1. Introduction

Ottobooks is on a mission to help finance and accounting teams automate document workflows and gain efficiencies. Our Privacy Policy explains how we manage data that identifies or could reasonably identify or be linked to an individual, household, or device ("Personal Information").

Ottobooks' products and services are intended for use by business customers and are not intended for personal, family, or household use. However, we collect and process Personal Information in a commercial context to provide our products and services to our business customers and to operate our business. We want you to understand how we collect, use, and disclose Personal Information, and your rights and choices regarding your Personal Information, including the right to object to certain types of processing we carry out (for more information see Section 6 - Your Rights and Choices below). As used in this Privacy Policy, "Ottobooks," "we," "our," and "us" refer to Ottobooks and its affiliates, and "you" and "your" refer to the individual interacting with us.

If you have any questions about this Privacy Policy or our privacy practices, you can contact us at support@ottobooks.ai.

2. Applicability of this Privacy Policy & Ottobooks' Business

This Privacy Policy applies to certain information we collect and process about you when you use or interact with:

• Our document automation tools, analytics platform, and professional services, including the associated technology we provide for access to and use of those services (e.g., app.ottobooks.com and our mobile applications) (the "Services");
• www.ottobooks.com or www.ottobooks.ai (the "Website"); and
• Our social media, emails, newsletters, webinars, training, events, advertisements, and other locations or platforms, online or offline, where you interact with our business (collectively, with the Services and Website, the "Business").

Data protection laws distinguish between entities that control the purposes and means of processing Personal Information ("Controllers") and entities that process Personal Information on behalf of other entities ("Processors"). When Ottobooks processes Personal Information on behalf of a business customer (a "Company") to provide contracted Services, we do so in accordance with the terms of our agreements and the Company's instructions, not this Privacy Policy.

This Privacy Policy does not apply to any third-party applications or services that are used in connection with Ottobooks Services, or any other products, services, or accounts provided by other entities under their own terms and conditions or privacy policies (collectively, "Third-Party Services").

3. Personal Information Ottobooks Processes

Ottobooks processes Personal Information to deliver Services to you and to operate our Business.

A. Personal Information Provided Directly to Ottobooks

We collect and process Personal Information when you submit it to our Business, including:

• Contact Information: your name, email address, phone number, employer, job title, and address;
• Account Information: user credentials and information you provide during account setup;
• Uploaded Content: any documentation, files, or information you provide, which may include Personal Information about you;
• Integrated Data: information shared from integrated accounting/ERP systems (e.g., NetSuite, QuickBooks, SAP).

B. Personal Information Generated and Collected Automatically by Ottobooks

When you use or interact with our Website, Services, and other products and services:

• Use Data: information about the pages you visit, features you interact with, and workflows you create;
• Device Data: device or browser type, IP address, and device identifiers;
• Location Data: approximate location derived from your IP address.

We use cookies and other technologies to help us collect and process information automatically. See Section 6 - Your Rights and Choices for more information.

4. How We Use Personal Information

We use Personal Information for business and commercial purposes, including to:

• Provide, operate, and maintain our Services and Website;
• Communicate with you about our products, updates, and support;
• Detect, prevent, and respond to fraud or security incidents;
• Comply with legal obligations;
• Develop and improve our Business and Services;
• Conduct marketing and advertising activities, as permitted by law.

5. Disclosure of Personal Information by Ottobooks

We disclose Personal Information we collect in accordance with this Privacy Policy, including to:

• Affiliates and related entities;
• Service providers and vendors that process information on our behalf;
• Integration partners, such as accounting or document management systems you connect to our Services;
• Public authorities, where required by law.

We do not disclose Personal Information for unrelated third-party marketing purposes.

6. Your Rights and Choices

You may have rights to access, correct, delete, or object to our processing of your Personal Information. To exercise these rights, please contact us at support@ottobooks.ai.

You can opt out of marketing emails by following the unsubscribe instructions in those emails or contacting us. You may also manage cookies and other tracking technologies through your browser settings.

7. International Data Transfers

We are headquartered in the United States. Depending on your location, your Personal Information may be transferred and processed outside of your country of residence. We implement safeguards to comply with applicable data protection laws when we transfer Personal Information internationally.

8. Lawful Basis for Processing Personal Information

Where required by law, we process Personal Information based on:

• Your consent;
• Performance of a contract with you or your Company;
• Compliance with legal obligations; or
• Our legitimate interest in providing and improving our Services.

9. Security

We use technical and organizational measures designed to protect your Personal Information from unauthorized access, loss, or misuse. For questions or concerns about security, contact us at support@ottobooks.ai.

10. Use by Minors

Our Services are not directed at minors, and we do not knowingly collect Personal Information from children under 13.

11. Retention

We retain Personal Information for as long as necessary to provide our Services and comply with legal obligations. When no longer required, we securely delete or anonymize the information.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through our Services or by other means as required by law.

13. Contact Us; Data Controller

If you have questions about this Privacy Policy or our practices, contact us at:

• Email: support@ottobooks.ai

• Address: 

• 455 Market St Ste 1940
  PMB 656534
  San Francisco, California 94105-2448 US

14. Additional Information for California Residents

California residents have additional rights under California law, including rights to know, delete, and opt out of the sale or sharing of Personal Information. Ottobooks does not sell Personal Information. To exercise your rights, please contact us at support@ottobooks.ai.