Privacy Policy

Exaptive's Privacy Policy

This Privacy Policy describes how Exaptive, Inc. collects, uses, and shares the information collected through our website, products, and services, available at,, and various subdomains. It also describes the choices that you have regarding use, access, and correction of information collected about you.

Sometimes we collect information because it is submitted to us by a website visitor, a customer, or a software user. We also collect data automatically about visits to our website and use of our software. We also, at times, collect or handle data on behalf of our customers.

Sometimes the data we collect is considered Personal Data, which is: 1) information that can be used on its own or with other information to identify, contact, or locate you; or 2) other information about you that is stored in such a way that it is associated with your identity.

By visiting our website or using any of our products or services, you agree that your information will be handled as described in this Policy.

Information We Collect About You

We may collect information about you directly from you, from third parties that possess information about you, or automatically through your use of our website, products, or services.

Information We Collect Directly From You. Sometimes you must provide personal information in order to access particular materials from our website or to access particular functionality in our products or services. We aspire to only request the information that is necessary or beneficial in the context it is requested. We also aspire to make it obvious why we are collecting the information in that context. You can always decline to access those materials or functionality and thereby avoid providing us with this information. Once we have collected your information, you maintain control of it. You can delete it or alter it, either through the user interface of our software or by contacting us at

Information We Collect on Behalf of or From a Third Party. Sometimes we collect information under the direction of a customer, partner, or another third-party with whom we are working. Sometimes they use software or a service they bought from us to collect your information. If either case applies to you, we may not have a direct relationship with you. The best way to have your data deleted or changed would be to contact that customer. If in doubt, you may, however, contact us, and we will try to help.

Information We Collect Automatically. We may automatically collect information about your use of our website, product or services, through cookies and other technologies, including some identifying information, like your domain name, your IP address, or device ID.

In all cases, we may use the information we collect about you in aggregated or anonymized form or associate it with other information that we collect about you.

Please review the Schedule at the bottom of this Privacy Policy for specifics about the information we are collecting.

How and Why We Use Your Information

We use the information, including Personal Data, that we gather about you for the following purposes:

  • Customer Experience. We use information we collect to provide our products and services to you, to communicate with you about your use of our products and services, to respond to your inquiries, to fulfill your orders, and for other customer service purposes.
  • User Experience. We tailor the content and information that we may send or display to you, to offer location customization and personalized help and instructions, and to otherwise personalize your experiences while using our products and services.
  • Communication and Marketing. We may use your information to contact you, including for marketing and promotional purposes. For example, we may use your information, such as your email address, to send you news and newsletters, special offers, and promotions, or to otherwise contact you about products or information we think may interest you. We also may use the information that we learn about you to assist us in advertising our Services on third-party services.
  • Research and Analytics. We use information we collect to better understand how users access and use our website, products and services, both on an aggregated and individualized basis. We do that to improve our products and services, respond to user preferences, tailor our marketing and sales, and to conduct research about areas of interest to our business, such as innovation with data, data-driven research, or data visualization.

In each case, we only do so where you have been notified of our intentions and where we have every reason to believe you have given your information with the intention of us using it for that particular purpose.

Please review the Schedule at the bottom of this Privacy Policy for the basis we are collecting information in specific instances.

How We Share Your Information

We may share the information that we collect about you, including Personal Data as follows:

  • Other Users. Through use of our product(s), your User Profile data may be shared with other Users for the purpose of facilitating collaboration and insight. You have control over what goes in your User Profile and its privacy setting. Each instance of one of our products defines the scope of its own community. Take care to understand who is in the community you are joining and therefore who will see your User Profile data.
  • Service Providers. We may disclose the information we collect from you to third-party vendors, service providers, contractors, or agents who perform actions or functions on our behalf.
  • Business Transfers. If we are acquired by or merged with another company, if substantially all of our assets are transferred to another company, or as part of a bankruptcy proceeding, we may transfer the information we have collected from you to the other company. If we own another company as a subsidiary or have an affiliate company in another country, we may share the information we have collected with that subsidiary or affiliate.
  • In Response to Legal Process. We also may disclose the information we collect from you in order to comply with the law, a judicial proceeding, court order, or other legal process, such as in response to a court order or a subpoena.
  • To Protect Us and Others. We also may disclose the information we collect from you where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our Subscription Agreementor this Policy, or as evidence in litigation in which we are involved.
  • Aggregate and Anonymized Information. We may share aggregate or anonymized information about users with third-parties for our marketing, advertising, research, or similar purposes.
  • Data About a Customer’s Authorized Users. Corporate or organizational customers sometimes buy access to a private instance of Exaptive Software. When they do so, they invite individuals to be Authorized Users of the software. We may receive or share Personal Data or aggregate or anonymized information about those Authorized Users.

In each case, we only do so with a commitment from the third-party that they will treat your Personal Data according to the security and privacy standards required by law and this Privacy Policy.

Please review the Schedule at the bottom of this Privacy Policy for the specifics of with we share your Personal Data.

Our Use of Cookies and Other Tracking Mechanisms

We, our service providers and our customers use technologies such as cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. Users can control the use of cookies at the individual browser level.

Disabling Cookies. Most web browsers automatically accept cookies, but if you prefer, you can edit your browser options to block them in the future. The Help portion of the toolbar on most browsers will tell you how to prevent your computer from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. Visitors to our site who disable cookies will be able to browse certain areas of the site, but some features may not function.

Analytics. We use automated applications and services to track our visitors and evaluate usage of our website, products, and services. We use these tools to help us improve our website, products, and services. Sometimes these tools are our own. Sometimes they are products or services provided by a third-party. For example, we use Hubspot, Google Analytics, and HotJar to track and collect information about our website. We use Pendo to collect information about use of our products and services. Please review the schedule at the end of this Policy for a complete list.

Please note, when it comes to online advertising, we only control our own ad campaigns. But you have some control over whether online advertisers, in general, serve you targeted ads. You may opt-out of targeted ads from many providers here, or if located in the European Union, here. This does not opt you out of being served all online ads. You will just continue to receive generic ads. You can also delete your browser’s cookie history to eliminate targeted ads.

Where Your Personal Data is Kept

We use remote servers to store data, as do the third-parties that process data for us. It is likely that your Personal Data will be stored in multiple locations all over the world. Please review the Schedule at the bottom of this Privacy Policy for specifics.

Third-Party Links

Our Services may include links to third-party websites or applications whose privacy practices may differ from ours. Any information that these third-parties collect about you is governed by their privacy policies. We encourage you to carefully read the privacy policy of any third-party website or application you visit or use.

Data Security

We take steps consistent with industry standards and legal requirements to protect your Personal Data from unauthorized access, misuse, or alteration. Please be aware that despite our best efforts, no data security measures can guarantee 100% security.

You should take steps to protect against unauthorized access to your password, phone, and computer by, among other things, signing off after using a shared computer, choosing a robust password that nobody else knows or can easily guess, and keeping your log-in and password private. We are not responsible for any lost, stolen, or compromised passwords or for any activity on your account via unauthorized password activity.

Data Retention

We only retain your Personal Data as long as is necessary for the purpose it was collected. When that purpose is no longer valid, we will delete your Personal Data or have it deleted by the Third Party that is processing it for us.

Your Rights: Access to and Control of Your Personal Data

Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Data. You may access, correct, request erasure of, obtain, or restrict the processing of your Personal Data, whether we possess it or a third party processes it for us.

In many cases, we will provide you direct control over the information we collect and how it is used. For example, you may opt out of email communications by following the opt-out instructions contained in the email. You may also edit your user profile in our products and services from within the product or service.

If in any particular case you are not provided the direct control or access you desire, you may contact us at, 617-826-9873, or

Exaptive, Inc.
124 NW 12th St.
Oklahoma City, OK 73103

We will respond to your request within a reasonable timeframe.

In certain circumstances we may retain your Personal Data to comply with legal obligations, resolve disputes, or enforce our agreements.

We may need to retain your Personal Data in order to continue providing a particular product or service. In that case, a request to delete your information may require closing your account or otherwise discontinuing access to our product or service.

Please note that copies of information that you have updated, modified, or deleted may remain viewable in cached and archived pages of any website or web application for a period of time.

If you seek to access, amend, or delete data that we handle on behalf of one of our customers, we may direct you to that customer before taking action.

Your Rights: The Right to Complain

If you are unsatisfied with the way we have handled your Personal Data, you have the right to complain to the relevant data protection authority(s) for where you live.

Children Under 13

Our Services are not designed for children under 13. If we discover that a child under 13 has provided us with personal information, we will delete such information from our systems.

Contact Us

If you have questions about the privacy aspects of our Services or would like to make a complaint, please contact our Data Protection Officer at, 617-826-9873, or Exaptive, Inc., 309 NW 13th St., Oklahoma City, OK 73103.

EU Representative

Our official representative for data protection matters within the European Union, pursuant to Art. 27 of Regulation (EU) 2016/679 (the General Data Protection Regulation, or GDPR), is:

Adaptant Solutions AG
Rosenheimer Str. 139
81671 Munich

Please email with inquiries. Inquiries may also be submitted through Adaptant’s contact form at:

Changes to this Policy

We may update this Policy to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the email address specified in your account) or by means of a notice on this website prior to the material change becoming effective with regard to Customer personal data. We encourage you to periodically review this page for the latest information on our privacy practices.

This Policy was last updated on September 22, 2020.

Schedule of Data Collection

The following is a comprehensive schedule of all types of Personal Data we handle in each context, what third-party processes it, where it is stored, and how to find more information.

In this age of distributed servers, it isn’t always feasible to pin down where data is stored at a given moment. If you are in the European Union, you can assume that your Personal Data will be stored at least in part outside the EU in all these cases. We will provide the best information we can get about where the data is stored.

Types of data with an asterisk are only collected when they are submitted by a visitor, customer, or user.

Website Visitors

Website Form Submissions

Product Users