Privacy Policy

Last Updated: December 2, 2025

Introduction

Otter Outreach ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our lead generation management platform (the "Service"). Please read this privacy policy carefully.

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when using the Service:

  • Account Information: Name, email address, phone number, company name, and password
  • Profile Information: Job title, role within your organization, profile photo
  • Customer Data: Lead information, contact details, campaign data, call logs, notes, and other data you input into the Service
  • Payment Information: Billing address and payment card details (processed securely through our payment processor)
  • Communications: Information in messages, support tickets, and feedback you send to us

1.2 Information Automatically Collected

We automatically collect certain information when you use the Service:

  • Usage Data: Features you use, pages you visit, time spent on pages, click data
  • Device Information: IP address, browser type, operating system, device type
  • Log Data: Server logs including access times, error messages, system activity
  • Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity and store certain information

1.3 Information from Third Parties

We may receive information from third-party services you integrate with:

  • Twilio: Call data, recordings, and telephony metadata when you use calling features
  • Authentication Providers: If you sign up using a third-party service
  • Integration Partners: Data from automation tools and other services you connect

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Provide the Service: To operate, maintain, and provide features of the Service
  • Account Management: To create and manage your account, authenticate users, and process payments
  • Customer Support: To respond to your requests, provide technical support, and send service-related notices
  • Improvements: To understand how users interact with the Service and improve features and performance
  • Analytics: To analyze usage patterns, trends, and user behavior
  • Security: To detect, prevent, and address technical issues, fraud, and security threats
  • Legal Compliance: To comply with legal obligations and enforce our Terms of Service
  • Marketing: To send you updates, newsletters, and promotional materials (you can opt out at any time)

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 Service Providers

We share information with third-party vendors who perform services on our behalf:

  • Cloud hosting providers (database and application hosting)
  • Payment processors for billing and subscriptions
  • Telephony services (Twilio) for calling features
  • Analytics providers to help us improve the Service
  • Customer support tools

3.2 Within Your Organization

Information you input is shared with other users in your organization based on their assigned roles and permissions (e.g., managers can see data for their campaigns, agents see assigned leads).

3.3 Legal Requirements

We may disclose information if required by law or in response to:

  • Valid legal processes (subpoenas, court orders, search warrants)
  • Governmental or regulatory requests
  • Protection of our rights, property, or safety, or that of our users or the public

3.4 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction.

3.5 With Your Consent

We may share information for any other purpose with your explicit consent.

4. Data Security

We implement appropriate technical and organizational security measures to protect your information:

  • Encryption of data in transit using SSL/TLS
  • Encryption of sensitive data at rest
  • Regular security assessments and updates
  • Access controls and authentication mechanisms
  • Employee training on data security practices
  • Row-level security policies in our database

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

5. Data Retention

5.1 Retention Period: We retain your information for as long as your account is active or as needed to provide the Service. We will also retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

5.2 Deletion: When you close your account, we will delete or anonymize your personal information within 30 days, unless we are required to retain it for legal or regulatory reasons. You may request data deletion at any time by contacting us.

5.3 Backups: Information may persist in backup copies for a limited period after deletion but will not be readily accessible.

6. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

  • Access: Request access to the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information
  • Portability: Request a copy of your information in a machine-readable format
  • Restriction: Request restriction of processing of your information
  • Object: Object to our processing of your personal information
  • Withdraw Consent: Withdraw consent where processing is based on consent
  • Opt-Out: Opt out of marketing communications at any time

To exercise these rights, please contact us through the support channels in the Service. We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

7.1 What We Use: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities and to personalize your experience.

7.2 Types of Cookies:

  • Essential Cookies: Required for the Service to function (authentication, security)
  • Analytics Cookies: Help us understand how you use the Service
  • Preference Cookies: Remember your settings and preferences

7.3 Your Choices: Most web browsers allow you to control cookies through settings. However, disabling cookies may affect the functionality of the Service.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. 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 delete that information as quickly as possible. If you believe we have collected information from a child under 18, please contact us immediately.

10. California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, shared, or sold
  • Right to delete personal information held by us
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising your CCPA rights

To exercise these rights, please contact us. We will verify your identity before processing your request.

11. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

  • Legal basis for processing: Consent, contract performance, legitimate interests, legal obligations
  • Right to access, rectification, erasure, restriction, portability, and objection
  • Right to lodge a complaint with your local supervisory authority
  • Right to withdraw consent at any time

12. Third-Party Links

The Service may contain links to third-party websites or services that are not owned or controlled by Otter Outreach. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

  • Posting the new Privacy Policy on this page
  • Updating the "Last Updated" date at the top of this policy
  • Sending you an email notification for material changes

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us through:

  • The support channels provided in the Service
  • The contact information associated with your account

We will respond to your inquiry within 30 days.

By using Otter Outreach, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.