Legal

Privacy Policy

Last updated: 29 June 2026  ยท  Version 1.0

Who we are

IntelliviaAI is a brand strategy and marketing agency operating globally with clients across the United Kingdom, India, the United States, Australia, Europe, and the United Arab Emirates. Our website is intelliviaai.com. Our administrative system operates at admin.intelliviaai.com.

When this policy refers to IntelliviaAI, we, us, or our, it means the IntelliviaAI business and its operators. When this policy refers to you or your, it means any person who visits our website, submits a form, communicates with us through any channel, or engages with our content on any platform.

This privacy policy explains what personal information we collect, how we collect it, why we hold it, how we use it, who we share it with, how long we keep it, and what your rights are in relation to it.

By using our website, submitting any form, or communicating with us through any channel described in this policy, you acknowledge that you have read and understood it.

The information we collect and how we collect it

Information you give us directly

When you submit our strategy session request form, we collect your full name, email address, phone number including country code, service interest, and brand name.

When you submit our newsletter subscription form, we collect your first name and email address.

When you submit our intake form after booking a strategy session, we collect additional information about your business including your role, a description of your brand, how long your brand has been operating, your main challenge, your approximate budget, and how you heard about IntelliviaAI.

When you communicate with us through the live chat widget on our website, we collect the content of your messages, any personal information you share voluntarily, and the timestamp of your messages.

When you communicate with us by email, we collect the content of your emails, your email address, your name, any attachments, and metadata including send time and email client information.

When you communicate with us through WhatsApp, we collect your phone number, your WhatsApp display name, the content of your messages, any media you send, the timestamp of all messages, and your read receipt status where available.

When you communicate with us through SMS text message, we collect your phone number, the content of your messages, and the timestamp of all messages.

When you engage with us through our Instagram account, we collect your Instagram username, the content of your messages or comments, and any information you voluntarily share in those communications.

When you engage with us through our LinkedIn page, we collect your LinkedIn profile name, your professional information as displayed publicly, the content of your messages or comments, and any information you voluntarily share.

When you sign a proposal document through our proposal system, we collect your digital signature, your full name as typed, the timestamp of signing, your IP address at the time of signing, and the device type used.

When you make a payment to IntelliviaAI through our payment processing system, we collect your name, your billing address, and your payment method details. We do not store your full card number - this is handled directly by our payment processor Stripe and is subject to their privacy policy at stripe.com/privacy.

Information we collect automatically

When you visit our website, we automatically collect certain information through cookies and analytics tools. This includes your IP address, approximate geographic location, device type, operating system, browser type and version, pages visited, time spent on each page, scroll depth, links clicked, referring source, and the time and date of your visit.

This information is collected through our analytics provider Plausible Analytics and Google Analytics 4. We describe these in more detail in the Cookies section below.

When you open an email we have sent you, we may collect whether the email was opened, when it was opened, and whether you clicked any links within it. This tracking is done through our email delivery provider Resend.

When you open a proposal document we have sent you, we collect the time and date you opened it, the number of times you opened it, the approximate time spent reading each section, and the device and browser used.

Information we receive from third parties

When you interact with our paid advertising campaigns on Meta platforms including Instagram and Facebook, Meta may share aggregated information about your interaction with our ads. This is governed by Meta's privacy policy at facebook.com/privacy/policy.

When you connect with us through a referral, we may receive your name and contact details from the person who referred you.

Why we collect this information and the legal basis for doing so

We collect and process your personal information for the following purposes:

To respond to your enquiry and assess fit. Legal basis: your consent and our legitimate interest in evaluating potential client relationships.

To communicate with you about a potential or existing engagement. Legal basis: performance of a contract or pre-contractual steps, and legitimate interest in maintaining professional relationships.

To send you the IntelliviaAI newsletter. Legal basis: your explicit consent. You may withdraw this consent at any time by clicking the unsubscribe link in any newsletter email.

To send automated communications related to your enquiry or engagement. This includes session confirmations, reminders via email, WhatsApp, and SMS, intake form requests, proposal follow-ups, invoice notifications, and onboarding communications. Legal basis: performance of a contract and legitimate interest.

To generate and send invoices and process payments. Legal basis: performance of a contract.

To improve our website, content, and services. Legal basis: legitimate interest in improving the quality of our services.

To run paid advertising campaigns. Legal basis: legitimate interest in marketing our services to relevant audiences.

To comply with legal obligations. Including tax and financial reporting obligations.

To maintain accurate records and protect our legal interests. Legal basis: legitimate interests in maintaining accurate business records.

How we use your information across specific channels

Email

We use your email address to respond to your enquiry, send automated confirmations and reminders, send you the newsletter if you have subscribed, send you proposals and invoices, and communicate about an ongoing engagement. We do not send cold emails to people who have not contacted us or subscribed to our newsletter.

WhatsApp

We use your phone number to send WhatsApp messages through the WhatsApp Business API via our third-party provider 360dialog. WhatsApp communications from IntelliviaAI are used to acknowledge receipt of your enquiry, send session reminders, share form links and follow up on their completion, provide project updates, and send time-sensitive information.

We do not send promotional WhatsApp messages without your prior contact or consent. We do not share your WhatsApp number with third parties for their marketing purposes. By providing your phone number when submitting our contact form, you acknowledge that IntelliviaAI may contact you through WhatsApp for the purposes described above.

SMS

We use your phone number to send SMS messages through our third-party provider Twilio. SMS communications are used to send session confirmations and reminders, send brief follow-up messages, and send time-sensitive notifications. We do not send promotional SMS messages without your prior contact.

Instagram

When you follow, comment on, or message IntelliviaAI through Instagram, your interactions are subject to both this privacy policy and Instagram's own privacy policy at instagram.com/legal/privacy. We retain the content of direct messages and comments for the purpose of managing client and prospective client relationships. We do not publicly share private messages without your explicit consent.

LinkedIn

When you follow, comment on, or message IntelliviaAI through LinkedIn, your interactions are subject to both this privacy policy and LinkedIn's own privacy policy at linkedin.com/legal/privacy-policy. We do not publicly share private messages without your explicit consent.

Live chat on website

When you use the live chat widget on intelliviaai.com, the conversation is processed in real time through the Anthropic API. The content of your conversation may be stored in our CRM system as part of your lead or client record. Anthropic's privacy policy is available at anthropic.com/privacy.

Cookies

Our website uses cookies. A cookie is a small text file placed on your device when you visit a website.

Strictly necessary cookies. Required for the website to function. They do not store any personally identifiable information.

Analytics cookies. We use Plausible Analytics - a privacy-first analytics tool that does not use cookies in the traditional sense and does not collect or store personally identifiable information. You can read Plausible's data policy at plausible.io/data-policy.

We also use Google Analytics 4. You can opt out of Google Analytics by installing the Google Analytics opt-out browser add-on at tools.google.com/dlpage/gaoptout.

Marketing and targeting cookies. If you have interacted with IntelliviaAI through a Meta advertising campaign, Meta may place cookies or use pixel technology. You can manage your Meta ad preferences at facebook.com/ads/preferences.

You can control cookies through your browser settings. However, if you block all cookies you may not be able to use all features of our website.

Who we share your information with

We do not sell your personal information to third parties. We do not share your personal information with third parties for their own marketing purposes without your explicit consent.

We share your information with the following third-party service providers who are bound by contractual obligations to keep your information confidential:

We may also disclose your personal information to third parties if required to do so by law, in connection with legal proceedings, or to establish, exercise, or defend our legal rights.

International transfers of data

IntelliviaAI operates globally and your personal information may be transferred to and processed in countries other than your country of residence. Where we transfer personal information from the European Economic Area or the United Kingdom, we take steps to ensure appropriate safeguards are in place including relying on standard contractual clauses approved by the relevant regulatory authorities.

How long we keep your information

  • Enquiry and lead records - retained for three years from the date of last contact if the enquiry did not convert to a client engagement.
  • Client records - retained for seven years from the date the engagement ends, as required by financial and tax record-keeping obligations.
  • Newsletter subscriber records - retained until you unsubscribe. After unsubscribing, your email address is retained on a suppression list.
  • Website analytics data - retained in aggregated and anonymised form indefinitely as it does not contain personally identifiable information.
  • Signed proposal documents - retained for seven years from the date of signing.
  • Invoice and payment records - retained for seven years from the date of the transaction.

Your rights

Depending on your location and applicable law, you may have some or all of the following rights:

  • The right to access - request a copy of the personal information we hold about you.
  • The right to rectification - request that we correct any inaccurate personal information.
  • The right to erasure - request that we delete your personal information in certain circumstances.
  • The right to restrict processing - request that we restrict the processing of your personal information in certain circumstances.
  • The right to data portability - receive your personal information in a structured, machine-readable format where applicable.
  • The right to object - object to processing based on legitimate interests, including for direct marketing purposes.
  • The right to withdraw consent - withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at info@intelliviaai.com. We will respond within 30 days.

If you are in the UK and believe we have not handled your personal information appropriately, you have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk. In Australia, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.

Security

We have implemented appropriate technical and organisational measures to protect your personal information against unauthorised access, accidental loss, destruction, or damage. These measures include encrypted data storage and transmission using TLS, access controls, two-factor authentication on our internal systems, regular security assessments, and audit logging of all data access and modifications.

Despite these measures, no method of transmission over the internet is completely secure. If we become aware of a data breach likely to result in a risk to your rights and freedoms, we will notify you and the relevant supervisory authority as required by applicable law.

Children

Our services are directed at businesses and business owners. Our website and services are not intended for individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected such information, please contact us immediately.

Changes to this policy

We may update this privacy policy from time to time. When we make significant changes, we will update the Last Updated date at the top of this policy and, where appropriate, notify you by email if you are a current client or newsletter subscriber.

Contact us

If you have any questions about this privacy policy, want to exercise any of your rights, or want to understand more about how we handle your personal information, please contact us:

Email: info@intelliviaai.com
Website: intelliviaai.com
Response time: We aim to respond to all privacy-related enquiries within five business days and to all formal rights requests within 30 calendar days.

IntelliviaAI Privacy Policy — Version 1.0 — Last updated 29 June 2026
This policy applies to intelliviaai.com, admin.intelliviaai.com, proposals.intelliviaai.com, and forms.intelliviaai.com