Privacy Policy

Who this policy covers

This policy describes how we handle information about two different groups of people:

• Account holders — the businesses and individuals who sign up for and use Everbase. For this information, we act as the party responsible for deciding how it is used.
• Our account holders' customers and site visitors — people who contact one of our account holders, or who visit a page that account holder publishes through Everbase. For this information, we act as a service provider on that business's behalf. That business decides what is collected and why; we process it to deliver the service to them.

If you contacted a business and your message reached us through Everbase, see “If you are a customer of a business that uses Everbase” below.

Information we collect

Information you provide directly

Your name, email address, business name, business type, phone number, service area, and similar details you enter when you request beta access, create an account, or configure the product. If you contact support, we keep the contents of that correspondence.

Information from accounts you connect

If you connect a third-party account, we receive data from that platform strictly to provide the features you have enabled — for example, Google Business Profile listing and review data, Google Ads campaign data, and social account metadata and posts. We request only the permissions the connected features require, and you can disconnect an account at any time.

Information we process on behalf of our account holders

When someone contacts a business that uses Everbase — by emailing an address the business routes to us, submitting a form on a page the business publishes through Everbase, or interacting with a lead capture tool the business has installed on its own website — we receive and store that inquiry so the business can see and respond to it. That can include the sender's name, email address, phone number, the full contents of the message, and details the sender chose to include.

Information collected automatically

When you use Everbase, or when someone visits a page published through Everbase, we and our providers automatically receive standard technical information such as IP address, browser and device type, referring page, pages viewed, and timestamps. We use identifiers stored in the browser to keep sessions working and to measure page performance. We may connect an inquiry to the visit that produced it, so we can check that inquiries are recorded correctly. This connection is used by Everbase staff only and is deleted with the inquiry.

How we use information

• Operate, maintain, and secure the service, and provide the features you have enabled.
• Onboard you and give you support. To do that, authorized Everbase staff may sign in to your account and act in it on your behalf. Staff may reach your account by resetting or setting its password, and you may or may not be notified. They see information about your customers only as needed to support you, are required to keep it confidential, and we keep a record of these visits.
• Receive, organize, categorize, and present inquiries so a business can respond to them.
• Measure how pages and campaigns perform and report those results back to the business.
• Detect, investigate, and prevent fraud, abuse, and security incidents.
• Improve product quality and diagnose problems.
• Send you service and beta-availability notices, and comply with legal obligations.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use the contents of inquiries received on behalf of an account holder for our own marketing.

Automated processing and artificial intelligence

Everbase uses artificial intelligence to help businesses handle incoming inquiries. When a message reaches a business through Everbase, its contents may be sent automatically to our AI provider in order to determine whether it is a genuine customer inquiry, extract contact details, categorize it, and prepare suggested content for the business to review. This processing happens as messages arrive; it is part of how the product works and is not a separate optional feature.

Our AI provider processes this content only to return a result to us. Under our paid agreement with that provider, it does not use the content we send, or the results it returns, to train or improve its own models, and that content is not reviewed by the provider's staff for those purposes.

Automated processing does not produce legal or similarly significant effects. It does not decide anything about a person's eligibility, pricing, or access to services. Any message a business sends is sent by that business, which remains responsible for reviewing it. AI-generated content can be inaccurate or incomplete.

Reel Studio also uses AI on your recordings and scripts. That is described in the “Reel Studio recordings” section below.

Reel Studio recordings

Reel Studio lets you record or upload a short video and turns it into an edited, captioned reel. The first time you open Reel Studio, we ask you to agree to the points below. This section explains what happens to your recordings.

• Where your video goes. The video is sent to Google's cloud to be edited. Its sound, and the script and caption words, are sent to Google's AI to write captions and choose the cuts.
• Your “About your studio” answers. If you fill these in, they are sent to Google's AI when you save them, to check them, and again later to write your reel ideas and scripts. What is written from them can appear in a reel you post publicly on Facebook, so keep them about your studio and yourself, not about a client.
• Who can see them. Everbase staff can see your reels, scripts and answers when helping with your account or improving how reels are written.
• What Google keeps. Google may keep what we send for up to about 55 days to check for abuse. Under our paid agreement, Google does not use it to train its models.
• Original recordings. We delete your original recording when the reel is posted, or after 7 days if it has not been posted. Where notifications work on your phone, we warn you before it is deleted, and the Reels page always shows the date.
• Finished reels. A finished reel stays in Everbase while it is unposted or live on Facebook. A reel that has been removed from Facebook leaves Everbase after a 7-day notice.
• Other people in your video. If anyone else appears in your reel, such as an instructor or a client, you need their permission first.

Withdrawing your consent. You can withdraw at any time: open your Profile page, find Recording consent under App preferences, then choose Withdraw consent. We then delete every recording and finished reel we hold, and your “About your studio” answers, including reels that are still on Facebook, and we finish within a few hours at most. Facebook keeps its own copy of a reel that was posted there, and only you can remove it on Facebook. A reel that is being posted at that moment may still appear on Facebook.

Withdrawing does not delete your scripts, idea sets or post captions; they stay unless you delete them. Copies Google has already received are deleted on Google's own schedule, which can be up to about 55 days. Our routine database backups age out on their own schedule.

Service providers we share information with

We share information with vendors who process it on our behalf, under contract, only to provide services to us. We do not authorize them to use it for their own purposes. Our principal providers are:

We may also disclose information when required by law or valid legal process, to protect the rights, safety, or property of Cofeature or others, or in connection with a merger, acquisition, or sale of assets — in which case we will take reasonable steps to ensure this policy continues to apply.

Cookies, analytics, and tracking

We use cookies and similar browser storage to keep you signed in, remember preferences, and keep sessions working. These are necessary for the product to function.

Pages published through Everbase on behalf of an account holder may also load analytics and tag management technology provided by Google, so the business can measure how its pages perform. Where a business configures its own analytics or advertising tags on those pages, that business — not Cofeature — determines what is collected and for what purpose. Most browsers let you block or delete cookies; doing so may affect how parts of the service work.

Data retention

We retain information for as long as needed to provide the service, and afterward as needed to meet legal, accounting, security, and operational requirements. Inquiry records and connected-account data are retained for the life of the account holder's account unless they delete them sooner. Backups are overwritten on a rolling basis. When information is no longer needed, we delete it or de-identify it.

Reel Studio recordings are kept for a much shorter time. Original recordings are deleted when the reel is posted or after 7 days, and everything Reel Studio holds about your recordings is deleted if you withdraw your recording consent. See “Reel Studio recordings” above.

Reel Studio during a support visit. While Everbase staff are visiting your account, Reel Studio is look-only for them: they can read your reels, scripts and answers to help you, but cannot create, change, post or delete anything in Reel Studio. Everbase staff can also see your reels, scripts and answers when improving how reels are written.

Support visit records. When Everbase staff sign in to your account to support you, we keep a record of the visit: when it started and ended, why it happened, which staff member made it (by their email address), your account's email address and business name at the time, and any short note the staff member wrote. We keep each record for 24 months after the visit ends and then delete it. We keep these records for that period even if your account is deleted, so that we can answer questions later about what staff did in an account. While your account is open, you can see your visits on your Profile page, including the first name of the staff member who made each one. To ask us to remove your email address, business name and any note from these records, email info@everbase.io. We will verify your identity first. The rest of each record (the dates, the reason and the staff member) stays until its 24 months are up. If staff visit your account again after a removal, the new visit is recorded in the usual way.

When you accept our Beta Participation Agreement, we record your IP address, browser and account email address, and we keep that acceptance record even if your account is deleted.

Your choices and rights

Depending on where you live, you may have the right to request access to the personal information we hold about you, to request that it be corrected or deleted, to request a copy in a portable format, to opt out of certain uses, and not to be discriminated against for exercising these rights. Some states also let an authorized agent make a request for you.

To make a request, email info@everbase.io. We will verify your identity before acting and will respond within the time your jurisdiction requires. If we decline a request, we will explain why, and you may ask us to reconsider.

You can also disconnect any third-party account at any time from within the product, and you can unsubscribe from non-essential email using the link in those messages. We will still send necessary service messages about your account.

If you are a customer of a business that uses Everbase

If you contacted a business and your message reached that business through Everbase, we hold your information on that business's behalf, under its instructions. Your relationship is with that business, and it is responsible for how it uses your information and for telling you about its own practices.

Please direct requests to access or delete your information to that business first. If you contact us directly at info@everbase.io, we will forward your request to the relevant business and assist them in responding.

Security

We use technical and organizational safeguards appropriate to the sensitivity of the information, including encryption in transit, access controls that separate each account's data, and restricted internal access — only authorized staff can reach account data, and when staff sign in to an account to give support we keep a record of the visit. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by law.

Children

Everbase is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, email us and we will delete it.

Where information is processed

Everbase is operated from the United States and intended for use in the United States. Information we collect is stored and processed in the United States. If you access the service from outside the United States, you understand that your information will be transferred to and processed there.

Changes to this policy

We may update this policy as the product changes. When we do, we will revise the “Last updated” date above. If a change materially affects how we handle your information, we will provide additional notice — by email or in the product — before it takes effect.

Contact

Cofeature LLC
Everbase™
Washington, United States
info@everbase.io