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Privacy Policy

Updated: October 25, 2024

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Welcome to Warmer! We are committed to protecting your firm’s information. Please read this policy to understand our practices on collecting, using and safeguarding your data.

1. What information does Warmer collect? 

  • Firm and Advisor Information: Advisory firm details,  user names, and other profile information.

  • Usage Data: Interactions with our services including website/email activity,  product feedback, device information, and generated client insights.

  • Synced Practice Data: Information from advisor tech  integrations, such as:

    • CRM: Client list with email addresses, profiles, tasks,  and notes.

    • Email: Emails sent from or to active clients’ email addresses.

    • Calendar: Events associated with active clients’ email addresses.

    • Documents (e.g., notes, transcripts): Specific drives,  folders and/or files determined to be associated with an active client

    • Planning data: Relevant information specific to integration partners (e.g.,  financial planning data, tax records).  ​

  • ​Communication Data: Communications with us such as sales and customer support inquiries.

  • Payment Information: Billing details for processing payments. 

2. How do we use your information?

  • Client insights: Operate and maintain our services,  including generating timely client insights for you.

  • Service improvement: Analyze usage data for product development and user experience opportunities.

  • Quality control: Compare generated client insights to source data in order to improve insight accuracy and quality.

  • Account management: Provide updates, conduct billing,  or respond to inquiries.

  • Security: Detect and prevent fraud and malicious activities.

3. How is data access managed at Warmer?

  • Employees are provisioned access only to information appropriate to their function.

  • Production systems – including synced practice data and usage data – are accessible only to authorized employees directly involved in product operations and development.

  • Customer systems – including firm and advisor information, communication data,  and payment information – are only accessible by authorized employees  responsible for sales, service, and finance. 

4. What do you share with partners?

  • ​We do not sell advisor or client information to third parties.

  • We share data with third parties responsible for helping us operate and improve our service, including

    • Amazon Web Services and Heroku, for data storage and computing.

    • Merge.dev, for connections to Box, Dropbox, Google  Drive, Hubspot, Microsoft OneDrive, Microsoft SharePoint, and Salesforce.

    • Nylas, for connections to Gmail, Microsoft Outlook,  Hotmail, and Yahoo Mail.

    • OpenAI API Platform and ChatGPT Enterprise, for language analysis and generation.

  • All data vendors are SOC2 certified.

5. Is my data being used to train ChatGPT or any other generalized AI/ML models?

  • No.

  • Warmer will not use your firm’s or your clients’ data to develop, improve or train a generalized AI/ML model.

  • OpenAI API Platform and ChatGPT Enterprise are not permitted to use information shared by Warmer in order to train their models (OpenAI Enterprise Privacy Policy).

  • For the avoidance of doubt, the applicable OpenAI privacy standards are both distinct from and stricter than those that govern OpenAI’s publicly-available version of ChatGPT.

6. How do you keep my data secure? 

  • All data is encrypted at rest and in transit.

  • Data and employees are based in the United States.

  • Company devices and systems are protected by safeguards including automatic access provisioning/deprovisioning and mandatory two-factor authentication (wherever available).

  • Credentials to third-party systems (such as usernames and passwords) are not stored in Warmer data.

7. Do I have the right to delete my data?

  • ​Yes.

  • Advisors may request account deletion at support@getwarmer.com.

  • We will delete all synced practice data, and make reasonable efforts to delete other associated data. 

8. That’s a lot. What should I remember?

  • ​We read – never write – to your systems.

  • Your data is encrypted at all times.

  • Your data is not being used to train ChatGPT.

  • We don’t sell your data.

  • We will delete your synced data upon request. 

9. Changes to Policy 

​We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Policy on our website.

 

Relationships are everything, and your trust is important to us. If you have any questions about these Terms, please contact us at support@getwarmer.com.

Warmer Holdings Inc.

33 Irving Place, 3rd Floor

New York, NY 10003 

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