Effective date: October 23, 2026

This policy explains what personal information Ubiquify Digital LLC collects, how we use and share it, and the choices and rights you have. It applies to our websites, our services for clients, our own software products, and the people we work with.

1. Who we are

Ubiquify Digital LLC ("Ubiquify", "we", "us") is a software services and product company. We design, build and run software, AI and cloud systems for businesses, and we build software products of our own.

• Head office: 13006 Tantivy Dr, Austin, TX 78729, USA
• Development office: 4th Floor, Associated House, Bldg No. 1, 7 Egerton Rd, Lahore, Pakistan. This office is part of Ubiquify Digital LLC.
• Privacy contact: it@ubiquifydigital.com

Ubiquify Digital LLC is responsible for the personal information described in this policy (the "controller", under EU and UK law). The exception is information we handle on behalf of our clients, described in section 6.

2. What this policy covers

This policy covers personal information we handle when you:

• Visit our websites, such as ubiquifydigital.com and ubiquify.io, or contact us through them.
• Work with us as a client, prospective client, partner or supplier.
• Apply for a job with us.
• Meet with us, including calls our own meeting notetaker records.
• Use our software products. Section 14 adds details for each product, including how our products use Google user data.
• Get text messages from us. Our SMS Privacy Policy and SMS Terms add to this policy for texts.

It does not cover:

• Software we build for clients. Each client is responsible for its own products, and its own privacy policy applies to their users.
• Other companies' sites and services, even when we link to them or connect to them.

3. Information we collect

We collect information you give us, information collected automatically when you visit our sites, and information from other sources.

We don't ask for sensitive information, such as health details, government ID numbers, or financial account numbers beyond what billing needs. Please don't send it to us unless a project needs it and we have agreed how to handle it.

4. How we use information

We use personal information to:

• Reply and follow up when you contact us or book a call.
• Do client work: scope, build, test, deliver and support the projects you hire us for.
• Run our products: book calls, send confirmations and reminders, and record and take notes on our meetings (section 14).
• Find and reach potential clients. We see which businesses visit our site, and show our ads to people who visited it, on Meta (Facebook and Instagram).
• Hire people: review applications, interview candidates and make offers.
• Manage our business: contracts, invoices, payments and accounting.
• Keep things secure: prevent spam, fraud and abuse, and fix problems.
• Meet legal obligations, and protect our rights and the rights of others.

We don't send marketing newsletters. We contact people about our services one to one, and we stop if you ask.

5. Cookies and website tracking

Our websites use cookies and similar tools. Essential ones make the site work. The others help us protect our forms, measure our ads and find businesses interested in our services.

Your choices:

• Cookie banner. Where the law requires consent, including in the EEA and UK, non-essential tools load only after you agree. You can change your choice at any time with the cookie settings link at the bottom of our site.
• Opt-out signals. We treat a Global Privacy Control (GPC) signal from your browser as a request to opt out of targeted advertising and of the sale or sharing of your information. Our site doesn't respond to "Do Not Track" signals, because there is no common standard for them.
• RB2B. You can opt out of RB2B's identification at rb2b.com/your-privacy-choices.
• Meta ads. You can control the ads you see in your Facebook or Instagram ad preferences.
• Your browser. You can block or delete cookies in your browser settings. Some parts of the site may then not work.

6. Data we handle for clients

When we build or run software for a client, we often get access to personal information about the client's own customers, staff or users. Examples are records in a database we maintain, or files they send us for a project.

For that information, our client decides what is collected and why. We act as their service provider (a "processor" under EU and UK law):

• We use it only to do the work the client asked for, under our contract with them.
• We don't sell it, and we don't use it for our own purposes.
• Only team members who need it for the project can access it, and they are bound by confidentiality.
• We return or delete it when the work ends, as the contract says.
• We sign a data processing agreement with any client who needs one.

If your information is in a system we run for one of our clients, contact that client first. If you contact us, we will pass your request on to them.

7. Text messages

If you give us your mobile number and agree to receive texts, we use it only for the messages you agreed to, such as reminders about calls you booked with us, or messages through one of our text-message services. Message frequency varies. Message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We share your number only with Twilio, the provider that delivers our texts. Some of our text-message services have their own SMS Privacy Policy and SMS Terms, which apply to those services in addition to this policy.

8. Who we share information with

We don't sell personal information for money. Some US state laws count sharing website visit data with Meta and RB2B (section 5) as a "sale" or "sharing" for targeted advertising. You can opt out of this (section 13). Otherwise, we share personal information only as described here.

Our team. Our staff in the US and Pakistan see personal information only when their work needs it. They are bound by confidentiality.

Service providers. These companies help us run our business and products. They may use the information only to provide their service to us.

Legal and safety. We disclose information when the law requires it, or to protect the rights, property or safety of people or of Ubiquify.

If the business changes hands. If Ubiquify merges, is sold or sells some of its assets, personal information may pass to the new owner, still protected by this policy.

9. Where your information goes

We are based in the US and have a development office in Pakistan. Our clients are in the US, Europe and Asia. So your information may be stored or seen outside the country you live in:

• United States. Our business, our website and most of our service providers are here.
• Pakistan. Our development office works on client projects and our products from here. Its team can see personal information when their work needs it.
• Germany. Our products' servers and file storage are with Hetzner, in Germany.

These countries may not have the same data protection laws as yours. Wherever your information goes, it is protected as this policy describes.

When we move personal information from the EEA, UK or Switzerland to a country without an adequacy decision, such as Pakistan, we use a recognised safeguard. We transfer data to US service providers certified under the EU-US Data Privacy Framework and its UK and Swiss extensions, and to others under the European Commission's Standard Contractual Clauses, with the UK Addendum where needed. Email it@ubiquifydigital.com for a copy.

10. Legal bases (EEA, UK and Switzerland)

If you are in the European Economic Area, the UK or Switzerland, we rely on these legal bases:

Do you have to give us your information? No law requires you to. But some services need it: we can't book a call without your name and email, or work on a contract without billing details.

Automated decisions. Our products use AI to summarise meetings and score how a call went. These help our team, but we never make a decision with legal or similarly significant effects on you based only on automated processing.

11. How long we keep information

We keep personal information only as long as we need it for the reasons in this policy, or as long as the law requires.

When we delete information, copies can stay in backups until those are overwritten, at most 14 days later.

12. How we protect information

We protect personal information with technical and organisational measures that suit how sensitive it is:

• Encryption in transit. All traffic to our sites and products uses HTTPS.
• Need-to-know access. Team members can see only the information their role needs, and they sign confidentiality agreements.
• Protected sign-in. We store passwords and sign-in links only in a scrambled (hashed) form. The people who run our products' servers sign in with a second factor.
• Locked-down servers. Only the network ports our products need are open.
• Backups. We back up our products' databases every night.

No system is completely secure. If a breach affects your personal information, we will tell you and the authorities as the law requires.

13. Your rights

Whatever country you are in, you can ask us to:

• Access: tell you what personal information we hold about you, and give you a copy.
• Correct information that is wrong.
• Delete your information, unless we have to keep it by law or for a contract.
• Port: give you your information in a common, machine-readable format.
• Object or stop: stop using your information for something you object to, including following up with you about our services.
• Withdraw consent where we rely on it.

US residents. Texas, California and other US states give their residents rights like these by law. You can also opt out of targeted advertising and of the "sale" or "sharing" of your information (section 8). To opt out, turn off non-essential cookies in our cookie settings, use a browser that sends a Global Privacy Control signal, or email us. We don't use personal information for profiling that has legal or similarly significant effects on you. If we turn down your request, you can appeal by replying to our answer. If we still refuse, you can complain to your state attorney general.

EEA, UK and Swiss residents. You also have the right to restrict how we use your information. You can complain to your local data protection authority, for example the UK Information Commissioner's Office.

Elsewhere. We honour the rights your local law gives you.

How to ask. Email it@ubiquifydigital.com, or write to us at the address in section 1. We may need to confirm who you are before we act. Someone you authorise can ask for you. We reply within 30 days, or sooner if your local law sets a shorter time. Using your rights is free, and we won't treat you differently for using them.

14. Our products

This section adds details for each of our software products. The rest of this policy applies to them too.

Ubiquify Digital Booking

Ubiquify Digital Booking, at meet.ubiquify.io, books calls into our team's calendars. Its notetaker joins video calls to record them, transcribe them and write notes. Today only Ubiquify's own team uses it, for our calls with clients, potential clients and partners.

Google user data

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

When someone connects a Google account to Ubiquify Digital Booking, Google's consent screen shows what it can access:

What we keep. From each meeting on the connected main calendar, we store its title, start and end times, meeting link, and attendees' names and email addresses. We read the description and location only to find a meeting link, and we don't store them. We also store the access tokens Google gives us, so the app keeps working until the account is disconnected.

How we use it. Only to provide the app's features: booking, avoiding clashes, and joining and taking notes on meetings. Meeting titles can go into the call notes and briefs the app writes with an AI model, as described below.

What we never do with Google user data:

• Sell it, or use it for advertising.
• Use it to train or improve AI or machine-learning models.
• Let people read it, except with the user's permission, for security reasons, to follow the law, or as part of the app's normal working.
• Transfer it to anyone, except to provide the app's features, for security, to follow the law, or as part of a merger or sale of our business.

Stopping access. Disconnecting a calendar in the app asks Google to cancel our access straight away. You can also remove our access at myaccount.google.com/permissions. Email us to have the meeting details we stored deleted.

Meeting recordings, transcripts and AI notes

Our notetaker joins Zoom, Google Meet and Microsoft Teams calls that a member of our team has chosen to record. It joins as a visible participant, under a name that shows it is a notetaker. Our team member is responsible for telling everyone on the call it is being recorded, and for getting their consent where the law requires it.

What it records: the video and audio of the call, the platform's captions, and who spoke when.

What we make from it:

• A transcript. The audio goes to a speech-to-text provider through a link that expires after one hour. The provider doesn't keep the audio after transcribing it.
• Notes, action items, a sentiment score and a call outcome, written by an AI model (Anthropic's Claude) from the transcript.
• Talk-time and filler-word figures, worked out from the transcript.
• Call briefs before booked calls, from the booking answers and earlier notes with the same person.

Under their terms, the AI providers we use don't train their models on what we send them.

Voice data. We don't create voiceprints or use your voice or face to identify you. We work out who spoke from the meeting platform's captions and participant names.

Who can see it: our team members whose work needs it. We can share a meeting's notes or recording with people outside Ubiquify through a link, which can expire or be turned off.

Your choices. You can ask us not to record a call, before or during it, and we will remove the notetaker. To have a recording, transcript or notes deleted, email it@ubiquifydigital.com.

15. Children, links, changes and contact

Children. Our services are for businesses. They are not meant for anyone under 16, and we don't knowingly collect children's information. If you think we have some, tell us and we will delete it.

Links to other sites. Our sites link to other companies' sites, which have their own privacy policies.

Changes to this policy. When we change this policy, we update the effective date at the top. If a change significantly affects how we use information we already hold, we tell the people affected first.

Contact us. For questions or requests about your personal information:

• Email: it@ubiquifydigital.com
• Post: Ubiquify Digital LLC, 13006 Tantivy Dr, Austin, TX 78729, USA