Privacy Policy
Your privacy and data security are fundamental to how we operate. This policy explains what information we collect, how we use it, and your rights.
1. Introduction
HexaNovaTech ('we,' 'us,' or 'our') is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our AI automation solutions.
By accessing or using HexaNovaTech's services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.
We reserve the right to update or modify this Privacy Policy at any time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the 'Last Updated' date. Your continued use of our services after any modifications indicates your acceptance of the updated policy.
2. Information We Collect
We collect several types of information to provide and improve our services:
2.1 Personal Information
When you interact with our services, we may collect personally identifiable information including but not limited to: name, email address, phone number, company name, job title, business address, payment information (processed through secure third-party payment processors), and any other information you voluntarily provide through forms, consultations, or communications.
2.2 Usage Data
We automatically collect certain information when you visit our website or use our services, including: IP address, browser type and version, pages visited and time spent on pages, date and time of your visit, unique device identifiers, operating system information, referring and exit pages, clickstream data, and interaction patterns with our AI systems.
2.3 Cookies and Tracking Technologies
We use cookies, web beacons, and similar tracking technologies to track activity on our website and store certain information. Cookies are small data files stored on your device. You can instruct your browser to refuse all cookies or indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our services.
2.4 AI System Data
For clients using our AI automation services (voice receptionists, chat assistants, workflow automation), we collect and process: conversation transcripts and recordings (with consent), interaction logs and metadata, performance metrics and analytics, integration data from connected tools and systems, and customer interaction patterns for optimization purposes. All AI system data is handled in accordance with our data processing agreements with clients and is never used to train public AI models.
3. How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery
To provide, maintain, and improve our AI automation services; to process transactions and send related information including confirmations and invoices; to manage your account and provide customer support; to deploy and optimize AI voice receptionists, chat assistants, and workflow automations; and to integrate with your business tools and systems as authorized.
Communication
To respond to your inquiries and fulfill your requests; to send you technical notices, updates, security alerts, and support messages; to provide information about our services, features, and updates; to send marketing and promotional communications (with your consent where required); and to notify you about changes to our services or policies.
Analytics and Improvement
To monitor and analyze usage patterns and trends; to improve our website, services, and AI models; to personalize user experience and content; to develop new features, products, and services; and to conduct research and testing to improve service quality.
Legal and Security
To comply with legal obligations and respond to lawful requests; to protect our rights, property, and safety and that of our users and others; to detect, prevent, and address technical issues, fraud, or security threats; to enforce our Terms of Service and other agreements; and to investigate and prevent prohibited or illegal activities.
4. How We Share Your Information
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:
Service Providers
We may share information with trusted third-party service providers who assist us in operating our website, conducting our business, or servicing you. These providers include: cloud hosting services (AWS, Google Cloud, Microsoft Azure), payment processors (Stripe, PayPal), CRM and communication platforms (HubSpot, Calendly), analytics services (Google Analytics), and email delivery services (SendGrid, Mailchimp). All service providers are contractually obligated to maintain the confidentiality and security of your information.
Business Transfers
If HexaNovaTech is involved in a merger, acquisition, asset sale, or bankruptcy, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.
Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, or government agencies).
With Your Consent
We may share your information for any other purpose with your explicit consent.
5. Data Security
We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, and destruction:
Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS protocols. Data at rest is encrypted using AES-256 or equivalent encryption standards.
Access Controls: We implement strict access controls and authentication mechanisms. Access to personal information is limited to authorized personnel who need it to perform their job functions. All employees and contractors are bound by confidentiality agreements.
Infrastructure Security: Our systems are hosted on secure, SOC 2 Type II certified infrastructure with regular security audits. We employ firewalls, intrusion detection systems, and regular vulnerability scanning. Regular backups are maintained with encryption and secure storage.
Monitoring: We continuously monitor our systems for security threats and suspicious activity. We maintain incident response procedures to address security breaches promptly.
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
6. Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
Access and Correction
You have the right to request access to the personal information we hold about you and to request correction of inaccurate or incomplete information.
Deletion
You may request deletion of your personal information, subject to certain legal exceptions (e.g., records required for accounting, legal compliance, or fraud prevention).
Data Portability
You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format.
Opt-Out
You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly. You can disable cookies through your browser settings, though this may affect website functionality.
Object to Processing
You have the right to object to certain types of processing of your personal information, particularly for direct marketing purposes.
Restrict Processing
You may request that we restrict the processing of your personal information under certain circumstances.
Withdraw Consent
Where we rely on your consent to process your information, you have the right to withdraw that consent at any time.
To exercise any of these rights, please contact us at info@hexanova.tech. We will respond to your request within 30 days.
7. International Data Transfers
HexaNovaTech operates in multiple jurisdictions including the United States and the GCC region. Your information may be transferred to, stored, and processed in countries other than your own.
When we transfer personal information across borders, we ensure appropriate safeguards are in place, including: Standard Contractual Clauses approved by relevant data protection authorities, data processing agreements with third-party processors, compliance with applicable data protection regulations including GDPR, CCPA, and local GCC privacy laws, and adequate security measures during transfer and storage.
By using our services, you consent to the transfer of your information to countries outside your residence, which may have different data protection rules than your country.
8. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us at info@hexanova.tech. If we discover that we have collected personal information from a child under 18, we will promptly delete that information from our systems.
9. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
The criteria we use to determine retention periods include: The length of time we have an ongoing relationship with you and provide services to you, whether there is a legal obligation to retain the information (e.g., tax, accounting, or legal requirements), whether retention is advisable given our legal position (e.g., statutes of limitations, litigation holds), and whether retention is necessary for our legitimate business interests.
When we no longer need to retain your information, we will securely delete or anonymize it in accordance with our data retention and destruction policies.
10. Third-Party Links
Our website and services may contain links to third-party websites, plugins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.
We do not control these third-party websites and are not responsible for their privacy practices. When you leave our website or interact with third-party services, we encourage you to read the privacy policy of every website you visit.
11. California Privacy Rights (CCPA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):
Right to Know
You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected your information, the business or commercial purpose for collecting your information, and the categories of third parties with whom we share your information.
Right to Delete
You have the right to request deletion of your personal information, subject to certain exceptions.
Right to Opt-Out
You have the right to opt out of the sale of your personal information. Note: HexaNovaTech does not sell personal information.
Right to Non-Discrimination
You have the right not to receive discriminatory treatment for exercising your CCPA rights.
To exercise these rights, contact us at info@hexanova.tech. We will verify your identity before processing your request.
12. European Union (GDPR) Rights
If you are located in the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR):
Legal Basis for Processing: We process your personal information based on: your consent (where you have provided it), performance of a contract with you, compliance with legal obligations, protection of vital interests, our legitimate interests (provided these do not override your rights), and public interest.
Your Rights: Right to access, rectification, erasure ('right to be forgotten'), restriction of processing, data portability, object to processing, and withdraw consent at any time. Right to lodge a complaint with your local data protection authority.
Data Protection Officer: For GDPR-related inquiries, contact our Data Protection Officer at info@hexanova.tech.
13. Business Client Data
For business clients using our AI automation services, additional data processing terms apply:
Data Processing Agreement: We act as a data processor on behalf of our clients (data controllers). A separate Data Processing Agreement (DPA) governs how we handle customer data processed through our AI systems.
Client Responsibility: Clients are responsible for: obtaining necessary consents from their customers for AI-powered interactions, ensuring compliance with applicable laws in their jurisdiction, configuring AI systems in accordance with their privacy policies, and informing their customers about AI usage.
Data Isolation: Client data is logically isolated and not shared between different client organizations. AI conversation data is not used to train public AI models or shared with other clients.
Data Deletion: Upon contract termination or client request, we will delete or return all client customer data within 30 days, except where retention is required by law.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: info@hexanova.tech
Mailing Address: HexaNovaTech, Remote Operations (specific address provided upon request for legal correspondence)
Website: https://hexanova.vercel.app
We will respond to all legitimate requests within 30 days. For urgent privacy concerns, please mark your communication as 'URGENT: Privacy Matter' in the subject line.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.
When we make material changes, we will: Post the updated Privacy Policy on this page with a new 'Last Updated' date, notify you via email (if you have provided an email address), provide prominent notice on our website, and for business clients, provide direct notification through your account dashboard.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy was last updated on December 7, 2024.
Questions about your privacy?
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