Privacy Policy

Spellbook Privacy Policy

Updated: April 4, 2025

For the previous version, see here.

This Privacy Policy describes how Dialog Enterprises Inc., carrying on business as Spellbook (“Spellbook”, “we”, “us” or “our”) handles personal information and data (“Personal Information”) we collect from you through our website or software applications (collectively for the purposes of this Privacy Policy, the “Spellbook AI Platform”), our social media channels, or directly from you by other means.

This Privacy Policy describes Spellbook’s collection, use, and disclosure of the Personal Information of prospective or existing Spellbook users, as well as administrative points of contact for prospective or existing Spellbook customers (“you” for the purposes of this policy).

In summary, we collect and use your Personal Information to set up and manage your Spellbook account and enable us to provide Spellbook’s products and services to you. We never sell your Personal Information, and we do not share it with others for any purposes unless it is necessary to provide you with services you requested through the Spellbook AI Platform.

Importantly: this policy does not apply to document data that Spellbook processes on behalf of its customers (and associated users) in providing the Spellbook AI Platform to them. The data processing we do on behalf of our customers’ users is addressed and governed by our agreements with our customers.

1. What Personal Information Do We Collect?

Information you provide to us. Personal Information you may provide to us through the Spellbook AI Platform or otherwise to set up your account and enable our services includes:

• Contact data, such as your first and last name, salutation, email address, mailing address, professional title and company name, and phone number.‍
• Communications data based on our exchanges with you, including when you contact us through the Spellbook AI Platform, social media, or otherwise.‍
• Research data, such as your responses to surveys that we might ask you to complete for research purposes related to our business.‍
• Marketing data, such as your preferences for receiving our marketing communications and details about your engagement with them.‍
• Profile data, such as the username and password that you may set to establish an account on the Spellbook AI Platform.‍
• Payment data needed to complete transactions, including payment card information or bank account number (to be clear, payment data is collected directly by our payment processor, Stripe, as described further below).‍
• Other data not specifically listed here, which we will use as described in this policy or as otherwise disclosed at the time of collection.

Third-party sources. We may combine Personal Information we receive from you with Personal Information we obtain from other sources, such as:

• ‍Public sources, such as government agencies, public records, social media platforms, and other publicly available sources.‍
• Data providers, such as information services and data licensors that provide demographic and other information that we use to provide the Spellbook AI Platform.‍
• Marketing partners, such as joint marketing partners and event co-sponsors.

Automatic data collection. To help us understand user activity on the Spellbook AI Platform, we may automatically log certain data about you, your computer or mobile device, and your interaction over time with us, such as:

• ‍Device data, such as your computer or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers, language settings, mobile device carrier, radio/network information (e.g., Wi-Fi, LTE, 5G), and general location information such as city, state or general geographic area.‍
• Online activity data, such as pages or screens you viewed, how long you spent on a page or screen, navigation paths between pages or screens, information about your activity on a page or screen, access times and duration of access, and whether you have opened our emails or clicked links within them.‍
• Communication interaction data such as your interactions with our email, or other communications (e.g., whether you open and/or forward emails) – we may do this through use of pixel tags (which are also known as clear GIFs), which may be embedded invisibly in our emails.

Cookies and similar technologies. Some of the automatic collection described above is facilitated by the following technologies:

• ‍Cookies, which are small text files that websites store on user devices and that allow web servers to record users’ web browsing activities and remember their submissions, preferences, and login status as they navigate a site.‍
• Local storage technologies, like HTML5, that provide cookie-equivalent functionality but can store larger amounts of data on your device outside of your browser in connection with specific applications.‍
• Web beacons, also known as pixel tags or clear GIFs, which are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.

2. How Do We Use Your Personal Information?

We may use your Personal Information for the following purposes (or in other ways that we ask you for at the time we collect it):

Spellbook AI Platform delivery and operations. We may use your Personal Information to:

• provide, operate, and improve the Spellbook AI Platform and our business;
• communicate with you about the Spellbook AI Platform, including by sending announcements, updates, security alerts, and support and administrative messages;
• understand your needs and interests, and personalize your experience with the Spellbook AI Platform and our communications; and
• provide support for the Spellbook AI Platform, and respond to your requests, questions and feedback.

Research and development. We may use your Personal Information for research and development purposes, including to analyze and improve the Spellbook AI Platform and our business. As part of these activities, we may create aggregated, de-identified or other anonymous data from Personal Information we collect. We convert Personal Information into anonymous or de-identified data by removing information that makes the data personally identifiable to you. We may use this anonymous or de-identified data and share it with third parties for our lawful business purposes, including to analyze and improve the Spellbook AI Platform and promote our business.

Marketing. We may use your Personal Information to send you direct marketing communications. You may opt-out of our marketing communications as described in the Opt-out of marketing section below.

Compliance and protection. We may use your Personal Information to:

• comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities;
• protect our or your rights, privacy, or safety (including by making and defending legal claims);
• audit our processes for compliance with legal and contractual requirements or our policies;
• enforce the terms and conditions that govern the Spellbook AI Platform generally, or that we have otherwise agreed with you; and/or
• prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft.

With your consent. In some cases, we may specifically ask for your consent to collect, use or share your Personal Information, such as when required by law. 

3. How Do We Share Your Personal Information?

We may share your Personal Information to the extent necessary with the following parties (as well as otherwise described in this policy or at the time of collection):

• Service providers. Third parties that provide services on our behalf or help us operate the Spellbook AI Platform or our business (such as hosting, information technology, customer support, email delivery, customer research, marketing, and website analytics).‍
• Payment processors. Any payment card information you use to make a purchase on the Spellbook AI Platform is collected and processed directly by our payment processor, Stripe. Stripe may use your payment data in accordance with its privacy policy, https://stripe.com/privacy.‍
• Third parties designated by you. We may share your personal data with third parties where you have instructed us or provided your consent to do so. We will share Personal Information that is needed for these other companies to provide the services that you have requested.‍
• Business and marketing partners. Third parties with whom we co-sponsor events, with whom we jointly offer products or services, or whose products or services may be of interest to you.‍
• Professional advisors. Professional advisors, such as lawyers, auditors, bankers and insurers, where necessary in the course of the professional services that they provide to us.‍
• Legal authorities. Law enforcement and governmental authorities as we believe in good faith to be necessary or appropriate for the compliance and protection purposes described above.‍
• Business transferees. Buyers and other relevant investors or participants in business transactions (including negotiations of, or due diligence for, such transactions) involving a corporate sale, merger, consolidation, acquisition, reorganization, or other disposition of all or any part of Spellbook.

4. Your Choices

You have a number of choices when it comes to the Personal Information you provide to Spellbook:

• Access or update your information. If you have registered for an account with us through the Spellbook AI Platform, you may review and update your account information at any time by logging into the account, or by letting your assigned Spellbook account executive know.‍
• Opt-out of marketing communications. You may opt-out of marketing-related emails by following the opt-out or unsubscribe instructions at the bottom of the email or by your assigned Spellbook account executive. Even if you choose to opt-out of marketing-related emails, you may continue to receive necessary service-related and other non-marketing emails.‍
• Declining to provide information. We need to collect Personal Information to provide certain services. If you choose not to provide the information we identify as required or mandatory, we may not be able to provide you those services.

5. Third Party Services

The Spellbook AI Platform may contain links to (and sometimes, integrations with) websites, mobile applications, and other online services operated by third parties. These links and integrations are not an endorsement of, or representation that we are affiliated with, any third party. We do not control websites, applications, or other online services operated by third parties, and – unless we specifically agree with you otherwise – we are not responsible for their actions if you choose to engage with them. We encourage you to read the privacy policies of the other websites, applications, and online services that you access and use.

6. Security

We employ industry standard technical, organizational, and physical safeguards and security measures to protect the Personal Information we collect from you. These safeguards and security measures relate to Spellbook’s personnel, facilities, hardware and software, networks, access controls, monitoring and logging, vulnerability and breach detection, incident response, and encrypted data transfers and storage.

However, a certain degree of security risk remains inherent in all internet and information technologies, and we therefore can never fully guarantee the security of your Personal Information. As part of our security program, we have implemented security controls pertaining to our response, investigation, and remediation of data security incidents. In the case of a data security breach involving your Personal Information, we notify you without undue delay after we become aware of such breach, as required by applicable law. If you wish, you can review more details on our security trust centre here.

7. International Processing

We are headquartered in Canada and may use service providers that operate in other countries to process your Personal Information. Your Personal Information may be stored or transferred or other locations where privacy laws may not be as protective as those in your state, province, or country; however, we will ensure our storage or transfers comply with applicable laws around your Personal Information.

If you are a business customer working with us, we will do our best to work with you to adhere to any of your statutory requirements related to Personal Information, including any such requirements imposed by your applicable governing bodies. If you are considered a “data subject” under the EU General Data Protection Regulation (GDPR), then we will handle your Personal Information in accordance with the GDPR; however, this policy is intended for individuals acting in their capacity as a representative of a business customer of Spellbook.

8. Children

The Spellbook AI Platform is not intended for use by anyone under the age of majority in the jurisdiction you are located in. If you believe we have collected Personal Information in a manner prohibited by law, please contact us. If we learn that we have collected Personal Information through the Spellbook AI Platform from a child without the consent of the child’s parent or guardian as required by law, we will comply with applicable legal requirements to delete the information.

9. Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to it, we will notify you by updating the date of this Privacy Policy and posting it on the Spellbook AI Platform or other appropriate means. Any changes to this policy will be effective upon our posting the modified version (or as otherwise indicated at the time of posting). In all cases, your use of the Spellbook AI Platform after the effective date of any modified policy indicates your acceptance of the modified policy.

10. Contact Us

To exercise your choices or if you have questions about this Privacy Policy or our privacy practices involving your Personal Information, please contact us at security@spellbook.legal.