Effective Date: 08/24/2024

At aiana.io, your privacy is a top priority. We know that when you use our AI customer support chatbot, you trust us with your personal information. This Privacy Policy explains how we collect, use, and protect that information. 

By using our services, you agree to follow the practices described here, so we encourage you to read it carefully. This policy is part of our Terms and Conditions, which outline the rules for using our services.

1. What We Mean by Certain Terms

To make this policy easier to understand, here’s a quick guide to some terms we use:

• Personal Data: This is any information that can be used to identify you, like your name, email address, or phone number.
• Client: This refers to a customer who uses aiana.io’s services.
• User: A User is someone who uses our services on behalf of a Client, like an employee.
• End-User: These are the people who interact with a Client through our chatbot.
• Visitor: A Visitor is anyone who visits our website but doesn’t log in.
• Client Data: This is any data stored by Clients, Users, or End-Users while using our services.

2. How We Collect and Use Your Information

We gather different types of information depending on how you interact with us. When you create an account, we ask for basic details like your name, email address, and company name. This helps us set up your account and provide our services to you. If you decide to make a payment, we’ll collect your payment information, such as your credit card details. We only store the necessary parts of this information, like the last four digits of your card, to keep your transactions secure. If you get in touch with us through email or social media, we may collect information like your name and company to help us respond to your inquiries effectively.

Besides the information you directly provide, we also automatically collect data when you visit our website or use our services. This includes technical details like your IP address, the type of device you’re using, your browser, and the time and date you accessed our services. We use this information to understand how you and others are using our services, which helps us improve your overall experience. To make your interaction with our services smoother, we also use cookies and similar technologies. These small data files help us remember your preferences and make our website work better for you. You can choose to manage or disable cookies through your browser settings, but keep in mind that some features might not work as well without them.

3. Understanding Cookies and Tracking Technologies

Cookies are small files that are placed on your device when you visit a website. We use cookies to make your experience on aiana.io more personalized and efficient. For example, cookies help us remember your login details so you don’t have to re-enter them every time you visit. There are two main types of cookies: session cookies, which disappear when you close your browser, and persistent cookies, which stay on your device until you delete them or they expire. You’ll be notified about cookies the first time you visit our site, and you can manage your cookie settings anytime through your browser. However, if you choose to block cookies, some features of our services might not work as intended.

4. How We Use the Information We Collect

The information we collect from you is primarily used to provide and improve our services. We need your information to create and manage your account, process payments, and offer customer support. We might also use your contact details to send you important updates, such as changes to this Privacy Policy or our Terms of Service. Additionally, we analyze how our services are used to make them better and more efficient. This includes understanding what works well and what doesn’t, so we can fix issues and improve your experience. We also use your information for legal reasons, such as complying with laws, preventing fraud, and protecting our rights and the rights of others.

5. When We Share Your Information

We respect your privacy and do not share your personal information with others unless it’s necessary to provide our services or comply with legal requirements. For example, we might share your information with trusted third-party service providers who help us with things like hosting our website, processing payments, or providing customer support. These providers are only allowed to use your information to perform these tasks and are required to keep your information confidential. We may also share information if it’s required by law, such as in response to a court order, or to protect the rights and safety of aiana.io and our users. If aiana.io is ever involved in a merger or sale, your information might be transferred to the new owner, but we’ll make sure they protect your privacy just like we do.

6. How We Protect Your Information

We take several steps to ensure your personal information is safe. This includes using advanced security measures to protect against unauthorized access or disclosure of your data. However, it’s important to understand that no system is 100% secure. While we work hard to protect your information, we can’t guarantee complete security. You also play a role in keeping your information safe by using strong passwords and keeping your account details private. If you ever suspect that your account has been compromised, please contact us immediately.

7. International Data Transfers

Because we serve customers all over the world, your information may be transferred to and stored in countries outside of your own. These countries may have different data protection laws, but we make sure that your information is treated with the same level of care no matter where it’s processed. If we transfer your data internationally, we’ll use legal safeguards, such as Standard Contractual Clauses, to ensure your information remains protected.

8. How Long We Keep Your Information

We only keep your personal information for as long as it’s needed to provide our services or comply with legal obligations. Once your information is no longer needed, we’ll securely delete or anonymize it. In some cases, we may keep your data in our backup systems for a while, but it won’t be used for anything other than system recovery. If you ask us to delete your data, we’ll do our best to honor your request, as long as we’re not required to keep it for legal reasons.

9. Protecting Minors’ Privacy

Our services are not designed for or directed at children under 18. We do not knowingly collect personal information from minors. If we learn that we’ve collected information from someone under 18 without parental consent, we will delete it promptly. If you are a parent or guardian and believe your child has provided us with personal information, please contact us so we can take appropriate action.

10. Your Rights and Choices

You have control over your personal information and several rights regarding how it’s used. You have the right to access the data we hold about you, request corrections if there are mistakes, and ask us to delete your data if it’s no longer needed. You can also ask us to stop using your data in certain ways, like for marketing purposes. If we’re using your data based on your consent, you can withdraw that consent at any time, and we’ll stop processing your data unless there’s a legal reason to continue. To exercise any of these rights or if you have concerns about how we handle your data, please contact us using the information provided below.

You can also opt out of receiving marketing emails from us by following the unsubscribe link in the emails. However, you will still receive essential communications about your account and our services.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we’ll update the “Effective Date” at the top of this page and notify you if the changes are significant. We encourage you to review this policy regularly to stay informed about how we protect your privacy. By continuing to use our services after any changes to this policy, you agree to the updated terms.

12. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please don’t hesitate to reach out to us. You can contact us by email at hello@aiana.com or by mail at Brussels, Belgium. We’re here to help and ensure that your privacy is respected..