Privacy Policy

A Legal Disclaimer

Welcome to Aivara ("we," "our," or "us"). Your privacy is important to us. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, software platform, and related services (collectively, the "Services").

By using our Services, you agree to the practices described in this Privacy Policy.

Information We Collect

Information You Provide

We may collect information you voluntarily provide, including:

• Name
• Email address
• Phone number
• Business information
• Account login credentials
• Messages or content submitted through our platform
• Payment and billing information (processed via third-party providers)

Communications Data

If you use features involving SMS, email, or voice, we may collect:

• Message content
• Phone numbers
• Call recordings or voicemail (when enabled)
• Message delivery metadata (timestamps, status)

These communications may be processed through third-party providers such as Twilio.

Google Account Integrations

If you choose to connect your Google account to Aivara, we may access certain Google user data that you explicitly authorize through Google's OAuth consent process, including Gmail and Google Calendar information, solely for the purpose of providing requested features within our Services.

Examples of authorized uses may include:

• Reading incoming emails to identify customer inquiries or leads
• Generating draft email responses for your review and approval
• Sending approved emails on your behalf through your connected Gmail account
• Viewing calendar availability
• Creating or updating calendar events when enabled by you

We only access Google user data necessary to provide requested features.

We do not sell Google user data.

Google user data is not used to develop, improve, or train generalized artificial intelligence or machine learning models.

You may revoke Aivara's access to your Google account at any time through your Google Account security settings.

Automatically Collected Information

We may automatically collect:

• IP address
• Browser type and device information
• Pages visited and usage activity
• Cookies and similar tracking technologies

How We Use Your Information

We use collected information to:

• Provide and operate our Services
• Send transactional and service-related communications
• Deliver SMS, email, and voice messages on your behalf
• Improve platform functionality and performance
• Provide customer support
• Comply with legal and regulatory requirements
• Prevent fraud, abuse, or misuse of the platform

SMS & Messaging Compliance

By providing a phone number or using messaging features on our platform, you acknowledge and agree to the following:

• Messages sent through Aivara are intended for legitimate, service-related business communications, including inquiries, appointments, estimates, and service updates
• Consent to receive SMS messages may be obtained through customer-initiated contact, service interactions, or submission of contact information
• Message frequency varies depending on the use case
• Standard message and data rates may apply
• Users may opt out at any time by replying STOP
• Users may request assistance by replying HELP

We do not sell or share phone numbers for marketing purposes.

Sharing of Information

We do not sell personal data.

We may share information with:

• Trusted service providers (e.g., Twilio, Google services, email providers, payment processors)
• Legal authorities when required by law
• Business partners strictly for service functionality

All third parties are required to maintain appropriate security measures.

Aivara Staff Access to Your Account

Authorized Aivara employees may access limited information about your account through internal administrative tools. This access supports customer service, billing, fraud and abuse prevention, security monitoring, and improvement of the Services. All such access is logged for audit purposes.

When our staff access an account through these tools, they can view:

• Account profile information (business name, owner name, email, phone number)
• Subscription, billing, and trial status
• Connection status of integrated services (Gmail, Google Calendar, Twilio)
• Aggregate usage metrics (number of leads received, AI replies generated, SMS messages sent, approval rates, last activity date)
• Metadata about recent leads (date, source channel, status) without the contents of any messages, emails, voicemails, or the names and contact details of your end customers

Aivara staff do not routinely read the content of emails, SMS messages, voicemails, or AI-generated replies stored in your account. Such content may only be accessed when (a) you explicitly request support that requires it, (b) we are investigating suspected abuse, fraud, or a security incident, or (c) we are required to do so by law. All such access is logged.

We will never sell or share the content of your customer communications with third parties for marketing purposes.

Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your data. However, no method of transmission over the internet is 100% secure.

Data Retention

We retain personal data only as long as necessary to:

• Provide our Services
• Comply with legal obligations
• Resolve disputes and enforce agreements

Your Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data
• Request correction or deletion
• Object to or restrict processing
• Withdraw consent

To exercise these rights, contact us at the email below.

Cookies

We use cookies to enhance user experience and analyze platform usage. You may disable cookies in your browser settings, though some features may not function properly.

Third-Party Links

Our Services may contain links to third-party websites. We are not responsible for their privacy practices.

Children's Privacy

Our Services are not intended for individuals under 18 years of age, and we do not knowingly collect data from minors.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.

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