Gatherset AI Privacy Policy

At Gatherset AI, we respect your privacy and are committed to protecting your personal information. This privacy policy describes how we collect, use, and safeguard your personal information when you visit our website or use our services, and it explains your privacy rights under applicable law.

1. Important Information and Who We Are

1.1 Purpose of this Privacy Policy

This privacy policy aims to give you information on how Gatherset AI collects and processes your personal information through your use of our website, our AI-powered event planning services, or otherwise when you communicate or interact with us in the course of business.

1.1a Use of Google User Data

Gatherset AI complies with Google API Services User Data Policy, including the Limited Use requirements. We do not use information obtained from Google APIs for any purpose other than providing or improving the features of our application. We do not transfer Google user data to third parties except as necessary to operate and improve our services, and we do not sell or share Google user data with third parties for advertising, marketing, or any independent use.

1.2 Data Controller and Processor Roles

If you are a registered customer of Gatherset AI, we act as the 'data controller' of personal information about you and your use of our services, but as the 'data processor' or 'service provider' of personal information that you submit to us to use our AI-powered event planning tools (such as information about your calendar, emails, email accounts, and event details). If we are the data processor or service provider of your personal information (i.e., not the data controller), please contact the controller party in the first instance to address your rights with respect to such data.

1.3 Contact Details

We are: Gatherset AI, located at 1111b South Governors Ave STE 29642, Dover, DE 19904, US. If you need to contact us for any reason in connection with your personal information or privacy concerns, please email us at chris@gatherset.com.

For residents of certain states with privacy rights (such as California, Virginia, Colorado, Connecticut, and Utah), you have the right to make complaints to your state attorney general's office regarding privacy practices. We would, however, appreciate the chance to address your concerns about privacy and data protection before you approach regulatory authorities, so please contact us in the first instance.

1.4 Changes to the Privacy Policy and Your Duty to Inform Us of Changes

This version was last updated on September 25, 2025. We may update this privacy policy from time to time to reflect changes in our practices or applicable laws. If you use our website or services after any changes to this privacy policy have been posted, that means you agree to all of the changes. We will provide notice of material changes as required by applicable law.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

2. The Information We Collect About You

We may create aggregated, de-identified or anonymized data from the personal information we collect, including by removing information that makes the data personally identifiable to a particular user. We may use such aggregated, de-identified or anonymized data and share it with third parties for our lawful business purposes, including to analyze, build and improve our services and promote our business, provided that we will not disclose such data in a manner that could identify you.

We may collect, use, store and transfer different kinds of personal information about you, which we have grouped together as follows:

Contact Information includes name, role at business, email address, phone number, and business address.

Financial Information includes billing information, payment card details, and payment history.

Correspondence Information includes email correspondence, notes of conversations, and communications related to event planning.

Event Planning Information includes details about events you are planning, vendor information, attendee lists, venue preferences, and event schedules.

Usage Information includes information about how you use our website and services.

Technical Information includes internet protocol (IP) address, your login credentials, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website or services.

3. How We Collect Your Personal Information

We use different methods to collect information from and about you including through:

Direct Interactions: We collect the majority of your information through our AI-powered event planning products and services on our website, by email, over the phone, in person at meetings or otherwise.

Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Information about your browsing actions and patterns. We collect this personal information by using cookies and other similar technologies. We may also receive Technical Information about you if you visit other websites employing our cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. For more information about the cookies we use, please see our Cookie Policy.

Third Parties or Publicly Available Sources: We may receive Technical Information about you from analytics providers such as Google with servers based in the United States or elsewhere.

4. How We Use Your Personal Information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• To perform our contract with you or to take steps at your request before entering into a contract;

• Where it is necessary for our legitimate interests in operating our business, provided your interests and fundamental rights do not override those interests (for example, to manage our relationship with you, to improve our services, or to answer inquiries you make to us);

• Where we need to comply with a legal or regulatory obligation; or

• With your consent, where required by applicable law.

• 
  

Please contact us if you need details about the specific legal basis we are relying on to process your personal information.

5. Data Shared with Third-Party AI Models

5.1 Data Shared with AI Models

In order to provide email categorization, draft reply functionalities, event planning assistance, and to analyze and transcribe audio recordings generated from meetings and conferences, our service employs machine learning models using third-party AI providers. We require our AI service providers to use your information only for the purpose of providing our services. We do not allow those providers to train their AI models using your data. We require our AI service providers to use your information solely to provide Gatherset’s functionality and never for their own purposes, including advertising, marketing, or training generalized AI models.
This includes data obtained through Google APIs, which is never used beyond providing or improving Gatherset’s user-facing features.

The following data types may be shared with these AI models:

Email Content and Data: Subject lines, email body text, sender and recipient information related to event planning activities.

Calendar Data: Event titles, dates, times, locations, and attendee information.

Audio Recording Data: Conversation participants, dates, times, and the content of audio recordings generated by users which may contain personal information, including personal information of third parties. Before providing us with Audio Recording Data, please confirm you have secured the necessary permissions or consents from those third parties before sharing such personal information with us.

Event Planning Data: Vendor details, budget information, event specifications, and other information related to corporate event planning.

This data is processed for the sole purpose of delivering the services described and is not used for any other functions within the AI models.

5.2 User Consent for Data Sharing with AI Models

Before sharing any of your data with our AI models, we seek explicit user consent where required by applicable law. Upon initial setup or significant changes to this privacy policy, a prompt will appear within the application requiring users to consent to data sharing for AI processing. We do not sell or share Google user data with any third party.

5.3 Third-Party Data Retention

Our AI providers operate under a zero data retention policy for customer data, including Google user data, which is not stored beyond the time needed to fulfill the user’s request.

6. Disclosure of Your Personal Information

We may share personal information with service providers who assist in operating and improving our services.
When such information includes data obtained from Google APIs, it is only shared as necessary to provide or improve the Gatherset application and never for the service provider’s independent use. We do not sell, share, or transfer Google user data except as allowed under Google’s API Services User Data Policy.

Analytics and Advertising Providers: We may share information with analytics service providers for the purpose of analyzing user behavior and improving our services.

Business Transfers: Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this privacy policy.

Legal Requirements: We may disclose your information where required by law, such as in response to a subpoena, court order, or other legal process, or to establish or exercise our legal rights or defend against legal claims.

We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

7. International Data Transfers

Some of our service providers and technology partners may be located outside the United States, which means your personal information may be transferred to, stored, or processed in other countries. When we transfer your personal information internationally, we take appropriate safeguards to ensure your information remains protected in accordance with this privacy policy and applicable law.

These safeguards may include:

• Implementing standard contractual clauses or other approved transfer mechanisms;

• Ensuring the receiving country has been deemed to provide adequate data protection;

• Obtaining your consent where required by law.

Please contact us if you want further information on the specific mechanisms used when transferring your personal information internationally.

8. Data Security

We have implemented appropriate technical and organizational security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. These measures include:

• Encryption of data in transit and at rest;

• Access controls limiting access to authorized personnel only;

• Regular security assessments and updates;

• Employee training on data protection and security.

We limit access to your personal information to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. How Long We Retain Your Personal Information

We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, you can ask us to delete your information (see Section 10 for further information).

In some circumstances we may anonymize your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. We do not retain Google user data longer than necessary to provide the services requested by the user.

10. Your Privacy Rights

For clarity, although this section describes consumer rights under state privacy laws regarding the “sale” or “sharing” of personal information, Gatherset AI does not sell or share Google user data as defined in Google’s API Services User Data Policy.

Depending on your location, you may have certain rights regarding your personal information under applicable state and federal privacy laws:

General Rights (Available in Multiple States)

Right to Know/Access: You may have the right to request that we disclose to you the personal information we collect, use, or disclose about you.

Right to Correction: You may have the right to request that we correct inaccurate personal information we maintain about you.

Right to Deletion: You may have the right to request that we delete personal information we have collected from you, subject to certain exceptions.

Right to Opt-Out: You may have the right to opt out of the "sale" or "sharing" of your personal information (as those terms are defined under applicable law) or the processing of personal information for targeted advertising purposes.

Additional Rights (State-Specific)

Residents of certain states may have additional rights, including:

• The right to opt out of profiling in furtherance of decisions that produce legal or similarly significant effects;

• The right to data portability;

• The right to limit use and disclosure of sensitive personal information;

• The right to appeal our decision regarding your privacy rights request.

Exercising Your Rights

To exercise any of these rights, please contact us using the contact information provided in Section 1.3. We will respond to your request within the timeframe required by applicable law, typically within 45 days.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

You will not have to pay a fee to exercise your rights unless your request is clearly unfounded, repetitive, or excessive. In such cases, we may charge a reasonable fee or refuse to comply with your request.

Non-Discrimination

We will not discriminate against you for exercising any of your privacy rights, including by:

• Denying goods or services to you;

• Charging different prices or rates for goods or services;

• Providing a different level or quality of goods or services to you; or

• Suggesting that you will receive a different price or rate or different level or quality of goods or services.

11. Children's Privacy

Our services are not directed to children under the age of 18, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete such information as soon as possible. If you believe we have collected information from a child under 18, please contact us immediately.

12. Do Not Track Signals

Some web browsers have a "Do Not Track" feature that signals to websites you visit that you do not want to have your online activity tracked. Our website does not currently respond to Do Not Track signals.

13. Contact Us

If you have questions regarding how we handle information obtained through Google APIs, or our privacy policy, please contact us at:

Gatherset AI
1111b South Governors Ave STE 29642
Dover, DE 19904, US
Email: chris@gatherset.com
Phone: +1 (224) 408-5274

Last Updated: September 25, 2025

14. Google API Services Limited Use Disclosure

Gatherset AI’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use data obtained from Google APIs to develop, train, or improve generalized or standalone AI models, nor do we sell or share Google user data with third parties for advertising or marketing.