Privacy Policy

1. Introduction

Aspinix ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered sales assistant platform that integrates with WhatsApp, Gmail, Calendar, CRM systems, and other communication channels.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, company details
• Communication Data: Messages, conversations, and interactions through our platform
• Lead Information: Contact details, preferences, and qualification data of your prospects
• Integration Data: Information from connected services (Gmail, WhatsApp, CRM, Calendar)

2.2 Automatically Collected Information

• Usage Data: How you interact with our platform, features used, time spent
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Server logs, error reports, performance metrics
• Cookies: Session cookies, preference cookies, analytics cookies

2.3 Third-Party Integration Data

• WhatsApp Business API: Message content, contact information, media files
• Gmail Integration: Email content, sender/recipient information, timestamps
• Calendar Services: Meeting details, availability, scheduling preferences
• CRM Systems: Lead data, contact records, sales pipeline information

3. How We Use Your Information

3.1 AI Processing and Lead Qualification

• Analyze conversations to qualify leads and extract key information
• Generate personalized responses and follow-up messages
• Score and prioritize leads based on engagement and qualification criteria
• Automate scheduling and CRM updates based on conversation outcomes

3.2 Service Provision

• Provide and maintain our AI sales assistant platform
• Process and route communications across integrated channels
• Synchronize data between your connected tools and services
• Generate analytics and insights about your sales performance

3.3 Communication and Support

• Send service-related notifications and updates
• Provide customer support and technical assistance
• Respond to your inquiries and requests
• Send marketing communications (with your consent)

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

4.1 Service Providers

• AI/ML Providers: For natural language processing and conversation analysis
• Cloud Infrastructure: For hosting, storage, and computing services
• Integration Partners: WhatsApp, Google, Microsoft, CRM providers for API connectivity
• Analytics Services: For usage analytics and performance monitoring

4.2 Legal Requirements

• Comply with applicable laws, regulations, or legal processes
• Protect our rights, property, or safety, or that of our users
• Investigate and prevent fraud, security breaches, or illegal activities
• Enforce our Terms of Service and other agreements

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to the same privacy protections.

5. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Data Minimization: We collect and retain only necessary information
• Incident Response: Procedures for detecting and responding to security breaches

6. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure adequate protection through:

• Adequacy Decisions: Transfers to countries with adequate data protection laws
• Certification Programs: Privacy Shield successor frameworks where applicable
• Binding Corporate Rules: Internal data protection standards

7. Your Rights and Choices

7.1 GDPR Rights (EU Residents)

• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Limit how we process your information
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Revoke consent for specific processing activities

7.2 CCPA Rights (California Residents)

• Know: Information about data collection and use
• Delete: Request deletion of personal information
• Opt-Out: Opt-out of the sale of personal information (we don't sell data)
• Non-Discrimination: Equal service regardless of privacy choices

7.3 How to Exercise Your Rights

To exercise your rights, contact us at:

• Email: support@aspinix.com
• Subject Line: "Privacy Rights Request"
• Include: Your name, email, and specific request details

8. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active plus 3 years
• Conversation Data: Retained for 7 years for AI training and compliance
• Lead Information: Retained according to your CRM retention settings
• Usage Logs: Retained for 2 years for security and analytics
• Legal Hold: Extended retention when required by law or litigation

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience:

9.1 Types of Cookies

• Essential Cookies: Required for basic platform functionality
• Performance Cookies: Help us understand how you use our platform
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used for targeted advertising (with consent)

9.2 Cookie Management

You can control cookies through your browser settings or our cookie preference center. Note that disabling certain cookies may affect platform functionality.

10. Children's Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly.

11. Third-Party Services

Our platform integrates with various third-party services. Each service has its own privacy policy:

• WhatsApp Business API: Meta's Business Privacy Policy
• Gmail/Google Workspace: Google Privacy Policy
• Microsoft 365: Microsoft Privacy Statement
• CRM Providers: Respective privacy policies of HubSpot, Salesforce, etc.
• Calendar Services: Google Calendar, Outlook Calendar privacy policies

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will:

• Post the updated policy on our website
• Update the "Last updated" date at the top of this policy
• Notify you via email for material changes
• Provide notice through our platform for significant updates

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: