Privacy Policy

1. Information We Collect

Information You Provide

• Contact Information: Name, email address, phone number, and company details when you contact us or request demos
• Account Information: Username, password, and profile information when you create an account
• Communication Data: Messages, feedback, and support requests you send to us
• Business Information: Industry, company size, and use case details to customize our solutions

Information Collected Automatically

• Usage Data: How you interact with our website and services
• Device Information: Browser type, operating system, IP address, and device identifiers
• Analytics Data: Page views, session duration, and user behavior patterns
• Cookies: Small data files stored on your device to improve your experience

VICI and TrAiCE Data

• Conversation Data: Interactions with VICI for service improvement and personalization
• Document Access: Metadata about documents accessed through integrations (content processing depends on your deployment type)
• Integration Data: Information necessary to connect with your platforms (Teams, Slack, etc.)
• Function Execution: Logs of TrAiCE microservice activations for performance optimization

2. How We Use Your Information

Service Delivery

• Provide, operate, and maintain our AI solutions
• Process your requests and communicate with you
• Customize VICI interactions and TrAiCE functionality
• Integrate with your chosen platforms and document repositories

Improvement and Development

• Analyze usage patterns to improve our services
• Develop new features and capabilities
• Train and optimize our AI models
• Conduct research and development activities

Communication and Support

• Respond to your inquiries and provide customer support
• Send important service updates and security notifications
• Provide information about new features and services (with your consent)
• Conduct surveys and gather feedback

3. Data Security and Protection

We implement industry-leading security measures to protect your information:

• Encryption: All data is encrypted in transit and at rest using AES-256 encryption
• Access Controls: Strict role-based access controls and multi-factor authentication
• Network Security: Secure cloud infrastructure with regular security audits
• Air-Gapped Options: For enterprise clients, we offer completely isolated deployments
• Compliance: SOC2, GDPR, and HIPAA compliance capabilities built into our platform

Data Sovereignty

For enterprise deployments, your data can remain entirely within your controlled environment. Our TrAiCE platform supports air-gapped deployments where no data leaves your network perimeter.

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information only in these limited circumstances:

• Service Providers: Trusted third parties who assist in operating our services (under strict confidentiality agreements)
• Legal Requirements: When required by law, court order, or governmental request
• Business Transfers: In connection with mergers, acquisitions, or asset sales (with continued privacy protection)
• Consent: With your explicit consent for specific purposes

Integration Partners

When you integrate VICI with platforms like Microsoft Teams or Slack, we access only the minimum data necessary to provide our services. We follow each platform's security and privacy guidelines.

5. Your Privacy Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Receive your data in a machine-readable format
• Objection: Object to certain processing activities
• Restriction: Request limitations on how we process your data

GDPR Rights (EU Residents)

If you're located in the European Union, you have additional rights under GDPR, including the right to lodge complaints with supervisory authorities.

CCPA Rights (California Residents)

California residents have specific rights under the California Consumer Privacy Act, including the right to know what personal information is collected and how it's used.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Provide personalized content and advertisements
• Improve our services and user experience

You can control cookie settings through your browser preferences. Note that disabling cookies may affect the functionality of our services.

7. Data Retention

We retain personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Improve our services and develop new features

When information is no longer needed, we securely delete or anonymize it according to industry best practices.

8. International Data Transfers

ConversaDocs operates globally. If you're located outside the United States, your information may be transferred to and processed in the U.S. We ensure appropriate safeguards are in place for international transfers, including Standard Contractual Clauses and adequacy decisions.

9. Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will promptly delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website and, for significant changes, by email or other communication methods.

11. Contact Information

If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us: