Privacy Policy

1. Introduction

IntelliviaAI Ltd ("IntelliviaAI", "we", "our", "us") is committed to protecting your privacy and complying with applicable data protection laws, including UK GDPR, EU GDPR, Data Protection Act 2018, and applicable US privacy laws (CCPA/CPRA). This Privacy Policy explains how we collect, use, disclose, and protect personal data when you interact with our website, services, and AI automation solutions.

2. Scope

3. Roles Under Data Protection Law

• Clients: Data Controllers for their own systems and API integrations.
• IntelliviaAI: Data Processor for client systems; Data Controller for our own operational

use (website, internal marketing, social media automation).

4. Personal Data We Collect

4.1 Information Provided by Users

• Name, email, phone
• Company and role
• Inquiry submissions, support requests
• Newsletter sign-ups

4.2 Automatic Collection- IP addresses, browser type, device info

• Usage logs, analytics
• Cookies and tracking technologies

4.3 Client System Data

• Processed strictly for service delivery
• Data remains under client ownership and control

5. API Integrations

• Integrations may include LinkedIn, X (Twitter), Google Workspace (Sheets, Drive, Calendar, Gmail), CRMs, AI providers (OpenAI, Anthropic), and others.
• All systems are built using client-owned accounts and API keys.
• Data flow: Client system -> Third-party API -> Client system.
• IntelliviaAI does NOT store production data from client systems.
• Clients are responsible for lawful API use, obtaining consents, and compliance with platform terms.

6. Client-Owned Infrastructure Model

• Systems run on client servers or cloud accounts.
• Clients have full access and control at all times.
• No vendor lock-in or black-box solutions.
• Upon contract termination, clients retain full system access and data ownership.

7. Cookies and Analytics

• We use cookies for essential functionality, analytics, and advertising/retargeting.
• Consent obtained via cookie banner; withdrawal possible at any time.
• Third-party tools include Google Analytics, Meta Pixel, LinkedIn Insight Tag, X Ads

8. Log Files

• IP address, device/browser info, date/time, referring pages.
• Purpose: security, troubleshooting, fraud detection.

9. AI & Automated Processing

• No fully automated decisions with legal or significant effects without human oversight.- AI processing for client systems uses client API keys.
• IntelliviaAI does not train AI models on client data.
• Clients are responsible for outputs of automated systems.

10. Security Measures

• Encryption in transit and at rest.
• Access control and least privilege.
• Audit logs and monitoring.
• Secure handling of credentials.
• Incident response procedures.

11. Marketing Communications & Newsletters

• Based on consent or legitimate interest.
• Users may unsubscribe at any time.
• Service providers act as processors.

12. Data Retention

• Website inquiries and support: up to 2 years.
• Client project data: as per contract.
• Financial/contractual records: 6 years.
• Logs: limited retention for security/operations.

13. International Data Transfers

• SCCs, UK IDTA, adequacy decisions, Transfer Impact Assessments where required.

14. Client Responsibilities

• Maintain their own privacy policies for end-users.
• Obtain necessary consents.
• Comply with API platform terms.
• Respond to data subject requests.

15. Data Subject Rights

• Access, rectification, erasure, restriction, objection, portability, withdraw consent.
• Requests via hello@intelliviaai.com16. Children's Data.
• Services not intended for children under 16; we do not knowingly collect such data.

16. Changes to Privacy Policy

• Updates will be posted with revised date.
• Users encouraged to review periodically.

17. Contact Information

IntelliviaAI Ltd

Email: info@intelliviaai.com

Phone: +44 7734862101

Jurisdiction: England & Wales