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Privacy Policy

Last Updated: August 1, 2024

Welcome to Holostaff AI ("Holostaff AI," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, platform, and AI-powered services (collectively, the "Services"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Services.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Services depends on the content and materials you use, and includes:

A. Personal Data You Provide to Us

  • Account Information: When you register for an account, we may collect your name, email address, password, company name, and role.
  • Onboarding Data: Information you provide during the onboarding process, such as your business goals and payment information (processed by our third-party payment processor, Stripe).
  • Knowledge Base Content: URLs, documents, and any other content you provide for your AI staff to learn from ("Knowledge Data"). This includes text, images, and any other data visible on the websites or documents you link.
  • AI Staff Configuration: Settings related to your AI staff's appearance, personality, instructions, and deployment.
  • Communication Data: Information you provide when you contact us for support or other inquiries, including email correspondence, chat logs, and support ticket details.

B. Data Collected Automatically

  • Usage Data: We automatically collect information about your interactions with our Services, such as IP address, browser type, operating system, device identifiers, access times, pages viewed, and the page you visited before navigating to our Services. This also includes interactions with our platform features (e.g., clicks, feature usage, API calls).
  • Device Data: Information about the device you use to access our Services, such as your device ID, model, manufacturer, advertising identifier, and operating system version.
  • Cookies and Tracking Technologies: We use cookies, web beacons, tracking pixels, and other tracking technologies to help customize the Services and improve your experience. These technologies help us remember your preferences, analyze trends, administer the website, track users’ movements around the website, and gather demographic information about our user base as a whole. You can control cookies through your browser settings.
  • AI Interaction Data: Data about interactions between end-users and your AI staff for service improvement, analytics, and debugging. This may include conversation topics, conversation flow, resolution rates, and user satisfaction scores. We do not store personally identifiable information from end-user conversations unless explicitly configured by you for specific features like lead capture or form submissions via your AI staff.

C. Information from Third Parties

We may receive information about you from third-party services, such as:

  • Payment Processors (e.g., Stripe): When you make a purchase, they may provide us with information related to your transaction, such as card brand, last four digits of your card number, and customer ID, but not your full payment card details.
  • Authentication Providers (e.g., Google, Facebook): If you choose to log in through a third-party social network or related service, we may receive certain profile information about you from that provider.

2. How We Use Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the Services to:

  • Provide and Manage Services: To create and manage your account, operate, maintain, and provide the features and functionality of our Services, including processing your transactions and managing your subscriptions.
  • Improve Services: To monitor and analyze usage and trends to improve our Services, develop new products, features, and functionalities, and personalize your experience. This includes using aggregated or anonymized data to train and improve our AI models.
  • Communication: To communicate with you, including responding to your inquiries and providing customer support, sending you technical notices, updates, security alerts, and administrative messages.
  • Security and Compliance: To detect, investigate, and prevent fraudulent transactions and other illegal activities, enforce our terms and policies, and protect the rights, property, and safety of Holostaff AI and others.
  • Marketing (with consent): To send you promotional communications about products, services, offers, and promotions that we believe may be of interest to you, if you have opted in to receive such communications.

3. Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

  • By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process (e.g., a court order), to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of Holostaff AI, our users, or others. This may include exchanging information with other entities for fraud protection and credit risk reduction.
  • Third-Party Service Providers: We may share your information with third parties that perform services for us or on our behalf, including payment processing (Stripe), data storage (Firebase), analytics, email delivery, hosting services, customer service, and marketing assistance. These providers are contractually obligated to protect your data and use it only for the purposes for which it was disclosed.
  • Business Transfers: Your information may be transferred as part of, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • With Your Consent: We may disclose your personal information for any other purpose with your explicit consent.
  • Aggregated or Anonymized Data: We may share aggregated or anonymized information, which cannot reasonably be used to identify you, with third parties for various purposes, including business analysis, marketing, or research.

We do not sell your personal information.

4. Your Knowledge Data

The content you provide for your AI staff's knowledge base (Knowledge Data) is used solely to train and operate your specific AI staff members. We implement strict access controls:

  • Your Knowledge Data is not used to train general AI models or the AI staff of other customers.
  • Access to your Knowledge Data by Holostaff AI personnel is limited and strictly for support, troubleshooting, or service improvement purposes, and only with your explicit consent where feasible and legally required.
  • You retain all rights and ownership of your Knowledge Data. You can manage and delete it through our Services at any time.

5. Security of Your Information

We use administrative, technical, and physical security measures to help protect your personal information. These measures include encryption, firewalls, and access controls. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse. Therefore, we cannot guarantee absolute security of your personal information.

6. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. Your Rights and Choices

Depending on your location and applicable laws, you may have certain rights regarding your personal information. These rights may include:

  • The right to access: You have the right to request copies of your personal data.
  • The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
  • The right to erasure: You have the right to request that we erase your personal data, under certain conditions.
  • The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
  • The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
  • The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
  • The right to withdraw consent: If we are relying on your consent to process your personal information, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@holostaffai.com. We will respond to your request in accordance with applicable data protection laws.

8. Children's Privacy

Our Services are not intended for use by children under the age of 13. We do not knowingly collect personally identifiable information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information. If you are a parent or guardian and become aware that your child has provided us with personal information, please contact us.

9. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction. If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including personal data, to the United States and process it there. By providing your information, you consent to this transfer.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date at the top of this policy, and the updated version will be effective as soon as it is published. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information. Your continued use of the Services after the effective date of the revised Privacy Policy will be deemed your acceptance of the revised Privacy Policy.

11. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Holostaff AI, Inc.
Email: privacy@holostaffai.com