Privacy Policy

This Privacy Policy explains how Outword LLC ("Outword," "we," "us," or "our") handles personal data. It covers two distinct situations: (1) personal data of visitors to this website and people who contact us, where Outword is the controller, and (2) personal data of prospects and contacts that Outword processes on behalf of our clients in delivering managed outbound services, where Outword acts as a processor and our client is the controller.

1. Who We Are

Outword LLC is a managed outbound sales agency. For questions about this policy or to exercise your rights, contact us at privacy@outword.io, or by mail at Outword LLC, [REGISTERED ADDRESS TO BE SPECIFIED]. Where required, our data protection point of contact can be reached at the same address.

2. Data We Collect as a Controller

When you visit this website, request a proposal, book a call, or otherwise contact us, we may collect:

• Contact and business details you provide, such as your name, work email, company, role, and the contents of your message or request.
• Usage and device information collected automatically, such as IP address, browser type, pages viewed, and referring source, gathered through privacy-friendly analytics and essential cookies.
• Records of our communications with you, including emails, call notes, and meeting scheduling details.

See our Cookie Policy for details on the cookies and similar technologies this website uses.

3. How We Use Controller Data

We use the personal data we collect as a controller to:

• Respond to your inquiries and provide information about our services.
• Schedule and conduct calls, prepare proposals, and manage prospective and active client relationships.
• Operate, secure, and improve this website and understand how it is used.
• Send relevant business communications where permitted, with a clear way to opt out of marketing at any time.
• Comply with our legal obligations and protect our rights.

4. Legal Bases (GDPR)

Where the EU or UK General Data Protection Regulation applies, we rely on the following legal bases for processing data we control:

• Legitimate interests, to operate our business, respond to inquiries, conduct B2B outreach to relevant business contacts, secure our systems, and improve our services, balanced against your rights and interests.
• Consent, where required, for example for certain cookies or marketing communications, which you may withdraw at any time.
• Performance of a contract, to provide services you or your organization have engaged us to deliver and to manage that relationship.
• Legal obligation, where we must process data to comply with applicable law.

5. Data We Process on Behalf of Clients

In delivering managed outbound services, we process business contact data relating to our clients prospects and targets, such as names, work email addresses, job titles, employers, and engagement signals. For this processing, our client is the controller and Outword is the processor acting on the client documented instructions. Our handling of this data is governed by the agreement and, where applicable, the Data Processing Addendum between Outword and the client.

If you have received outreach delivered through Outword on behalf of one of our clients and wish to exercise your privacy rights or unsubscribe, you may contact us at privacy@outword.io and we will route your request to the relevant controller and assist in honoring it, including suppressing your details from further outreach.

6. Sharing and Subprocessors

We do not sell personal data. We share personal data only as needed to operate our business and deliver the services, including with:

• Vetted service providers and subprocessors that support our operations, such as analytics, hosting, customer relationship management, scheduling, and communications providers.
• Professional advisors, such as legal and accounting professionals, under confidentiality obligations.
• Authorities or other parties where required by law, to protect rights and safety, or in connection with a corporate transaction.

7. International Transfers

We and our subprocessors may process personal data in countries other than the one in which you are located. Where we transfer personal data internationally from the EU, UK, or other regulated regions, we use an appropriate transfer mechanism, such as the European Commission Standard Contractual Clauses and any required supplementary measures, to protect that data.

8. Retention

We retain personal data only for as long as necessary for the purposes described in this policy, to provide the services, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Data we process on behalf of clients is retained according to the client instructions and the applicable agreement, and is returned or deleted at the end of the engagement as described in our Data Processing Addendum.

9. Your Rights

Depending on your location and applicable law, you may have the right to:

• Access the personal data we hold about you and request a copy.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data in certain circumstances.
• Object to or request restriction of certain processing, including direct marketing.
• Request portability of data you provided to us.
• Withdraw consent where processing is based on consent, without affecting prior processing.
• Lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at privacy@outword.io. We will respond within the timeframes required by applicable law. Where we process your data on behalf of a client, we will support that client in fulfilling your request.

10. Marketing Communications, CAN-SPAM, and CASL

Outbound communications, whether sent by us or delivered on behalf of our clients, are conducted in line with applicable anti-spam laws, including the U.S. CAN-SPAM Act and Canada Anti-Spam Legislation (CASL). This means messages identify the sender accurately, include a valid physical postal address where required, and provide a clear and working way to opt out. Opt-out requests are honored promptly. Our standards for outbound conduct are described in our Acceptable Use Policy.

11. Security

We maintain administrative, technical, and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration, appropriate to the nature of the data. No method of transmission or storage is completely secure, but we work to protect your information and to limit access to those who need it. Security questions can be directed to security@outword.io.

12. Cookies

This website uses a limited set of essential and privacy-friendly analytics cookies. For details on what we use and how to control them, see our Cookie Policy.

13. Children

Our website and services are intended for businesses and professionals. We do not knowingly collect personal data from children, and our services are not directed to them.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with a revised "updated" date. We encourage you to review this policy periodically.

15. Contact

For any privacy question or request, contact us at privacy@outword.io, or by mail at Outword LLC, [REGISTERED ADDRESS TO BE SPECIFIED].