Effective Date: January 1, 2025

1. Information We Collect

We collect the following types of information:

• Account Information: Name, email address, phone number, company name, and billing details.
• Email Content: Emails forwarded to your @aivaroq.com address for processing and response generation.
• Usage Data: Log files, IP addresses, browser type, pages visited, and interaction data.
• Uploaded Documents: Company data, FAQs, policies, and other files you provide to improve AI responses.
• Payment Information: Processed securely through Razorpay; we do not store full credit card numbers.

2. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our email automation services.
• Process and route emails according to your configured workflows.
• Generate AI-powered email responses based on your uploaded data.
• Send service-related notifications, updates, and support communications.
• Analyze usage patterns to enhance features and user experience.
• Detect, prevent, and address technical issues and security threats.
• Comply with legal obligations and enforce our Terms of Service.

3. Data Sharing and Disclosure

We do not sell your personal information. We may share data in the following circumstances:

• Service Providers: Third-party vendors who assist with hosting, payment processing, and analytics (under strict confidentiality agreements).
• Legal Requirements: When required by law, court order, or government request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets (users will be notified).
• With Your Consent: When you explicitly authorize us to share specific information.

4. Data Security

We implement industry-standard security measures:

• TLS 1.3 encryption for data in transit.
• AES-256 encryption for data at rest.
• Multi-tenant data isolation with row-level security.
• Regular security audits and vulnerability assessments.
• Access controls and authentication mechanisms.
• Automated backup and disaster recovery procedures.

5. Data Retention

• Email data is retained for the duration of your active subscription plus 30 days.
• Uploaded documents are stored as long as your account is active.
• Log files and analytics data are retained for 90 days.
• Billing records are kept for 7 years to comply with tax regulations.
• You may request data deletion at any time by contacting support.

6. Your Rights

You have the right to:

• Access and download your personal data.
• Correct inaccurate or incomplete information.
• Request deletion of your data (subject to legal retention requirements).
• Object to or restrict certain data processing activities.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a data protection authority.

7. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain user sessions and authentication.
• Remember user preferences and settings.
• Analyze site traffic and usage patterns.
• Improve service performance and user experience.

You can control cookie settings through your browser preferences.

8. Third-Party Services

Our service integrates with third-party platforms:

• Razorpay: Payment processing (see Razorpay's privacy policy).
• Email providers: Gmail, Outlook, and custom SMTP services.
• AI models: OpenAI and other AI service providers for response generation.

These services have their own privacy policies, and we encourage you to review them.

9. International Data Transfers

Your data may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place, including standard contractual clauses and adequate data protection measures.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we discover such data, we will delete it immediately.

11. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA:

• Right to know what personal information is collected.
• Right to know if personal information is sold or disclosed.
• Right to opt-out of the sale of personal information.
• Right to deletion of personal information.
• Right to non-discrimination for exercising CCPA rights.

To exercise these rights, contact us at privacy@aivaroq.com

12. GDPR Compliance (EU Users)

For users in the European Union, we comply with GDPR requirements:

• Lawful basis for data processing (consent, contract, legitimate interest).
• Data protection officer contact available upon request.
• Data portability in machine-readable format.
• Right to erasure ("right to be forgotten").

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify users of material changes via email or through the service. The "Effective Date" at the top indicates the last update.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us at:

Email: privacy@aivaroq.com
Address: Lucknow, Uttar Pradesh, India

Privacy Policy

Effective Date: January 1, 2025