Privacy Policy

1. Introduction

Assisters.ai ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services, including our Alpha Nexus application (collectively, the "Services").

We serve regulated industries including insurance and government, and we understand the heightened importance of data protection in these sectors. We are committed to compliance with applicable data protection regulations including GDPR, CCPA, HIPAA, and industry-specific requirements.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, job title, and contact details when you register or apply for beta access
• Communication Data: Information you provide when contacting us, including support requests and feedback
• Payment Information: Billing details and payment card information processed through our secure payment providers
• Customer Data: Data you upload or process through our Services as part of your use of our platform

2.2 Information Collected Automatically

• Usage Data: Information about how you interact with our Services, including features used and time spent
• Device Information: Browser type, operating system, device identifiers, and IP address
• Log Data: Server logs including access times, pages viewed, and referring URLs
• Analytics Data: Aggregated data about user behavior to improve our Services

2.3 Google User Data

If you connect a Google account to Alpha Nexus by Assisters.ai, we request your email address, permission to send email from your Gmail account, and access to your Google Calendar. Connecting your account is optional. We use this access only for the email and appointment features you enable:

• Account identity: Your Google email address identifies the connected account and the sender of your emails.
• Gmail: We send emails you or your agency initiate or authorize, such as quotes and documents, from your own account. We process the recipients, subject, message body, and attachments you provide and retain sent-message records and delivery identifiers. We do not read your Gmail inbox or request permission to read or modify your existing Gmail messages.
• Google Calendar: We access event details, including titles, descriptions, and start and end times, to display availability, prevent scheduling conflicts, and create, update, show, or cancel appointments you manage through the app.

We do not use Google user data for advertising, sell it, or use it to train general-purpose AI models. We transfer it only as needed to provide these features with your consent or as required by law. These restrictions apply to Google user data even where other sections of this policy describe broader uses or sharing of other information.

OAuth refresh tokens are stored in our database, which is encrypted at rest, and are used server-side to obtain temporary access tokens. You can disconnect in Settings to remove the saved connection and stop future access through it. You can also revoke the app's permissions at any time in your Google Account connections. Disconnecting does not automatically delete previously created appointments or sent-message records. You may request deletion of retained Google user data by contacting privacy@assisters.ai, subject to applicable legal retention requirements.

Assisters.ai's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your inquiries and provide customer support
• Analyze usage patterns to enhance user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms
• Send marketing communications (with your consent where required)

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: Third-party vendors who assist in operating our Services, subject to confidentiality obligations
• Technology Partners: Infrastructure providers (AWS, Google Cloud) and AI service providers necessary for delivering our Services
• Legal Requirements: When required by law, regulation, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you have given explicit permission

We do not sell your personal information to third parties.

5. Data Security

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

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with least-privilege principles
• Audit Logging: Comprehensive logging of all system access and changes
• Infrastructure Security: Hosted on SOC 2 compliant cloud providers
• Regular Assessments: Ongoing security reviews and vulnerability testing

6. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this policy. Retention periods are determined based on:

• The nature of the data and sensitivity level
• Legal and regulatory requirements
• Business necessity and operational needs
• Your preferences and account status

Customer data processed through our Services is retained according to your enterprise agreement terms.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to certain processing of your data
• Restriction: Request restriction of processing in certain circumstances
• Withdraw Consent: Withdraw consent for processing based on consent

To exercise these rights, please contact us at privacy@assisters.ai.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for basic site functionality
• Analytics Cookies: Help us understand how visitors interact with our site
• Preference Cookies: Remember your settings and preferences

You can manage cookie preferences through your browser settings.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers, including:

• Standard Contractual Clauses approved by relevant authorities
• Data Processing Agreements with all service providers
• Compliance with applicable data transfer frameworks

10. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

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

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new effective date. We encourage you to review this policy periodically.

13. Contact Us

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