Welcome to Conversa AI (“we”, “our”, “us”). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and safeguard information when you use our voice, messaging, email automation, and related services (the “Services”).

1. Information We Collect

We may collect the following categories of information:

• Account Information: Name, email address, company name, authentication credentials, role-based access details (admin or member), and organization membership data.
• Email and Messaging Data (Optional): Email content, metadata, labels, and draft responses accessed only if a user explicitly connects their Google Gmail account.
• Calendar Data (Optional): Calendar event data accessed only if a user explicitly connects their Google Calendar account.
• Voice Data: Audio recordings and transcripts processed in real time solely to perform user-requested voice interactions. Voice data is not used to train, improve, or develop machine learning or AI models.
• Usage and Technical Data: Log data such as IP address, device type, browser type, timestamps, and interaction metadata used for security, reliability, and system operation.
• Cookies: Limited-use cookies required for authentication, session management, and core application functionality.

2. How We Use Your Information

Your information is used strictly to:

• Provide and operate the Services you explicitly request
• Authenticate users and manage secure access
• Enable email, voice, and messaging automation initiated by the user
• Maintain platform security, reliability, and compliance
• Comply with legal obligations

We do not use Google user data or email content for advertising, profiling, analytics, or AI model training.

3. Google User Data & Limited Use Disclosure

Conversa AI's use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Google Gmail Access

• Retrieve user emails explicitly authorized by the user
• Generate AI-assisted draft responses for user review
• Create and manage labels for organization and workflow

Google Calendar Access

• Read calendar availability
• Create, update, or delete events on user instruction

Use Limitations

• Google user data is accessed only to perform user-initiated actions
• Draft emails are created for user review and are not sent without explicit user action
• Google user data is not used to train, fine-tune, or improve AI models
• Google user data is not sold, shared for advertising, or used for behavioral tracking

4. Data Retention

We retain personal data only for as long as necessary to provide the Services or as required by law.

Users may disconnect Google integrations at any time. Upon disconnection, access tokens are revoked and further access to Google data is disabled. Stored data is retained only as required for active user functionality or compliance obligations.

5. Data Sharing

We do not sell or rent personal data. Information may be shared only with:

• Service Providers: Infrastructure and hosting providers required to operate the Services under confidentiality obligations.
• Legal Authorities: Where required by law or legal process.

6. Data Security

We implement administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, disclosure, or misuse, including encryption in transit and secure access controls.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or request deletion of your personal data. Requests can be made by contacting us using the details below.

8. International Data Transfers

Your data may be processed in jurisdictions outside your country of residence. We take steps to ensure appropriate safeguards are in place for such transfers.

9. Children's Privacy

Our Services are not intended for children under the age of 13. We do not knowingly collect personal information from children.

10. Updates to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date reflects the most recent revision.

11. Contact Information

Email: james@conversa.au