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Last Revised: 22 October, 2024
Effective Date: 22 October, 2024
This Policy Addendum (“Policy“) is specific to the “Eva” chatbot and the “Sortd Engage” service offerings, and does not apply to Sortd’s other products and services. All of Sortd’s standard terms and conditions and other published policies shall remain enforce except where explicitly superseded by this policy and then only for the purposes of Eva or the Sortd Engage service.
Sortd for Gmail (including the Sortd Chrome Extension, Sortd Mobile and Sortd Addon) are the normal services offered by Sortd, Inc (“the company”). For the purposes of this document these will collectively be referred to as “Sortd” services, or standard Sortd services.
Sortd Engage is one of the specific services these terms pertain to, for the purpose of this document called “Sortd Engage” or “Engage”. Sortd Engage is a CRM-like service that is able to integrate with corporate email and calendar data, and in doing so assist salespeople with actionable insights and functionality that facilitate more effective sales outreach and relationship nurturing efforts to improve sales results.
Eva is a standalone AI Sales Assistant chatbot, also offered by Sortd, which can make use of Sortd Engage but does not necessarily need to, for the purpose of this document called “Eva”. Eva performs the role of a sales assistant, and in conjunction with the use of Sortd Engage is able to facilitate and assist with sales outreach and relationship nurturing activities.
Disambiguation will be provided where deemed necessary.
Unlike Sortd’s standard services which only work with Google Workspace (“Gmail”) based accounts, Eva and Sortd Engage are also able to work with accounts using the Microsoft 365 platform and as such works with email and calendar data normally viewed via Outlook.
Note that Eva and Engage only work with the cloud version of Microsoft's products (specifically Microsoft 365) and cannot connect to on premises MS Exchange servers or hosted MS Exchange servers.
Sortd Engage requires read permissions to a user’s mailbox, calendar, contacts and meeting transcripts and will request such permissions when a user first accesses the service, or when the appropriate features are accessed.
In the case of users who already use Sortd’s normal services, Sortd Engage does not require any additional Google permissions besides the (optional) permission to access meeting transcripts. However, unlike the company’s standard service offerings, the Engage service processes ALL of a users’ email (i.e. not just email on a Sortd board, or tagged with a reminder) including the email content, and as such stores additional data pertaining to each email.
In addition to the email metadata ordinarily stored, Engage also stores email header information such as rfc822 message ids, recipients, cc and bcc data, labels, message routing and reply information.
Furthermore, and most importantly, Engage may store some or all of the content within each email body. It may also store additional calendar information, as well as contacts, online meeting recordings and meeting transcripts. Access to this data may require additional Google or Microsoft permissions and as such the Engage service will request additional access at the appropriate time and will not be able to provide any features pertaining to this data until such access has been granted.
Sortd Engage and Eva are not ordinarily available to users of Sortd’s standard services; however users can sign up to both products via the Sortd website or Sortd for Gmail Chrome Extension. Sortd (the company) will then request the applying user and/or an authorized company representative (representative) to complete an access request form, during which the company may ask some qualifying questions and will ask for the user/representative to acknowledge, and consent to this policy in order for Sortd Engage to access the user’s (or organization’s users) data accordingly.
Without consent to this policy, access will not be granted and Sortd Engage will not have access to the user’s email, contacts, calendar and meeting recordings or transcripts.
As Engage is still a Beta service, even with user consent to this policy, access may be withheld, for any number of reasons, including but not limited to:
NOTE: Currently Sortd Engage does not support organizational access permissions for Google Workspace and as such each individual user of an organization needs to grant access and accept these terms. See Limitations below. In the case of Microsoft 365, organizational access permissions can be used, though each user will still have to login using OAuth in order for Sortd to actually get access to that specific user’s data.
Sortd Engage requires the use of Artificial Intelligence (AI) / Machine Learning Models (ML) in order to operate. However, Sortd will not use user/organizational data for model training without consent, and furthermore will not use certain types of data for training such as the data provided by Google Workspace API’s.
Unlike Sortd’s standard services, Engage does “read” users’ email for the purpose of providing analysis of each email. Such analysis may include (but is not limited to):
While some of this analysis is performed by Sortd’s own technology and systems, Sortd is also making use of 3rd party AI models, and as such the data may be sent to a 3rd party via their respective API’s for processing. Sortd will ensure that any data provided to a 3rd party is not retained and/or is only retained if suitably anonymised and is not used for AI model training purposes.
At the moment each user must give individual permission for Engage to access their Google Workspace/Microsoft 365 mailbox and associated data. Consequently if a standard Sortd team admin (owner) would like to give access to Engage to their whole team they will have to get each individual to apply for access and to accept this policy.
In the future it may be possible for a Google Workspace of Microsoft 365 administrator to add the mailboxes of their domain users to Sortd Engage without the consent of each user, but that is not currently the case.
Engage does not currently implement any differentiated roles or permissions. It does, however, create a “Management” group for each team. This management group allows members of that group to see the Sortd Engage data for all other members of that team (limited to those users’ who have signed up and granted Engage access to their respective mailbox) including other members of the management group. Users who are not a member of the management group can only see their own data.
In the future it is likely that Sortd Engage will implement a more comprehensive set of roles and permissions.
The standard Sortd service provides for a Shared Email “Inbox” to be configured and used within Sortd for collaborative email communication, however Sortd Engage does not fully understand the concept of a shared mailbox and as such the analytics provided in the case of a shared mailbox may not be correct. Typically this is the case where an email is received via the shared email address but replied to via another email address. In cases like these, statistics like mail count, response times, task completion or acknowledgement may not be accurate.
In addition to the Subprocessors listed in Sortd’s normal privacy policy Sortd Engage may include additional data processor providers.
As Engage is a Beta service, additional sub processors may be added (or removed) during the Beta phase without explicit user consent, however the purpose of any additional sub processors will be purely for the purpose of improving the Sortd Engage service and as such Sortd will not provide, sell, distribute or otherwise transfer user data to a third party for any other purposes in accordance with Sortd’s standard privacy policy and these amendments.
Sortd Engage follows the same security process as other Sortd services, and as such there should be no additional risk to users content over and above that which may ordinarily exist.
Note, however, the limitations on roles and permissions above.
Sortd Engage is a separate product from Sortd’s other service offerings and as such requires a separate subscription.
If you have any questions about this Privacy Policy, please contact us at privacy@sortd.com.