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    Sandfox Privacy Policy

    Effective date: October 1, 2026

    Sandfox, Inc. ("Sandfox," "we," "us," or "our") provides adaptive buyer experiences, the Sandfox administrative platform, and the Sandfox Capture mobile application (together, the "Services"). This policy explains what personal information we process, why we process it, and the choices available to you.

    When a business customer uses Sandfox to process information about its contacts, visitors, or buyers, that customer controls the information and Sandfox processes it on the customer's behalf. You should also review the privacy notice of the business whose Sandfox experience you are using.

    Information we collect

    Depending on how you use the Services, we may collect:

    • Account and workspace information: name, business email address, internal user ID, role, authentication information, and the Sandfox workspace you use.
    • Conversation and contact information: company name, contact name, job title, business email address, discussion topic, typed notes, custom questions, and other information an authorized user chooses to enter.
    • Voice recordings and transcripts: a recording you choose to make in Sandfox Capture and the transcript and structured fields produced from it. Sandfox processes the recording in memory and sends it to a contracted transcription provider. We do not store the recording in the Sandfox database.
    • Public profile information: candidate public professional-profile URLs, profile photos, and related public details when an authorized user requests a profile lookup and confirms a match.
    • Generated experience information: personalized links, QR-code destinations, selected topics, custom questions, and the content needed to answer them.
    • Website and support information: information submitted through forms, such as name, email address, company, and message.
    • Usage and technical information: app and website interactions, pages viewed, feature usage, crash reports, diagnostics, browser or device type, IP address, and security logs.

    Sandfox Capture does not currently collect precise or coarse device location, address-book contacts, photos, videos, files, financial information, or health information.

    How we use information

    We use information to:

    • provide, personalize, maintain, and secure the Services;
    • authenticate users and manage workspaces;
    • transcribe recordings and extract contact and conversation details;
    • create personalized responses, outbound links, and QR codes;
    • find public professional-profile candidates when requested;
    • provide support and communicate about the Services;
    • measure feature usage, diagnose problems, and improve reliability; and
    • comply with law and protect Sandfox, our customers, users, and others.

    Service providers and disclosure

    We do not sell personal information or use it for cross-context behavioral advertising. We disclose information only as needed to operate the Services, including to:

    • cloud hosting, storage, and infrastructure providers;
    • OpenAI for voice transcription and structured extraction initiated through Sandfox Capture;
    • Google for account authentication;
    • Sentry for scrubbed crash and diagnostic reporting;
    • OpenPanel for bounded product-usage analytics;
    • email delivery providers for transactional messages; and
    • search or data-enrichment providers when an authorized user requests a public-profile lookup.

    These providers process information under agreements with Sandfox and for the services they provide to us. A customer may also configure its own integrations. We may disclose information if required by law, to protect rights and safety, or as part of a merger, financing, acquisition, or sale of assets.

    Retention

    We keep personal information only as long as needed to provide the Services, meet contractual or legal obligations, resolve disputes, and protect the Services. Voice recordings submitted through Sandfox Capture are processed for the requested transcription and are not stored in the Sandfox database. Transcripts, contact fields, notes, generated links, analytics, and account records remain until they are deleted by the customer, the user, or Sandfox under the applicable customer agreement and retention practices. Backup copies may remain for a limited period before they are overwritten.

    Data deletion

    To request deletion of information associated with Sandfox Capture or another Sandfox Service:

    1. Email contact@sandfox.ai with the subject Data deletion request.
    2. Include the email address used with Sandfox and the relevant company or workspace.
    3. Describe the information you want deleted. Do not include passwords or other sensitive credentials.

    We may need to verify your identity and authority before completing the request. If Sandfox processes the information for a business customer, we may send the request to that customer or ask you to contact it directly. We will delete or de-identify information we control unless we must retain it for security, fraud prevention, legal compliance, dispute resolution, or another lawful purpose. Contact fields, notes, generated links, account records, and associated analytics may be included in a deletion request. De-identified and aggregated information that cannot reasonably identify you may be retained.

    Your choices and rights

    You may ask to access, correct, or delete personal information that Sandfox controls. Depending on where you live, you may also have rights to receive a copy of your information, object to or restrict certain processing, or withdraw consent. To make a request, email contact@sandfox.ai. If Sandfox processes information for a business customer, that customer is responsible for handling the request and we will assist it as required.

    You may choose not to record audio and use typed notes instead. You may correct extracted fields before creating a link. Device permissions can be changed in your operating-system settings.

    Security and international processing

    We use administrative, technical, and organizational safeguards designed to protect personal information, including encrypted network connections and access controls. No system is completely secure. Sandfox and its providers may process information in the United States and other countries where they operate, subject to applicable contractual and legal safeguards.

    Children

    The Services are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children through Sandfox Capture.

    Changes to this policy

    We may update this policy as the Services or applicable requirements change. We will post the revised policy here and update the effective date. We will provide additional notice when required by law.

    Contact

    Sandfox, Inc.
    Email: contact@sandfox.ai
    Website: https://sandfox.ai/contact