1. Introduction

Aventora AI ("we", "us", "our") 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 assistant services (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, do not use the Service.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

Account Information: Username, email address, password (encrypted)
Profile Information: Name, domain, service preferences
Payment Information: Processed securely through Stripe (we do not store credit card details)
Communications: Messages, emails, and support requests
Domain Content: Documents, knowledge base content, and custom data you upload

2.2 Information Collected Automatically

When you use the Service, we automatically collect:

Usage Data: Service interactions, features used, credit consumption
Log Data: IP address, browser type, pages visited, time spent
Device Information: Device type, operating system, unique device identifiers
Conversation Data: Chat messages, voice recordings, call transcripts
Call Data: Phone numbers called, call duration, call outcomes

2.3 Information from Third-Party Services

If you connect third-party services, we may receive:

Microsoft Outlook: Calendar events, availability, contact information
Twilio: Call metadata, phone number information
Stripe: Payment confirmation, transaction details

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve the Service
Process your transactions and manage your account
Send you service-related communications
Respond to your comments, questions, and support requests
Train and improve our AI models (using anonymized data)
Monitor and analyze usage patterns and trends
Detect, prevent, and address technical issues and security threats
Comply with legal obligations
Enforce our Terms and Conditions

4. AI Model Training

We may use anonymized conversation data to improve our AI models. This includes:

Removing personally identifiable information before training
Aggregating data from multiple users
Using conversations to improve response accuracy and quality

You can opt out of having your data used for AI training by contacting us at privacy@aventora.ai.

5. Information Sharing and Disclosure

We may share your information in the following circumstances:

5.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

OpenAI: AI model processing
Microsoft Azure: Text-to-speech services
Deepgram: Speech-to-text services
Twilio: Phone and SMS services
Stripe: Payment processing
Email Service Providers: Transactional emails

5.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

5.3 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

5.4 Protection of Rights

We may disclose information to protect the rights, property, or safety of Aventora AI, our users, or others.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

Encryption of data in transit and at rest
Secure authentication systems (OAuth2, JWT tokens)
Regular security audits and updates
Access controls and authentication requirements
Secure database storage with PostgreSQL

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. We may also retain information to comply with legal obligations, resolve disputes, and enforce our agreements.

Account Data: Retained while your account is active
Conversation Logs: Retained for service improvement and support (up to 2 years)
Call Recordings: Retained for quality assurance (up to 1 year)
Billing Records: Retained for 7 years for tax and accounting purposes

8. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You have the right to access your personal information and receive a copy in a portable format.

8.2 Correction

You have the right to correct inaccurate or incomplete personal information.

8.3 Deletion

You have the right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations, pending transactions).

8.4 Opt-Out

You can opt out of marketing communications at any time. Service-related communications cannot be opted out of.

8.5 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@aventora.ai. We will respond to your request within 30 days.

9. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), we process your personal data in accordance with the General Data Protection Regulation (GDPR).

9.1 Legal Basis for Processing

We process your personal data based on:

Contract Performance: To provide the Service you requested
Legitimate Interests: To improve our Service and prevent fraud
Consent: When you provide explicit consent (e.g., marketing communications)
Legal Obligations: To comply with applicable laws

9.2 Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.

9.3 Additional Rights for EEA Users

In addition to the rights listed above, EEA users have the right to:

Object to processing of your personal data
Request restriction of processing
Lodge a complaint with a supervisory authority

10. CCPA Compliance (California Residents)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected
Right to know whether personal information is sold or disclosed
Right to opt out of the sale of personal information (we do not sell your information)
Right to deletion of personal information
Right to non-discrimination for exercising your rights

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

Maintain your session when logged in
Remember your preferences and settings
Analyze how you use the Service
Improve Service functionality and user experience

You can control cookies through your browser settings. However, disabling cookies may affect Service functionality.

12. Third-Party Services

Our Service integrates with third-party services. Each has its own privacy policy:

OpenAI: OpenAI Privacy Policy
Microsoft: Microsoft Privacy Statement
Twilio: Twilio Privacy Policy
Stripe: Stripe Privacy Policy
Deepgram: Deepgram Privacy Policy
Azure: Azure Privacy Statement

13. Microsoft Outlook Calendar Access

If you use the Phone Assistant service and authorize access to your Outlook calendar:

We access your calendar only to check availability and book appointments
We store OAuth tokens securely to maintain authorized access
We do not read, modify, or delete existing calendar events without your explicit action through the Service
You can revoke calendar access at any time through your Microsoft account settings
We use Microsoft Graph API with delegated permissions (user-authorized access only)

14. Call Recordings and Transcripts

When you use the Phone Assistant service:

Phone calls may be recorded for quality assurance and service improvement
Call transcripts are generated and stored to track appointment bookings
Recordings and transcripts are encrypted and stored securely
We comply with applicable call recording laws and regulations
Recordings may be retained for up to 1 year

By using the Phone Assistant service, you consent to call recording and agree to inform call recipients that calls may be recorded where required by law.

15. Data Security Measures

We implement industry-standard security measures:

HTTPS/TLS encryption for all data in transit
Database encryption for data at rest
Password hashing using bcrypt
OAuth2 authentication for calendar access
API key authentication with permission scoping
Regular security audits and vulnerability assessments
Access logging and monitoring

16. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us, and we will delete such information.

17. International Data Transfers

Your information may be transferred to, and maintained on, computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ.

We take steps to ensure that your data is treated securely and in accordance with this Privacy Policy and applicable data protection laws, regardless of where it is processed.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

Posting the new Privacy Policy on this page
Updating the "Last Updated" date
Sending you an email notification for material changes

Your continued use of the Service after changes become effective constitutes your acceptance of the revised Privacy Policy.

19. Contact Us

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

Email: privacy@aventora.ai
Support: support@aventora.ai
Website: https://aventora.ai

20. Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection Officer at: dpo@aventora.ai

21. Service-Specific Privacy Information

21.1 Domain Assistant

Content you upload for domain customization is:

Stored in your private domain space
Not shared with other users
Used only to provide responses to your users
May be used for AI model fine-tuning (anonymized)

21.2 Phone Assistant

Phone call data includes:

Phone numbers (caller and recipient)
Call duration and timestamps
Call transcripts and recordings
Appointment booking details
Call outcomes and analytics

22. Analytics and Performance

We collect analytics data to improve Service performance:

Service usage patterns and trends
Feature adoption and engagement
Error rates and technical issues
Response times and quality metrics

This data is aggregated and anonymized whenever possible.