Privacy Policy

Last Updated: 22 August, 2020

Our Policy

Welcome to the website (the "Site") of FollowUpThen, Inc. ("FollowUpThen", "we", "us" and/or "our"). This Site is operated by FollowUpThen and has been created to provide information about our company and its reminder services (together with the Site, the "Services") to our Service visitors ("you", "your"). This Privacy Policy sets forth FollowUpThen’s policy with respect to information including personally identifiable data ("Personal Data") and other information that is collected from visitors to the Site and Services.

A Note About Email Content:

Our Service allows users to forward emails to our Service for the purpose of setting automated reminders associated with those emails. We recognize that your emails may be very private, and we take special care with them. For example, we encrypt the message body of these emails using industry-standard methodologies for long-term storage on our servers. We store the content of these emails for the period of time required in order to send you the requested reminder. After the requested reminder period has expired and the Service has sent the reminder, we delete the message body, message text and attachments after a "reminder retention period", when the user can choose to postpone the reminder until a later date. The retention period is variable based on the account level, ranging between 2 weeks (for free accounts) and 6 months for "Company" accounts. For example, if you are on the free plan and forward an email to 5months@followupthen.com, we retain the complete email information for five (5) months plus six (2) weeks. Postponing the followup will extend the length of time the data persists in our system.

In the rare event that the content of an email interferes with the operation of the Service (ie, due to a bug), the problematic email may be temporarily logged in full or otherwise viewed for the purposes of debugging. With respect to other email-related information, we store the subject heading of these emails unencrypted the purpose of performing internal quality assurance and debugging, and for reference when a FollowUpThen user is browsing the activity history for a contact. We also retain certain non-personally identifiable information related to these emails (for example, date sent, email configuration, name of the email provider), for the purpose of improving our Services and as described below in the "Non-Identifiable Data" section.

 

Information We Collect:

When you interact with us through the Services, we may collect Personal Data and other information from you, as further described below:

  • Personal Data That You Provide Through the Services:

    We collect Personal Data including name, email address telephone number, mailing address phone number, credit card number, username and password when you voluntarily provide such information, such as when you contact us with inquiries, respond to one of our surveys, register for access to the FollowUpThen Services or use certain FollowUpThen Services. Our customer relationship tools (ie, Intercom.io) make use of your IP address and email address to automatically discover your social media profiles and approximate location. We use this data to provide better, more personalized support or to contact you with relevant information about FollowUpThen. If you choose to connect additional services with FollowUpThen, we may store specific information from connected services in order to provide you with more timely, relevant and useful followup reminders as described in the following two sections. Where FollowUpThen collects voluntary Personal Data we make an effort to provide a link to this Privacy Policy.

  • Personal Data of Non-Users:

    The Service may allow users to enable reminders for the people with whom they communicate. As part of this Service, we will collect the email address(es) provided by our users in order to provide this feature. We use the email addresses of non-users only in connection with providing the requested feature (for example, to send the reminder as requested by one of our users). If a user chooses to connect other services with FollowUpThen such as their email inbox, CRM, address book, calendar, Twitter, Facebook, Slack, WhatsApp or other communication system, we may also store the contact details and the frequency of communication with a non-user. If a user chooses to connect a contact enrichment service (such as clearbit.com) this information is also stored. Non-user information is used only in the fulfillment of our Service's advertised purpose. If you are not a user of our Service and do not wish to receive a reminder or communication from the Services, please click the opt out link in the reminder email that you receive. If you do opt-out, we will keep your email address on file for the sole purpose of ensuring we never contact you without your permission. If you do not opt out from the reminder, then we will delete your email address and the applicable email within the time period described above in the Section called “A Note About Email Content.”

  • Information About Your Contacts:

    FollowUpThen stores the information of the contacts with whom a user has scheduled followups for the sole purpose of improving the timeliness, relevancy and utility of the Service. These contacts are listed under the "People" tab in the FollowUpThen web applicaiton.

    FollowUpThen may gather information about your contacts from the following sources:

    • The to, cc and bcc fields emails that you send to FollowUpThen
    • The "Forwarded Message" block within the body of an email that has been forwarded to FollowUpThen
    • The signature block of emails that are sent to FollowUpThen
    • Information you manually enter or upload to the FollowUpThen website or related applications
    • Contacts from 3rd party services you optionally decide to connect with FollowUpThen (address books, social networks, and other systems that contain your contacts)

    Unlike email information, which is periodically purged, contact data is stored indefinitely. This includes email, name, and the subject lines of previously scheduled followups with that contact. Contact data may optionally be augmented with information from connected address books, social media or other 3rd party systems, which is also stored indefinitely. Contacts can be permanently deleted at any time from the FollowUpThen web application. Deleting a contact permanently deletes the data associated the contact's record, but it will not delete the future followups relating to that contact. These can be deleted separately. Scheduling a new followup with a previously deleted contact adds the contact data back to FollowUpThen. FollowUpThen will never sell, transfer or otherwise distribute information about a user's contacts without permission. You can export your contacts at any time.

By voluntarily providing us with Personal Data, you are consenting to our use of it in accordance with this Privacy Policy. If you provide Personal Data to the Services, you acknowledge and agree that such Personal Data may be transferred from your current location to the offices and servers of FollowUpThen and the authorized third parties referred to herein located in the United States.

Other Information:

  • Non-Identifiable Data:

    When you interact with FollowUpThen through the Services, we receive and store certain personally non-identifiable information. Such information, which is collected passively using various technologies, cannot presently be used to specifically identify you. FollowUpThen may store such information itself or such information may be included in databases owned and maintained by FollowUpThen affiliates, agents or service providers. The Services may use such information and pool it with other information to track, for example, the total number of visitors to our Site, the languages of users, time zones, location, name of the email client, the configuration of the email client, and the domain names of our visitors' Internet service providers. It is important to note that no Personal Data is available or used in this process.
    In operating the Services, we may use a technology called "cookies." A cookie is a piece of information that the computer that hosts our Services gives to your browser when you access the Services. Our cookies help provide additional functionality to the Services and help us analyze Services usage more accurately. For instance, the Site may set a cookie on your browser that allows you to access the Site without needing to remember and then enter a password more than once during a visit to the Services. In all cases in which we use cookies, we will not collect Personal Data except with your permission. On most web browsers, you will find a “help” section on the toolbar. Please refer to this section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. We recommend that you leave cookies turned on because they allow you to take advantage of some of the Services’ features.

  • Location Information:

    Our Service may collect and use your location information to provide certain functionality of our Service (for example, associating a reminder with a particular location). We may also use your location information in an aggregate way, as described below in the “Aggregated Personal Data” section.

  • Aggregated Personal Data:

    In an ongoing effort to better understand and serve the users of the FollowUpThen Services, FollowUpThen often conducts research on its user demographics, interests and behavior based on the Personal Data and other information provided to us (with exceptions as noted in the “Data Exceptions” section below). This research may be compiled and analyzed on an aggregate basis, and FollowUpThen may share this aggregate data with its affiliates, agents and business partners. This aggregate information does not identify you personally. FollowUpThen may also disclose aggregated user statistics in order to describe our services to current and prospective business partners, and to other third parties for other lawful purposes.

Our Use of Your Personal Data and Other Information:

FollowUpThen uses the Personal Data you provide in a manner that is consistent with this Privacy Policy. If you provide Personal Data for a certain reason, we may use the Personal Data in connection with the reason for which it was provided. For instance, if you contact us by e-mail, we will use the Personal Data you provide to send you a reminder, answer your question or resolve your problem. Also, if you provide Personal Data in order to obtain access to (for example, by accessing your account settings) or use (for example, by setting or modifying reminders) the FollowUpThen Services, we will use your Personal Data to provide you with access to such services and to monitor your use of such services. FollowUpThen may also use your Personal Data and other personally non-identifiable information collected through the Services (with exceptions noted in the “Data Exceptions” sections below) to help us improve the content and functionality of the Services, to better understand our users and to improve the FollowUpThen Services. FollowUpThen may use this information to contact you in the future to tell you about services we believe will be of interest to you, as well as communications (such as newsletters) about FollowUpThen and the Service. If we do so, each marketing communication we send you will contain instructions permitting you to "opt-out" of receiving future marketing communications. In addition, if at any time you wish not to receive any future marketing communications or you wish to have your name deleted from our mailing lists, please contact us as indicated below.
As previously mentioned, email body content is encrypted in our database, however, in the course of providing system administration, debugging and support, it may be necessary for a FollowUpThen staff member to view unencrypted content or login under a user's account to provide this support. Such interactions are limited to only technical support and system administration instances.
If your Personal Data is provided by others using the Service, your Personal Data is used only in connection with the Services (for example, to provide you with the reminders others schedule for you).
If FollowUpThen intends on using any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time at which the Personal Data is collected.

Data Exceptions

Information obtained from your connected Google Services is specifically excluded from research activities, other than its secondary effects on your FollowUpThen data (for example, if a reply to an email cancels a followup). Your Google Data will never be shared with a 3rd party, other than for purposes necessary to operate the core FollowUpThen services (for example, logging and infrastructure providers).

Google Data

FollowUpThen's use and transfer to any other app of information received from Google Accounts will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Deleting Your Account

FollowUpThen provides a link for you to delete your account. This action permanently removes your data from our database including your tasks, account information and data stored with 3rd party vendors, for example our credit card processor. Your account will remain in archival database backups, used only for disaster recovery scenarios, until the backup has been purged as a natural part of our backup retention policy. Logs, which contain ip addresses and email headers (including to, cc, bcc and subject fields) are purged 4 weeks after deleting your account.

Export Your Data

FollowUpThen a link in your account settings to export your followups as portable, open CSV file. We respect your right to choose the best tool for email reminders.

Our Disclosure of Your Personal Data and Other Information:

FollowUpThen is not in the business of selling your information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your Personal Data with certain third parties without further notice to you, as set forth below:

  • Business Transfers:

    As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, Personal Data may be part of the transferred assets. One important factor in any such transaction would be the degree to which the receiving party shares similar values regarding the treatment of your Personal Data.

  • FollowUpThen Related Companies:

    We may also share your Personal Data with the FollowUpThen Related Companies for purposes consistent with this Privacy Policy.

  • Agents, Consultants and Related Third Parties:

    FollowUpThen, like many businesses, sometimes hires other companies to perform certain business-related functions. Examples of such functions include mailing information, maintaining databases and processing payments. When we employ another company to perform a function of this nature, we only provide them with the information that they need to perform their specific function. FollowUpThen, employees and contractors that are required to have full access to the system (ie, DevOps) are carefully interviewed and vetted over a period of time before they are permitted access.

  • Legal Requirements:

    FollowUpThen may disclose your Personal Data if required to do so by law or in the good faith belief that such action is necessary to (i) comply with a legal obligation, (ii) protect and defend the rights or property of FollowUpThen, (iii) act in urgent circumstances to protect the personal safety of users of the Services or the public, or (iv) protect against legal liability.

Company and Employee Accounts:

All information submitted to FollowUpThen as an employee account is owned by the company account administrator who has permission to view, change or delete information within the account.

Your Choices:

You can visit the Services without providing any Personal Data. If you choose not to provide any Personal Data, you may not be able to use certain FollowUpThen Services.

SMS Messages:

The Service may allow you to send SMS (text message) reminders to your own mobile device using the Service. Please report any SMS or other abuse related to the Service to help+abuse@humans.fut.io.

Exclusions:

This Privacy Policy does not apply to any Personal Data collected by FollowUpThen other than Personal Data collected through the Services. This Privacy Policy shall not apply to any unsolicited information you provide to FollowUpThen through the Services or through any other means. This includes, but is not limited to, information posted to any public areas of the Services, such as forums (collectively, “Public Areas”), any ideas for new products or modifications to existing products, and other unsolicited submissions (collectively, “Unsolicited Information”). All Unsolicited Information shall be deemed to be non-confidential and FollowUpThen shall be free to reproduce, use, disclose, and distribute such Unsolicited Information to others without limitation or attribution.

Children:

FollowUpThen does not knowingly collect Personal Data from children under the age of 13. If you are under the age of 13, please do not submit any Personal Data through the Services. We encourage parents and legal guardians to monitor their children’s Internet usage and to help enforce our Privacy Policy by instructing their children never to provide Personal Data on the Services without their permission. If you have reason to believe that a child under the age of 13 has provided Personal Data to FollowUpThen through the Services, please contact us, and we will endeavor to delete that information from our databases.

Connected Services:

FollowUpThen provides optional connections to 3rd party services using "Skills." Each skill provides a link to its privacy policy, which may differ from ours. We make an effort to recommend only services that align with our policies regarding your data, however, we cannot guarantee enforce or monitor how they are handling the information you choose to share with them via FollowUpThen. The privacy policies of each connected service exists as a separate agreement between you and each service provider. Connecting your FollowUpThen account to a 3rd party services provider may send copies of your data to that provider. The copied data located within the 3rd party's system is managed under that provider's policies, not the FollowUpThen terms and privacy policy.

 
Inbox Event Emitter

To provide additional functionality (such as response detection) while maintaining the security and privacy of your email data we have created a stand-alone service called the Inbox Event Emitter (IEE). The IEE securely connects to an email account in order to provide specific productivity features without exposing unnecessary personal information. This allows a connected service such as the FollowUpThen main app to, for example, request the IEE to send a generic notification when a response is received to a specific email. Isolating inbox data within the IEE enables specific FollowUpThen features without requiring visibility into the contents of your inbox.

To facilitate this limited access to your inbox, the Inbox Event Emitter internally stores potentially sensitive information including authorization tokens, usernames and passwords of email accounts. This information is encrypted with per-user authentication keys which are, themselves, encrypted using a key that is not physically present on the server.

When an email arrives in your inbox, IEE requires ephemeral access to the incoming email message to determine if it meets a "subscription" criteria as noted above. Email content obtained through this connection is neither stored, logged nor shared with any other party (even the FollowUpThen main app) and is immediately discarded after evaluation. If a subscription criteria is met by a new message, a notification is sent to the main FollowUpThen app without including any information obtained from the incoming message.

We do not share your email information with 3rd parties or use it for marketing, market research, email campaign tracking or purposes other than enabling the features of FollowUpThen as advertised. If you chooses to integrate your FollowUpThen account with another 3rd party system (for example, a CRM or project management system), a 3rd party may gain visibility into the state of your followups, but never information from your email account. Note that a subscription event can change the state of a followup (for example, causing it to become due, completed or cancelled). The change of state is visible to the 3rd party system, not the underlying subscription event.

Your private information is your property. If you choose to delete your FollowUpThen account your personal information is also permanently deleted. FollowUpThen's Inbox Event Emitter service will permanently delete all connection information (OAuth keys, usernames, passwords, and per-user encryption keys) to all of your email accounts. Subscription criteria is deleted as well.

Google and Microsoft Information FollowUpThen uses secure APIs to access your Google and Microsoft accounts. FollowUpThen's Inbox Event Emitter requests the minimum permissions necessary to perform the productivity features as described in product documentation.

Links to Other Web Sites:

This Privacy Policy applies only to the Services. The Services may contain links to other web sites not operated or controlled by FollowUpThen (the “Third Party Sites”). The policies and procedures we described here do not apply to the Third Party Sites. The links from the Services do not imply that FollowUpThen endorses or has reviewed the Third Party Sites. We suggest contacting those sites directly for information on their privacy policies.

Security:

FollowUpThen takes reasonable steps to protect the Personal Data provided via the Services from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, no Internet or e-mail transmission is ever fully secure or error free. In particular, e-mail sent to or from the Services may not be secure. Therefore, you should take special care in deciding what information you send to us via e-mail. Please keep this in mind when disclosing any Personal Data to FollowUpThen via the Internet.

We also offer a vulnerability disclosure program to security researchers and anyone who would like to help us make FollowUpThen even more secure.

Other Terms and Conditions:

Your access to and use of the Services is subject to the Terms of Use at http://www.followupthen.com/terms.

Changes to FollowUpThen’s Privacy Policy:

The Services and our business may change from time to time. As a result, at times it may be necessary for FollowUpThen to make changes to this Privacy Policy. FollowUpThen reserves the right to update or modify this Privacy Policy at any time and from time to time without prior notice. Please review this policy periodically, and especially before you provide any Personal Data. This Privacy Policy was last updated on the date indicated above. Your continued use of the Services after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy.

Access to Information; Contacting FollowUpThen:

To keep your Personal Data accurate, current, and complete, please contact us as specified below. We will take reasonable steps to update or correct Personal Data in our possession that you have previously submitted via the Services.
Please also feel free to contact us if you have any questions about FollowUpThen’s Privacy Policy or the information practices of the Services.

You may contact us as follows:
FollowUpThen, Inc
155 N. Santa Cruz Ave #E-230
Los Gatos CA 95030
help@humans.fut.io