PRIVACY POLICY

Data Security & AI Use Policy

Effective Date: March 2023
Last Updated:  May 2025

Overview

PlaybookBuilder (“the Company”) is committed to maintaining the highest standards of data privacy, protection, and information security. This Data Security & AI Use Policy (“Policy”) outlines the Company’s data handling practices related to customer data, including but not limited to the use of artificial intelligence (“AI”) functionality powered by third-party providers such as OpenAI. This Policy applies to all users of the PlaybookBuilder platform and governs the conditions under which customer data may be processed, accessed, retained, or shared.

1. Elective Use of AI Features

All features within the PlaybookBuilder platform that leverage AI technologies and process customer data are strictly elective and require affirmative action by the end user to initiate processing.

  • AI-powered functionality is never enabled by default. No customer data is transmitted to AI endpoints absent a specific and user-initiated command.
  • Users and/or designated administrators maintain complete control over AI feature access, with the ability to enable or disable such features on a per-user or role-based basis.
  • The use of AI functionality is not mandatory for access to core services provided by PlaybookBuilder. Customers may operate the platform entirely without invoking AI components.
  • The Company does not transmit customer data to OpenAI or any third-party AI providers for any background processing, monitoring, training, or other passive use.

2. Use of Customer Data and AI Model Training

PlaybookBuilder ensures that customer data processed through AI-powered tools is not utilized, either directly or indirectly, for the training or fine-tuning of AI models.

  • OpenAI, as the AI service provider, is contractually prohibited from using customer API data submitted through the PlaybookBuilder platform for the purpose of model training.
  • Data is processed in real time solely for the purpose of fulfilling the user’s request and is not retained beyond the standard operational retention period, except as required for legal compliance or abuse monitoring.
  • PlaybookBuilder does not use, sell, or otherwise repurpose customer input or AI-generated content for any form of research, model development, or commercial redistribution.

3. Data Handling and Retention Practices

PlaybookBuilder utilizes OpenAI’s API under the standard data retention policy, whereby input and output data may be retained for a maximum duration of thirty (30) days from the date of processing.

  • This temporary retention is instituted solely to support system integrity, abuse detection, and legal compliance protocols maintained by OpenAI.
  • No data retained under this policy is used to retrain models or develop derivative products.
  • Following the 30-day retention window, all data is automatically deleted unless subject to an enforceable legal hold, governmental request, or regulatory mandate.
  • PlaybookBuilder does not independently store, cache, or archive user inputs to the AI functionality beyond what is required for audit logging or platform diagnostics, which itself is subject to strict access controls and encryption.

4. Data Access, Disclosure, and Compliance

Access to customer data processed via the AI API is tightly controlled and governed by both internal policies and vendor-specific safeguards.

  • Only authorized personnel within OpenAI may access retained data, and solely for the purpose of abuse prevention, operational debugging, or lawful disclosure.
  • PlaybookBuilder personnel do not have access to AI-transacted data unless expressly authorized by the customer or for troubleshooting a reported support issue.
  • OpenAI adheres to compliance frameworks including but not limited to SOC 2 Type II, GDPR, and HIPAA-readiness for covered entities.
  • PlaybookBuilder’s internal systems utilize industry-standard encryption in transit and at rest, least-privilege access policies, audit trails, and regular third-party penetration testing.
  • No customer data is ever disclosed to third parties for marketing, profiling, or behavioral analytics.

What information do we collect?

We collect information from you when you register on our site, subscribe to our newsletter or fill out a form. When ordering or registering on our site, as appropriate, you may be asked to enter your: name, e-mail address, mailing address or phone number. You may, however, visit our site anonymously.

Google, as a third party vendor, uses cookies to serve ads on your site. Google’s use of the DART cookie enables it to serve ads to your users based on their visit to your sites and other sites on the Internet. Users may opt out of the use of the DART cookie by visiting the Google ad and content network privacy policy.

What do we use your information for?

Any of the information we collect from you may be used in one of the following ways:

  • To personalize your experience (your information helps us to better respond to your individual needs);

  • To improve our website (we continually strive to improve our website offerings based on the information and feedback we receive from you);

  • To improve customer service (your information helps us to more effectively respond to your customer service requests and support needs);

  • To administer a contest, promotion, survey or other site feature;

  • To send periodic emails.

The email address you provide may be used to send you information, respond to inquiries, and/or other requests or questions.

How do we protect your information?

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information.

Do we use cookies?

Yes. Cookies are small files that a site or its service provider transfers to your computers hard drive through your Web browser (if you allow) that enables the sites or service providers systems to recognize your browser and capture and remember certain information. We use cookies to understand and save your preferences for future visits, keep track of advertisements and compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

Do we disclose any information to outside parties?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

Third Party Links

Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

California Online Privacy Protection Act Compliance

Because we value your privacy we have taken the necessary precautions to be in compliance with the California Online Privacy Protection Act. We therefore will not distribute your personal information to outside parties without your consent.

Children’s Online Privacy Protection Act Compliance

We are in compliance with the requirements of COPPA (Children’s Online Privacy Protection Act), we do not collect any information from anyone under 13 years of age. Our website, products and services are all directed to people who are at least 13 years old or older.

Retargeting

Our site uses a third party service to match browser cookies to your mailing address. We then use another company to send special offers through the mail on our behalf. Our company never receives or stores any of this information and our third parties do not provide or sell this information to any other company or service.

To opt-out of receiving our direct mail, you may send us an email at info@playbookbuilder.com. We will honor those requests, but please understand that it may take a number of days for such mailings to end.

Online Privacy Policy Only

This online privacy policy applies only to information collected through our website and not to information collected offline.

Your Consent

By using our site, you consent to our online privacy policy.

Contact Us

If you have any questions or would like to get in touch, please email us at support@playbookbuilder.com

Changes to our Privacy Policy

If we decide to change our privacy policy, we will post those changes on this page.