • Transcription & AI Processing Tools (e.g., Open AI, Google Translate) for automated transcriptions and translations.
  • Payment Processors to handle secure transactions (for Easearcher's paid plans).
  • Analytics & Performance Tools to improve Easearcher’s usability and user experience (Google Analytics).

Legal and compliance authorities

We may disclose your information if required by law or to

  • Comply with legal obligations, regulations, or government requests.
  • Investigate fraud, security issues, or violations of our Terms of Service.
  • Protect the rights, safety, and integrity of our users and Easearcher’s platform.

6. E.U.-U.S. data privacy framework, UK extension, and SWISS-U.S. data privacy framework

Easearcher (for the purpose of this section, “Easearcher”, “we”, or “us” ) complies with the E.U.-U.S. Data Privacy Framework (DPF), its UK Extension, and the Swiss-U.S. Data Privacy Framework. These are special agreements between the United States and the European Union, United Kingdom, and Switzerland that help protect personal data when it is transferred from Europe/UK/Switzerland to the United States set forth by the U.S. Department of Commerce. You can verify our participation in the dataprivacyframework.gov/list

The type of personal data we collect from individuals in the EU, UK, and Switzerland have been stated in Section 2 of this privacy policy document. How we use your personal data has been discussed in Section 3 above of this privacy document.

When we receive personal information from individuals in the European Union, United Kingdom, or Switzerland, we handle it according to these frameworks. This means we promise to:

  • Be clear about what personal information we collect, why we collect it and how it is used and shared.
  • Collect, process, and store only the data necessary for the specified purpose.
  • Keep your information safe and secure.
  • Only work with third-party service providers who also protect your information.
  • Give you access to your personal information upon request.
  • Help you correct any inaccurate information we might have.
  • Provide clear methods for you to file complaints or disputes regarding privacy violations.

If you're from the EU, UK, or Switzerland, these frameworks give you specific rights:

  • Right to know: You can ask what personal information we have about you.
  • Right to access: You can see the personal information we've collected about you.
  • Right to correct: If your information is wrong, you can ask us to fix it.
  • Right to delete: In many cases, you can ask us to delete your information. You may request that we delete your personal data. However, we may deny this request if the data is needed to:
    • Comply with legal obligations
    • Complete ongoing transactions
    • Prevent fraud or ensure security
    • Defend legal claims
    • Support public interest or research
    • Retain anonymized or aggregated data

If we cannot fulfill your request, we’ll explain why.

  • Right to object: You can object to certain uses of your information.
  • Right to restrict processing: You can ask us to limit how we use your data.
  • Right to data portability: You can request a copy of your data in a format you can use elsewhere.

To exercise any of these rights, please contact us at privacy@easearcher.com

If you have a complaint about how we handle your personal information under these frameworks that we haven't resolved to your satisfaction, you can:

  • Contact your local data protection authority in the EU, UK, or Switzerland.
  • Contact the U.S. Department of Commerce at dataprivacyframework.gov

Our participation in these frameworks is subject to investigation and enforcement by the Federal Trade Commission.

If we need to share your personal information with third parties, we'll make sure they provide the same level of protection required by these frameworks. However, their use of your information is governed by their own privacy policies, and we encourage you to review those policies carefully.

  • Service providers who help us operate our business (payment processors, cloud hosting providers, customer support tools).
  • Business partners with whom we offer co-branded services.
  • Affiliated companies within our corporate group.
  • Professional advisors (lawyers, accountants, auditors).
  • Government authorities, when required by law.

These disclosures are made for the purposes of:

  • Fulfilling our services
  • Processing payments
  • Providing customer support
  • Analytics and business improvement
  • Legal compliance

We will update this section if our participation in these frameworks changes or if there are significant updates to the frameworks themselves.

For more information about the Data Privacy Framework, please visit dataprivacyframework.gov

For questions about our participation in these frameworks, please contact privacy@easearcher.com

7. Data storage and security

How we store your data

We implement appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing, accidental loss, destruction, or damage. Your data is stored on secure servers, and we use industry-standard encryption technologies when transferring and receiving data.

For users in the European Economic Area (EEA), United Kingdom, and Switzerland, please refer to our E.U.-U.S. Data Privacy Framework section for additional information on cross-border data transfers.

Retention periods

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider:

  1. The amount, nature, and sensitivity of the personal data.
  2. The potential risk of harm from unauthorized use or disclosure.
  3. The purposes for which we process the data.
  4. Whether we can achieve those purposes through other means.
  5. Applicable legal requirements.

Data deletion

When your data is no longer required, we will either securely delete it or anonymize it so that it can no longer be associated with you. Anonymized data may be retained for analytical purposes.

You can request deletion of your personal data at any time by contacting us at privacy@easearcher.com. Please note that we may need to retain certain information for recordkeeping purposes, to complete transactions, or to comply with legal obligations.

Backup and recovery

We maintain regular backups of our systems to ensure data recovery in case of technical failures or disasters. These backups are secured with encryption and access controls, and are subject to the same retention policies as our primary data storage.

Data security measures

To protect your data during storage, we implement:

  • Encryption at rest and in transit (AES-256 and TLS 1.3, respectively)
  • Access controls and authentication procedures.
  • Regular security assessments and vulnerability testing.
  • Employee training on data protection and security
  • Physical security measures at our data centers
  • Incident response procedures

If you have any questions about how we store or retain your data, please contact us at hello@easearcher.com.

8. User rights and choices

Depending on your location, you may have certain rights regarding your personal data. These rights may include:

For all users

  • Right to access: You can request a copy of the personal data we hold about you.
  • Right to correction: You can ask us to correct inaccurate or incomplete information.
  • Right to deletion: You can request that we delete your personal data in certain circumstances.
  • Right to object: You can object to our processing of your personal data in certain situations. However, in some circumstances, your data will not be deleted. They include:
    •  To comply with a legal obligation (e.g., tax, fraud prevention).
    • To complete a transaction or fulfill a service you requested.
    • For security, fraud detection, or misuse prevention.
    • To exercise or defend legal claims.
    • Where the data is necessary for free expression or public interest (as permitted by applicable law).
    • Where anonymized or aggregated data is used for research or analytics that no longer identifies the user or participant.
  • Right to object: You can object to our processing of your personal data in certain situations. However, you may not object when the processing is: Legally required (e.g., compliance with tax or regulatory laws), necessary to fulfill a contract you’ve entered into with us, used for legal claims or to defend against them, in the public interest or required for official functions.
  • Right to withdraw consent: Where you have provided consent for processing, you can withdraw it at any time.

Additional rights for EEA, UK, and Swiss residents

  • Right to restriction of processing: You can ask us to restrict how we use your data in certain circumstances.
  • Right to data portability: You can request a copy of your data in a structured, commonly used, machine-readable format.
  • Right to lodge a complaint: You have the right to lodge a complaint with your local data protection authority.

Additional rights for California residents

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have additional rights, including:

  • Right to know: You can request information about what personal information we collect, use, disclose, and sell.
  • Right to opt-out of sale or sharing: You can direct us not to sell or share your personal information.
  • Rights against discrimination: We will not discriminate against you for exercising your privacy rights.

How to exercise your rights

To exercise any of these rights, please contact us at privacy@easearcher.com or through our data handling request form. We may need to verify your identity before fulfilling your request. We will respond to all legitimate requests within the timeframes required by applicable law (generally within 30 days).

Communication preferences

You can manage your communication preferences in the following ways:

  • Marketing communications: You can opt out of marketing emails by clicking the "unsubscribe" link in any marketing email we send.
  • Account settings: Log in to your account to update your communication preferences.
  • Cookies and tracking: You can manage your cookie preferences through our Cookie Preferences Center or your browser settings.

9. Age restrictions and children’s privacy

Our services are not directed to individuals under the age of 16 (or other age as required by local law). We do not knowingly collect personal information from children under this age. If you are under the minimum age requirement, please do not use our services or provide any personal information to us.

If we learn that we have collected personal information from a child under the applicable minimum age without verifiable parental consent, we will take steps to delete that information as soon as possible. If you believe we might have any information from or about a child under the minimum age, please contact us at privacy@easearcher.com.

10. Third-party integrations

Our website and services may integrate with or contain links to third-party services, including:

  • Payment processors
  • Analytics providers
  • Social media platforms
  • Customer support tools
  • Authentication services

When you interact with these third-party services through our website or services, they may collect information about you. The information collected by these third parties is governed by their own privacy policies and practices, not by this Privacy Policy.

Third-party login services

We may offer you the ability to log in using third-party authentication services (such as "Log in with Google"). When you choose to use these services, the third party may share certain information with us according to your privacy settings with that service. We recommend reviewing the privacy policies of these third parties to understand what information they share.

Third parties may use cookies and similar technologies on our website to collect information about your browsing activities. For more information about these practices and your choices regarding cookies, please see our Cookie Policy.

Social media features

Our website includes social media features, such as the Facebook "Like" button or sharing widgets. These features may collect your IP address and which page you are visiting, and may set a cookie to enable the feature to function properly. Your interactions with these features are governed by the privacy policy of the company providing them.

We regularly review our third-party integrations and require them to maintain appropriate security and confidentiality measures for your data. However, we are not responsible for the privacy practices of third parties.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our practices, technologies, legal requirements, and other factors. When we do, we will:

  • Post the updated Privacy Policy on our website
  • Update the "Last Updated" date at the top of the Privacy Policy
  • Provide notice of material changes as required by applicable law, which may include:
    • Displaying a prominent notice on our website
    • Sending an email notification to registered users
    • Requiring acknowledgment of the changes before continued use of our services

Notification of changes

For significant changes to this Privacy Policy, we will make reasonable efforts to provide notice and, where required by applicable law, seek consent to any new uses of your personal data.

We encourage you to periodically review this Privacy Policy to stay informed about our collection, processing, and protection of your personal data. Your continued use of our services after any changes to this Privacy Policy constitutes your acceptance of such changes.

12. How to contact Easearcher

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us using one of the following methods:

  • Email: hello@easearcher.com
  • Postal Address: 8 The Green STE B, Dover, DE 19901-3618
  • Phone: (302) 288-0670
  • Online Form: Data Privacy form

Response time

We aim to respond to all legitimate inquiries within 30 days. Occasionally, it may take us longer if your request is particularly complex or if you have made several requests.

Complaints

If you are not satisfied with our response to your concern or believe our processing of your information does not comply with data protection law, you can make a complaint to our representatives in the following territories:

  • For EU Residents: If you are an EU resident and wish to lodge a complaint, you can find contact details for your local DPA here: European Data Protection Board list of DPAs.
  • For UK Residents: If you are a UK resident and wish to lodge a complaint, you can find information about contacting the ICO here: ICO website.
  • For US Residents: If you are a US resident and wish to lodge a complaint, you can contact the Federal Trade Commission (FTC) at: FTC complaint assistant.