Privacy Policy

1. Introduction

Welcome to Aemira AI. This Privacy Policy explains how The Call Center Wizards LLC ("we," "us," or "our") collects, uses, shares, and protects your personal information when you use our AI assistant platform.

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

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide when using our services:

• Account Information: Name, email address, company name, phone number
• Payment Information: Billing details processed securely through Stripe (we never store full credit card numbers)
• Content: Knowledge sources, training materials, conversation data, and files you upload
• Communications: Messages you send to our support team or through our platform

2.2 Automatically Collected Information

We automatically collect certain information when you use our services:

• Usage Data: Conversation history, feature usage, bot interactions, response times
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies & Similar Technologies: We use cookies to enhance your experience (see Section 8)
• Log Data: Server logs, error reports, performance metrics

2.3 Information from Third Parties

• Google Drive: If you connect Google Drive, we access files you explicitly share with us
• Payment Processors: Stripe provides us with payment confirmation and billing information
• Authentication Providers: If you use SSO, we receive basic profile information

3. How We Use Your Information

We use the information we collect to:

3.1 Provide Our Services

• Power Amy (customer assistant) and Auri (team assistant) with your knowledge sources
• Process and respond to conversations
• Store and manage your uploaded content
• Sync with your integrated tools (Google Drive, etc.)

3.2 Improve & Personalize

• Analyze usage patterns to improve AI responses
• Enhance platform features based on user behavior
• Customize the experience for your specific needs
• Train and refine our AI models (using aggregated, anonymized data only)

3.3 Communicate with You

• Send service updates, security alerts, and technical notices
• Respond to support requests and inquiries
• Send billing statements and payment confirmations
• Share product updates and feature announcements (you can opt out)

3.4 Ensure Security & Compliance

• Detect and prevent fraud, abuse, and security threats
• Enforce our Terms of Service
• Comply with legal obligations and law enforcement requests
• Conduct internal audits and data analysis

4. How We Share Your Information

4.1 Service Providers

We share data with trusted third-party service providers who help us operate our platform:

• Hosting & Infrastructure: Cloud service providers for data storage and computing
• Payment Processing: Stripe for secure payment handling
• AI Services: OpenAI and Anthropic for AI model access
• Email Services: For sending transactional and service emails
• Analytics: Tools to understand usage patterns (anonymized data)

All service providers are contractually bound to protect your data and use it only for specified purposes.

4.2 Business Transfers

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

4.3 Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or subpoenas
• Protect the rights, property, or safety of Aemira AI, our users, or the public
• Enforce our Terms of Service
• Investigate potential violations or security incidents

4.4 With Your Consent

We may share information for other purposes with your explicit consent.

5. Data Security

We take data security seriously and implement industry-standard measures to protect your information:

5.1 Technical Safeguards

• Encryption: Data in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based permissions and multi-factor authentication
• Secure Infrastructure: Enterprise-grade cloud hosting with regular security updates
• Monitoring: Continuous security monitoring and intrusion detection

5.2 Organizational Safeguards

• Limited employee access to personal data (need-to-know basis)
• Regular security training for our team
• Incident response procedures
• Regular security audits and penetration testing

Note: While we implement robust security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we continuously work to enhance our protections.

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

6.1 Active Accounts

• Account Data: Retained while your account is active
• Conversation History: Retained according to your subscription plan settings
• Knowledge Sources: Retained until you delete them

6.2 Inactive/Deleted Accounts

• Account Deletion: Data deleted within 90 days of account closure
• Legal Requirements: Some data may be retained longer for legal compliance (e.g., billing records for 7 years)
• Anonymized Data: Aggregated, anonymized analytics may be retained indefinitely

6.3 Your Right to Delete

You can request immediate data deletion by contacting support@aemiraai.com. We will process deletion requests within 30 days, except where retention is required by law.

7. Your Privacy Rights

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

7.1 Access & Portability

• Access: Request a copy of the personal data we hold about you
• Portability: Receive your data in a structured, machine-readable format

7.2 Correction & Deletion

• Correction: Update or correct inaccurate personal information
• Deletion: Request deletion of your personal data (subject to legal exceptions)

7.3 Control & Objection

• Opt-Out: Unsubscribe from marketing emails
• Restrict Processing: Limit how we use your data in certain circumstances
• Object: Object to processing based on legitimate interests

7.4 How to Exercise Your Rights

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

8. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience:

8.1 Types of Cookies We Use

• Essential Cookies: Required for basic platform functionality (login, security)
• Performance Cookies: Help us understand how you use our platform
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Provide insights into usage patterns (anonymized)

8.2 Your Cookie Choices

You can control cookies through your browser settings. Note that disabling certain cookies may limit platform functionality.

8.3 Do Not Track

Some browsers have "Do Not Track" features. Currently, there is no industry standard for how to respond to these signals, so we do not currently respond to Do Not Track signals.

9. Children's Privacy

Aemira AI is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

If you believe we have collected information from a child under 13, please contact us immediately at privacy@aemiraai.com, and we will promptly delete such information.

10. International Data Transfers

Aemira AI is operated from the United States. If you are located outside the U.S., your information will be transferred to, stored, and processed in the United States.

By using our services, you consent to this transfer. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

We will notify you of material changes via email or through the platform. The "Last Updated" date at the top of this policy indicates when it was last revised.

Your continued use of Aemira AI after changes take effect constitutes acceptance of the updated policy.