Privacy Policy

1. Introduction

ACTN AI ("we," "our," or "us") operates a B2B SaaS platform that provides automated call handling, transcription, and CRM integration services. This Privacy Policy describes how we collect, use, disclose, and safeguard information obtained through our platform and services.

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with these terms, you must not use our services.

2. Information We Collect

2.1 Account and Business Information

When you register for our services, we collect:

• Company name and business details
• Contact information (name, email address, phone number)
• Billing and payment information
• Account credentials and authentication data
• User roles and permissions within your organization

2.2 Call and Communication Data

Through the provision of our services, we process:

• Inbound and outbound call recordings
• Transcriptions of voice communications
• Call metadata (duration, timestamp, caller ID, phone numbers)
• Customer interaction data and conversation analytics
• SMS and messaging content where applicable

2.3 CRM Integration Data

When you connect third-party CRM systems, we may access and process:

• Customer records and contact information
• Sales pipeline and opportunity data
• Task and activity logs
• Custom fields and metadata as configured

2.4 Technical and Usage Data

We automatically collect:

• IP addresses and device identifiers
• Browser type and operating system
• Platform usage statistics and feature interactions
• Log files and error reports
• Performance metrics and system diagnostics

3. How We Use Your Information

We process your information for the following purposes:

3.1 Service Delivery

• Providing automated call handling and routing
• Generating accurate transcriptions using AI technology
• Synchronizing data with your CRM systems
• Processing and analyzing customer interactions
• Delivering notifications and platform alerts

3.2 Platform Operations

• Maintaining and improving service functionality
• Troubleshooting technical issues
• Ensuring platform security and fraud prevention
• Conducting system monitoring and performance optimization

3.3 Business Purposes

• Processing billing and payments
• Providing customer support
• Communicating service updates and changes
• Analyzing usage trends for product development
• Complying with legal obligations and regulatory requirements

3.4 AI Processing

Our platform uses artificial intelligence and machine learning to:

• Transcribe voice communications with accuracy
• Extract insights and sentiment from conversations
• Automate call routing and response generation
• Improve AI model performance through aggregated, de-identified data

We do not use your call data to train third-party AI models without explicit consent. All AI processing occurs within our secure infrastructure or through vetted service providers bound by confidentiality obligations.

4. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We may share your information with:

• Cloud infrastructure providers (data hosting and storage)
• Payment processors for billing operations
• AI and transcription service providers
• CRM platforms you authorize for integration
• Analytics and monitoring tools

All third-party providers are contractually obligated to maintain confidentiality and security standards consistent with this Privacy Policy.

4.2 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity. You will be notified of any such change via email or prominent notice on our platform.

4.3 Legal Requirements

We may disclose your information when required to:

• Comply with valid legal process (subpoenas, court orders)
• Respond to government requests
• Enforce our Terms of Service
• Protect the rights, property, or safety of ACTN AI, our users, or the public
• Investigate fraud or security incidents

4.4 No Sale of Personal Data

We do not sell, rent, or trade your personal information or call data to third parties for marketing purposes.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

5.1 Active Account Data

• Call recordings and transcriptions: Retained per your configured retention policy (default 90 days, customizable up to 7 years)
• Account information: Maintained for the duration of your active subscription
• CRM integration data: Synchronized according to your settings

5.2 Post-Termination

Upon account termination or cancellation:

• Call data is retained for 30 days to allow for reactivation or data export
• After 30 days, all call recordings and transcriptions are permanently deleted
• Account and billing records are retained for 7 years for legal and tax compliance
• Aggregated, de-identified analytics data may be retained indefinitely

5.3 Data Deletion Requests

You may request early deletion of your data by contacting teamarunreddy@gmail.com. We will process such requests within 30 days, subject to legal retention obligations.

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Infrastructure: Secure cloud hosting with SOC 2 Type II certified providers
• Monitoring: 24/7 security monitoring and intrusion detection
• Audits: Regular security assessments and penetration testing
• Employee Training: Mandatory security awareness programs

Despite these measures, no system is completely secure. We cannot guarantee absolute security but commit to promptly notifying you of any data breach affecting your information, in accordance with applicable law.

7. Your Rights and Choices

7.1 Access and Portability

You have the right to:

• Access your personal information and call data through the platform dashboard
• Export your data in standard formats (CSV, JSON)
• Request a copy of data we hold about you

7.2 Correction and Update

You can update your account information directly through the platform settings. For assistance, contact our support team.

7.3 Deletion

You may request deletion of:

• Specific call recordings or transcriptions
• Your entire account and associated data

Note: Some data may be retained for legal compliance as described in Section 5.

7.4 Opt-Out Rights

• Marketing communications: Unsubscribe via email links or account settings
• Analytics cookies: Adjust browser settings to block non-essential cookies
• CRM integrations: Disconnect third-party services at any time

7.5 Exercising Your Rights

To exercise any of these rights, contact us at teamarunreddy@gmail.com. We will respond within 30 days of receiving your request. Verification of identity may be required.

8. International Data Transfers

ACTN AI operates globally. Your information may be transferred to, stored, and processed in countries other than your own, including the United States and European Union member states.

When transferring data internationally, we ensure adequate protection through:

• Standard contractual clauses approved by the European Commission
• Data processing agreements with all service providers
• Compliance with applicable data protection frameworks (GDPR, CCPA)
• Security measures equivalent to those in your jurisdiction

9. Compliance with Regulations

9.1 GDPR (European Union)

For users in the EU/EEA, we comply with the General Data Protection Regulation. Our lawful bases for processing include:

• Contract performance (providing services you've subscribed to)
• Legitimate interests (platform improvement, security)
• Legal obligations (compliance with applicable laws)
• Consent (where explicitly provided)

9.2 CCPA (California)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

9.3 Telecommunications Regulations

We comply with applicable telecommunications laws, including:

• Call recording consent requirements in all jurisdictions
• Telephone Consumer Protection Act (TCPA) in the United States
• Privacy and Electronic Communications Regulations

You are responsible for ensuring compliance with call recording laws in your jurisdiction, including obtaining necessary consent from call participants.

10. Children's Privacy

Our services are designed for business use and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information promptly.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain user sessions and authentication
• Remember user preferences and settings
• Analyze platform usage and performance
• Provide security features and fraud prevention

Types of cookies we use:

• Essential Cookies: Required for platform functionality
• Performance Cookies: Help us understand how you use the service
• Functional Cookies: Remember your preferences

You can control cookies through your browser settings. Disabling essential cookies may impact platform functionality.

12. Third-Party Links and Integrations

Our platform may contain links to third-party websites and integrates with external CRM systems. This Privacy Policy applies only to ACTN AI services. We are not responsible for the privacy practices of third-party services.

When you connect third-party integrations:

• Review the third party's privacy policy
• Understand what data will be shared
• Configure permissions appropriately
• You can disconnect integrations at any time

13. Data Controller and Processor

For the purposes of data protection law:

• You (the Customer) are the data controller for call data and customer information processed through the platform
• ACTN AI acts as a data processor, processing data on your behalf according to your instructions
• ACTN AI is the data controller for account information, billing data, and usage analytics

As a data processor, we will:

• Process data only as instructed by you
• Implement appropriate security measures
• Assist you in responding to data subject requests
• Notify you of any data breaches without undue delay
• Delete or return data upon termination of services

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations.

When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify you via email or platform notification
• We will provide a summary of significant changes
• For material changes, we may require re-acceptance

Continued use of the platform after changes become effective constitutes acceptance of the updated Privacy Policy.

15. Contact Us

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