Last Updated: October 1st, 2023
At Convolinx, we value your privacy and are committed to transparently handling your data. This Privacy Policy ("Policy") explains how we collect, use, and protect your information. By using our services, you agree to the collection and use of your data as described herein.
Convolinx collects personal and non-personal data to deliver, maintain, and improve our services. Below we detail the types of information collected and their purpose:
Personal Information: Includes details such as your name, email address, and phone number provided during account registration. We use this data for communication, customer support, account administration, and to inform you of service updates.
Call Data: We capture and process audio and corresponding transcripts from calls via our AI-powered IVR system. This Call Data is crucial both for providing detailed records to our customers for their quality assurance and interaction analysis, and for our internal use in improving service offerings and developing new features.
Metadata: This covers call-related details such as duration, timestamps, and originating numbers, which facilitate service customization and provide analytical insights for us and our customers.
Device Information: We collect specifics about your device—name, operating system, and browser type—to ensure our services perform well on your device and to enhance security.
Log Data: This includes information automatically transmitted by your browser, such as your IP address, browser type, and your interaction with our website, which helps us diagnose technical issues and analyze user engagement.
Usage Data: We gather details on how you interact with our services, including the types of content viewed, the features used, time zone, and country, to enhance the functionality and user experience.
Cookies: These small data files are used to operate our services more efficiently and provide a personalized experience. You can manage cookie settings within your browser, though disabling them could impact how our services function.
Convolinx is dedicated to safeguarding your privacy and using your information to improve your experience with our services. Here are the ways we utilize your personal and non-personal data:
Service Provision: Your information is used to create and manage your account, managing services, and delivering an efficient communication experience.
Data Analysis: We process and analyze call data and metadata to fine-tune our offerings and provide useful insights to our customers.
Customer Support: Your contact details are used for keeping you up-to-date with service changes, responding to your queries, and ensuring effective support.
Service Development: Insights from service usage help us to innovate and enhance our features and overall service quality.
Marketing: With your permission, we occasionally reach out with updates on new services or upcoming events that might interest you.
Security and Legal Compliance: We use information to protect against fraud, comply with the law, and safeguard the rights and safety of all parties involved.
Business Management: Information is also employed for everyday business needs like billing, audits, and fraud prevention.
We will not sell, rent, or share your personal information with third parties for marketing purposes without your explicit consent.
We implement appropriate measures to ensure the security of your personal information. Your data is stored on secure servers and maintained by reputable third-party service providers. While we strive to implement best security practices, we cannot guarantee absolute data security due to inherent risks associated with data transmission and storage.
Convolinx is committed to protecting your Personal Information and may share it with third parties in certain circumstances as outlined below:
Vendors and Service Providers: We may work with vendors and service providers to assist in the provision of our services. To facilitate hosting, cloud services, real-time processing, or support, we may share your Personal Information with these providers. They act on our instructions and will not use or disclose Personal Information for any other purpose without your consent, maintaining strict adherence to security and confidentiality standards.
Business Transfers: In the event that Convolinx is involved in a merger, sale, reorganization, bankruptcy, or other corporate transition, your Personal Information may be shared or transferred as part of the transaction process. Any successor or affiliate that receives your Personal Information will protect it in a manner consistent with this Privacy Policy, and we commit to providing you notice of such transfer and the option to opt-out where permitted by law.
Legal Requirements: We reserve the right to disclose your Personal Information if we are legally required to do so or if we believe, in good faith, that such disclosure is necessary to comply with legal proceedings, protect our rights or property, or ensure the safety and security of our services, employees, customers, or the public.
Affiliates: Convolinx may disclose Personal Information to any current or future affiliated entities, always ensuring the information shared is used in a manner that remains consistent with this Privacy Policy.
In all cases, we will only provide the Personal Information that is necessary for the third party to perform the services requested or required, and we demand equivalent levels of protection for your data from all third-party service providers. We remain responsible for the protection of your Personal Information that we control and which may be processed by our service providers on our behalf.
Please note that these disclosures may change as Convolinx evolves. If our practices are altered due to changes in our business, such modifications will be reflected in an updated version of this Privacy Policy, keeping you informed of what information we collect, how we use it, and under what circumstances we disclose it.
Convolinx uses Google OAuth to enhance the functionality of our services and provide you with optional integrations that streamline your experience. Our use and handling of data acquired from Google APIs strictly adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We are transparent with users about the scope and utility of data accessed through these services. We ensure that any information from Google is processed in accordance with this Privacy Policy and Google's policies. We do not transfer data obtained from Google to unauthorized third parties, nor do we use it for advertising or other prohibited purposes as outlined by the Limited Use requirements.
For more details, please review the Google API Services User Data Policy HERE.
By integrating Google OAuth services, Convolinx reaffirms its commitment to privacy and responsible data management in compliance with all applicable guidelines and regulations.
Convolinx incorporates Google Calendar integration through Google OAuth to enhance the scheduling feature in our application. The integration ensures seamless management of meeting schedules and user availability while maintaining the privacy of user data.
Convolinx uses Google Calendar data exclusively for the Convolinx Scheduler feature. We process the calendar information to identify available time slots and blocked slots, enabling our system to accurately determine users' availability for scheduling purposes.
Our Conversational AI aids in scheduling meetings without directly accessing any Google Calendar data. The AI receives only essential availability information in the form of available time slots, which are based on the linked calendar and general availability settings defined within ConvoLinx. Convolinx ensures that no metadata or other detailed information from the Google Calendar is used, accessed, or processed by our AI, effectively separating the AI from direct access to Google Calendar data. This approach guarantees that user privacy and data protection remain uncompromised throughout the scheduling process.
By incorporating these measures, Convolinx remains dedicated to providing a seamless scheduling experience while prioritizing user privacy and adhering to all applicable guidelines and regulations, including the Google API Services User Data Policy and the Limited Use requirements.
We retain your personal data for the period necessary to achieve the objectives outlined in this Privacy Policy unless a longer retention period is mandated or permitted by law. After the expiration of this period, your personal information will be securely deleted or anonymized.
Please be aware that certain content you provide may continue to exist in our systems even after you stop using our services or if we terminate your access to our services. This is to comply with legal obligations, resolve disputes, prevent fraud, or enforce our agreements.
For operational and legal reasons, de-identified information that cannot be linked back to an individual may be retained indefinitely. Further, we maintain customer data, including personal information, for up to two years post-account termination to adhere to legal requirements and for audit purposes. After this period, your data will be securely disposed of or de-identified, as appropriate.
As a Convolinx user, you maintain the right to access, update, or request the deletion of your personal information. To exercise these rights, please log into your Convolinx account or reach out to us using the contact form linked to at the bottom of this page.
We recognize that data protection laws may vary by region and may bestow additional rights upon you. For instance, if you reside in the European Union, the General Data Protection Regulation (GDPR) grants you specific rights such as data portability and the right to object to certain types of processing. Similarly, if you are in California, the California Consumer Privacy Act (CCPA) provides the right to know what personal information is being collected and the purpose for its collection.
To exercise any rights afforded to you by the GDPR, CCPA, or other relevant laws, please submit a request via our contact form. We are committed to responding to your inquiries and facilitating your rights in accordance with applicable regulations.
Convolinx services are not intended for use by children under the age of 18, and we do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us so that we can take appropriate steps to remove such information from our systems.
We may update this Privacy Policy periodically to reflect changes in our privacy practices or applicable laws. Significant changes will be notified by posting the new policy on our website or sending you an email notification. By continuing to use our services after such updates, you agree to be bound by the revised policy.
If you have any questions or concerns about our Privacy Policy, please contact us using the contact form HERE. We are committed to assisting you and resolving any issues or concerns you may have.