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Privacy Policy

Last updated October 1, 2026

1. Introduction

DialogDrive is owned and operated by New Era Systems, LLC ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the DialogDrive application at dialogdrive.app, this website, and related services (collectively, the "Service").

By accessing or using DialogDrive, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

Account information

  • Identity data: name, email address, and authentication credentials (passwords are stored only as salted hashes).
  • Billing data: subscription and payment details, processed by Stripe. We do not store full card numbers.
  • Workspace and usage data: organization details, team membership, settings, actions, and logs.

Connected mailboxes

If you connect a Microsoft 365 or Google mailbox, we store an encrypted OAuth token and use it only to provide the mail features you use:

  • Sending: campaign emails and replies you approve are sent from your mailbox.
  • Reading: DialogDrive periodically reads unread messages in your inbox. It stores them in your workspace's unified inbox so it can detect replies, bounces, out-of-office responses, and opt-out requests, and stop sequences when someone replies. Messages from senders who are not already your contacts do not add them to your contacts.
  • What we do not do: we do not read other folders or delete your mail. By default, DialogDrive does not change the read state of messages in your mailbox.

Connected file storage and CRM

  • Google Drive or OneDrive: if you connect file storage, we request read-only access to the files you select. We use them to build your Company Knowledge library.
  • HubSpot: if your workspace enables and connects HubSpot, we read and write contacts, companies, deals, and owners as directed by your actions.

Contacts and prospect data

You may upload, import, or create records about people and companies you work with, such as names, business email addresses, titles, and employers. DialogDrive also gathers publicly available business information from the web, such as company websites, news, and public filings, to research accounts and stakeholders. We process this data on your behalf, as your service provider.

Email engagement data

When campaign tracking is enabled, emails sent through DialogDrive may include a tracking pixel and tracked links. These record opens and clicks. We also record unsubscribes, bounces, and replies so we can honor opt-outs and suppress future sends.

In-app assistant

The DialogDrive application includes a support assistant powered by Ordo, another New Era Systems, LLC product. Messages you send to it are processed under the New Era Systems Privacy Policy.

3. How We Use Information

We use information to:

  • provide, operate, and secure the Service;
  • research accounts, draft campaigns and replies, and send the messages you approve;
  • detect replies, bounces, and opt-outs, and stop or suppress sends accordingly;
  • process payments, provide support, and communicate with you about your account;
  • comply with legal obligations.

We may use aggregated or de-identified data, which cannot reasonably identify you, for analytics and product improvement.

4. How We Use Artificial Intelligence

DialogDrive uses third-party AI model providers, currently OpenAI, to research, write, and classify content. Depending on the features you use, the following may be sent to the provider:

  • your prompts, campaign goals, and instructions;
  • contact, company, and research data related to the task;
  • excerpts from your Company Knowledge library;
  • the text of incoming messages, to classify replies and opt-out requests and draft suggested responses.

We use these providers through their business APIs, whose terms do not permit them to use your data to train their models. We do not use your data to train our own foundation models. AI output can be inaccurate. You review and approve what is sent.

5. Google User Data

When you connect a Google account, DialogDrive requests access only for the features you use. Gmail access lets DialogDrive send email and read and manage inbox messages, as described in Section 2. Google Drive access is read-only and lets DialogDrive read files for your Company Knowledge library. Basic profile information identifies the connected account.

DialogDrive'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. Specifically:

  • We use Google user data only to provide and improve user-facing features of DialogDrive.
  • We transfer Google user data to third parties only as necessary to provide those features, as described in this policy, to comply with law, or as part of a merger or acquisition with notice to you.
  • We do not use or transfer Google user data for advertising, and we do not sell it.
  • We do not use Google user data to develop, improve, or train generalized AI or machine-learning models.
  • Our staff do not read Google user data. The only exception is troubleshooting, and only after you give us express permission.

You can disconnect your Google account at any time in DialogDrive settings, or revoke access at myaccount.google.com/permissions.

6. How We Share Information

We do not sell personal data. We share data with service providers only as needed to deliver the Service:

  • Infrastructure: Microsoft Azure (hosting, database, storage, and system email).
  • AI models: OpenAI.
  • Payments: Stripe.
  • Connected services: Microsoft, Google, and HubSpot, when you connect them and as directed by your actions.

We may also disclose information when required by law, to protect rights and safety, in connection with a merger or acquisition, or with your consent. Third-party services have their own privacy policies.

7. Data Retention and Security

  • Encryption in transit: data moving between your browser, our servers, and third-party APIs is encrypted with TLS.
  • Encryption at rest: our databases and storage are encrypted at rest. OAuth tokens for connected mailboxes and CRMs are additionally encrypted with AES-256-GCM.
  • Isolation: each workspace's data is kept separate from other workspaces.

We keep personal data only as long as needed for the purposes in this policy, or as required by law. When you disconnect an account, we stop accessing it and delete its stored tokens. No system is completely secure. You are responsible for safeguarding your account credentials.

8. People You Contact

If you received an email sent through DialogDrive, the sender's organization controls your data, and we process it on their behalf. You can opt out by using the unsubscribe link in the email or by replying to ask to be removed. To ask us to delete research or contact data about you, email support@newerasystemsllc.com. We will work with the sender's organization to fulfill the request.

9. Your Rights

Depending on where you live, you may have the right to access, correct, delete, or restrict processing of your personal data, to object to processing, and to request data portability. To exercise these rights or request account deletion, contact support@newerasystemsllc.com.

10. Legal Bases (EEA/UK)

We process personal data based on performance of a contract, legitimate interests such as security and product improvement, consent where required, and compliance with legal obligations.

11. International Transfers

We are based in the United States and may transfer data internationally. Where required, we use appropriate safeguards, such as Standard Contractual Clauses.

12. Cookies and Similar Technologies

We use cookies and local storage for authentication and preferences. Campaign emails may use tracking pixels and links, as described in Section 2. You can control cookies through your browser settings. Disabling them may affect functionality.

13. Children's Privacy

The Service is not directed to children under 16 and is intended for business use. We do not knowingly collect children's data. If we learn that we have, we will delete it.

14. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes in the app or by email. Continued use of the Service after a change means you accept the updated policy.

15. Contact Us

Questions about this policy can be sent to New Era Systems, LLC at:

support@newerasystemsllc.com