Privacy Policy

Aaiva Technologies Privacy Policy

Your privacy is important to us. It is Aaiva Technologies' policy to respect your privacy and comply with applicable laws regarding personal information we may collect about you. This policy applies across our website, https://aaiva.ai, and other sites and services we own and operate.

Personal information refers to any data that can be used to identify you, including name, contact details, device information, payment details, and interactions with our services.

If our website contains links to third-party sites or services, please note that they have their own privacy policies. This Privacy Policy does not apply once you leave our site.

Last Updated: 05/03/2025

1. Information We Collect

We collect two types of information:

A) Voluntarily Provided Information

This includes any information you actively provide when:

Registering for an account. Subscribing to our newsletter. Participating in promotions or surveys. Contacting our team via email or social media. Using Aaiva-powered services and interacting with the AI.

B) Automatically Collected Information

This includes information collected automatically when you access our website or services:

Device Data (e.g., device type, operating system).Log Data (e.g., IP address, browser type, time and date of access).Usage Data (e.g., pages visited, time spent on site). This helps us optimize performance, detect security risks, and improve user experience.

2. How Aaiva Processes Your Data

Aaiva, our AI-powered virtual assistant, processes interactions to generate intelligent, automated responses while ensuring privacy and security.

A) What Data is Processed by Aaiva?

When you interact with Aaiva, we process:

Voice and text input (to generate responses). User preferences (to improve experience during the session). Device & usage data (for performance optimization).

B) Conversation Recording & Storage Aaiva records, logs, and retains chat and voice interactions to allow our clients to access and review them for business use. These stored interactions are only accessible to the client and are NOT used by Aaiva Technologies for any other purpose. Clients can access, review, download, or delete their stored interactions at any time.

C) Does Aaiva Train on Your Data?

No. Your conversations are NOT used to train or improve Aaiva. No human at Aaiva Technologies reviews or listens to stored interactions.

D) Who Provides the AI Technology?

Aaiva is powered by OpenAI’s AI models, which process interactions in real time. You can review OpenAI’s privacy policy here: OpenAI Privacy Policy:

https://openai.com/privacy

We do NOT share user data with OpenAI beyond what is necessary to generate responses in real time.

E) User Control & AI Privacy

Clients have full control over their stored interactions. Clients can access, review, download, or delete conversations at any time. Users interacting with Aaiva can request deletion of their stored interactions via the business using the AI service.

3. Legal Basis for Processing Your Data

Under UK GDPR & GDPR, we only collect and process personal data when:

✅ You provide consent (e.g., signing up for services).

✅ Processing is necessary for a contract (e.g., providing AI-powered services).

✅ It is in our legitimate interest (e.g., improving AI performance while ensuring privacy).

✅ We must comply with legal obligations

(e.g., fraud prevention).

4. Security of Your Data

We use industry-standard security measures to protect your personal information from unauthorized access, modification, or disclosure.

Although we take strong security precautions, no method of electronic transmission or storage is 100% secure. We encourage users to protect their own data by:

Using strong, unique passwords. Keeping login credentials confidential. Avoiding suspicious links or phishing attempts.

5. Data Retention & Deletion

Stored AI interactions remain available for the client’s access until they delete them. If a user requests deletion of their data, the request must be made via the business using Aaiva. If legally required (e.g., fraud prevention), we may retain minimal data for compliance purposes.

6. Your Rights & Choices

Under UK GDPR & GDPR, you have the right to:

🔹Access the data we hold about you.

🔹Correct inaccurate or incomplete information.

🔹Request deletion of stored interactions (via the business using Aaiva).

🔹Restrict processing of your data in certain situations.

🔹Object to processing of your data for specific purposes.

To exercise your rights, contact us at:

[email protected]

7. Sharing Your Information

We do NOT sell, trade, or share your data with third parties, except in cases where:

It is required to deliver the service (e.g., OpenAI for AI responses).It is legally required (e.g., law enforcement requests).It is part of a business transaction (e.g., a company merger).

Our third-party service providers include:

Google Analytics (website analytics).Stripe & PayPal (payment processing).OpenAI (AI-generated responses).

All third-party providers are required to comply with strict data protection policies

8. International Data Transfers

Your data is processed in the United Kingdom and may be transferred to OpenAI's infrastructure for real-time AI responses. We ensure all international transfers comply with GDPR adequacy requirements.

9. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience. For details, refer to our Cookie Policy.

10. Changes to This Policy

We may update this policy from time to time. If we make significant changes, we will:

Notify registered users via email.Update the "Last Updated" date at the top of this page. Continued use of our services implies acceptance of the updated policy.

11. Contact Us

For any privacy concerns or to exercise your rights, contact:

📩 Email: