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Privacy Policy

Effective Date: September 15, 2026

Last Updated: October 09, 2026

Conversa AI (“Conversa AI”, “we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our platform, or interact with our services.

By accessing or using Conversa AI, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information to provide and improve our services.

1.1 Information You Provide

When you use our platform or contact us, we may collect:

  • Name and contact information (email, phone number)
  • Company or business details
  • Account credentials
  • Billing and payment information
  • Customer support communications
  • Content you upload (documents, URLs, product data, etc.)

1.2 Customer Data

Businesses using Conversa AI may process customer conversations and data through our platform, including:

  • Chat messages
  • Customer inquiries
  • Lead information
  • Conversation metadata
  • CRM-related data

This data is processed on behalf of our customers to power AI conversations, automation, and analytics.

1.3 Automatically Collected Information

When you visit our website or use our services, we may automatically collect:

  • IP address
  • Device information
  • Browser type
  • Usage activity
  • Session logs
  • Cookies and analytics data

2. How We Use Your Information

We use collected information to:

  • Provide and operate the Conversa AI platform
  • Configure and operate AI agents using customer-provided knowledge and instructions
  • Enable conversational automation and lead capture
  • Improve platform functionality and performance
  • Monitor service usage and security
  • Provide customer support
  • Send service updates and administrative notifications
  • Comply with legal obligations

The AI-related uses described in this section do not apply to information obtained through Google Workspace APIs. Google Calendar data is processed only by deterministic scheduling and booking services and is not used to train, fine-tune, evaluate, operate, or improve AI/ML models.

3. AI and Automated Processing

Conversa AI uses artificial intelligence to process conversations, analyze customer intent, and automate responses.

This may include:

  • Natural language processing
  • Lead qualification
  • Automated responses
  • Conversation analytics
  • Workflow automation

AI-generated responses are based on the data and knowledge sources configured by the business using the platform. 

We use third-party AI service providers, including OpenAI and DeepSeek, to provide conversational AI and related features. These providers process only the information submitted to the applicable AI features.

Google Calendar or other Google Workspace data is not included in prompts, files, conversation context, model inputs, training datasets, evaluation datasets, or other requests sent to OpenAI, DeepSeek, or any other AI/ML service.

4. Data Sharing and Disclosure

We do not sell personal data.

We may share information in the following circumstances:

Service Providers

We may share information with trusted third-party vendors who help us operate our platform, such as:

  • Cloud hosting providers
  • Infrastructure services
  • Payment processors
  • Analytics providers

Integrations

If you connect third-party services (such as Shopify, WhatsApp, Slack, or CRM tools), data may be shared with those services based on your configuration.

Legal Requirements

We may disclose information if required by law or if necessary to:

  • Comply with legal obligations
  • Protect the rights and safety of users
  • Prevent fraud or misuse of our services

Google Workspace data is not shared with AI/ML providers, advertising platforms, data brokers, or unrelated third parties. It may be processed only by infrastructure and service providers that are necessary to operate and secure the Calendar integration, subject to appropriate confidentiality, security, and data-protection obligations.

5. Data Storage and Security

We implement appropriate technical and organizational measures to protect your information.

Security measures may include:

  • Encryption of sensitive data
  • Secure cloud infrastructure
  • Access control and role-based permissions
  • Monitoring and system logging

However, no internet-based service can guarantee absolute security.

6. Google Calendar Integration

Conversa AI offers an optional Google Calendar integration that allows businesses to configure meeting availability and lets website visitors book meetings. This integration applies only when an authorized business user chooses to connect a Google account.

6.1 Information We Access

When a user connects a Google account, we access the connected account’s email address and stable Google account identifier so that we can identify and display the connected account.

We request the following Google Calendar scopes:

https://www.googleapis.com/auth/calendar.calendarlist.readonly

This scope is used to list the calendars where the connected user has write access so that the account owner can select the calendar that should receive bookings.

https://www.googleapis.com/auth/calendar.events.freebusy

This scope is used only to retrieve occupied time ranges from the selected calendar and prevent double-booking. We do not use this operation to read event titles, descriptions, attendees, notes, or other event content.

https://www.googleapis.com/auth/calendar.events

This scope is used to create a meeting event on the existing calendar selected by the account owner, add the visitor and any additional guests as attendees, and create a Google Meet link when enabled.

If a booking is cancelled through Conversa AI, this scope may also be used to delete the same application-created event using its stored event identifier.

Conversa AI does not list, read, modify, or delete the content of unrelated existing Calendar events.

6.2 Information We Store

For the Google Calendar integration, we may store:

• The email address and stable Google identifier of the connected account;
• The OAuth scopes granted by the user;
• OAuth access and refresh tokens, encrypted at rest;
• The identifier and name of the calendar selected by the account owner;
• Calendar connection status and token expiration information;
• The identifier of an event created through Conversa AI;
• The Calendar event link and Google Meet link, with sensitive links encrypted at rest;
• The meeting start time, end time, duration, and timezone; and
• The name, email address, optional note, and additional guest email addresses submitted by the person making the booking.

OAuth tokens are used only to perform the Calendar operations described in this section and are not exposed to AI/ML services or client applications.

6.3 Separation from AI/ML Services

The Google Calendar integration and our AI/ML conversational pipeline are logically and operationally separated.

Google Calendar data—including calendar metadata, free/busy information, event information, attendee information, OAuth credentials, and Google Meet links—is not transmitted to OpenAI, DeepSeek, or any other third-party AI/ML provider.

No AI/ML model accesses, reads, processes, or makes decisions based on Google Calendar data. Calendar availability and booking operations are performed by deterministic application services that communicate directly with the Google Calendar API.

6.4 Prohibited Uses of Google User Data

Conversa AI does not:

• Sell Google user data;
• Use Google user data for advertising, retargeting, or personalized advertising;
• Transfer Google user data to data brokers or information resellers;
• Use Google user data to determine creditworthiness or for lending purposes;
• Use Google user data to create, train, fine-tune, evaluate, or improve generalized or foundational AI/ML models;
• Include raw, aggregated, anonymized, or derived Google user data in AI/ML prompts, training datasets, evaluation datasets, or model inputs; or
• Allow Conversa AI personnel to access Google user data except where necessary to provide user-requested support, investigate security or abuse, comply with applicable law, or where the user has provided explicit consent.

Authorized users may view and manage their own Calendar connection and booking records through the Conversa AI platform.

6.5 Data Sharing

Google Calendar data is used only to provide the Calendar availability and meeting-booking functionality requested by the user.

It is not shared with AI/ML providers, advertising platforms, data brokers, or unrelated third parties.

Google Calendar data may be processed by contracted infrastructure or security service providers only where necessary to host, operate, secure, or maintain the integration. Such providers are required to process the information only on our instructions and under appropriate confidentiality, security, and data-protection obligations.

6.6 Retention, Disconnection, and Deletion

Users can disconnect a Google account at any time through the Conversa AI dashboard.

When an account is disconnected, Conversa AI immediately deletes its locally stored OAuth access and refresh tokens and sends a token-revocation request to Google. Disconnecting the account disables further Calendar access.

Deleting an AI agent also removes its associated Google Calendar connection, deletes the locally stored OAuth credentials, and triggers a token-revocation request to Google.

Booking records are retained for as long as the customer’s Conversa AI account remains active, or until the customer requests their deletion, in order to provide meeting history, booking management, customer support, and security auditing. When the customer account is deleted, the associated booking records are permanently deleted, except where retention is required by applicable law. Users may request earlier deletion of their booking records or other associated personal data at any time by contacting info@conversaai.io.

Users can also review or revoke Conversa AI’s access through their Google Account security settings.

6.7 Google API Services User Data Policy

Conversa 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.

7. Data Retention

We retain information only as long as necessary to:

  • Provide our services
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

Customers using Conversa AI control the retention of their conversation data and business content.

Google account tokens are deleted from our systems immediately when the account is disconnected, and we send a token-revocation request to Google. Disconnecting the account disables any further Google Calendar access through Conversa AI.

8. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to:

  • Improve user experience
  • Analyze website traffic
  • Understand usage patterns
  • Remember preferences

You can control cookies through your browser settings.

9. Your Privacy Rights

Depending on your location, you may have rights regarding your personal data, including:

  • Access to your data
  • Correction of inaccurate information
  • Request deletion of data
  • Restrict certain data processing
  • Data portability

To exercise these rights, please contact us using the information below.

10. Third-Party Services

Our platform may integrate with third-party services such as messaging platforms, eCommerce systems, or CRM tools.

We are not responsible for the privacy practices of those third-party services.

Users should review the privacy policies of any connected platforms.

Google is used for the optional Google Calendar and Google Meet integration described above.

11. Children’s Privacy

Conversa AI is not intended for individuals under the age of 16.

We do not knowingly collect personal information from children.

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, or legal requirements.

Updates will be posted on this page with a revised effective date.

13. Contact Us

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

Phone: +88 01321 177626 (BD)
Email: info@conversaai.io

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