Privacy Policy

We collect information in the following ways:

1.1 Information You Provide Directly

• Account Information: Name, email address, business name, phone number, and billing information when you create an account.
• Business Configuration: Service descriptions, FAQs, pricing information, and other content you upload to train your AI assistant.
• Communications: Messages and correspondence you send to our support team.

1.2 Customer Conversation Data

When your customers interact with your AI assistant through the Conversyn platform, we process conversation data on your behalf. This may include:

• Customer names and contact information (phone numbers, email addresses)
• Conversation content and message history
• Service requests, appointment details, and lead information
• Channel metadata (platform used, timestamps, message status)

As a business using Conversyn, you are the data controller for your customers' data. We act as a data processor on your behalf.

1.3 Automatically Collected Information

• Usage Data: How you interact with the platform, features used, and actions taken.
• Device Information: IP address, browser type, operating system, and device identifiers.
• Log Data: Server logs, error reports, and performance data.
• Cookies: We use cookies and similar tracking technologies as described in our Cookie Policy.

1.4 Information from Third Parties

We may receive information about you from third-party services you connect to Conversyn, such as CRM platforms (HubSpot, Salesforce), calendar services, and social media platforms (Facebook, Instagram, WhatsApp). The information we receive depends on your privacy settings with those services.

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain the Conversyn platform and its features.
• AI Training and Improvement: To train and improve the AI models that power your assistant, using aggregated and anonymized data where possible.
• Customer Support: To respond to your inquiries and provide technical assistance.
• Billing and Payments: To process transactions and manage your subscription.
• Communications: To send you service updates, security alerts, and administrative messages. With your consent, we may also send marketing communications.
• Analytics: To analyze usage patterns and improve the platform's performance and features.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including Twilio's messaging policies and telecommunications regulations.
• Security: To detect, prevent, and address fraud, abuse, and security incidents.

Conversyn's messaging capabilities are powered by Twilio's communications platform. When messages are transmitted through our Service, Twilio processes message content and metadata in accordance with Twilio's Privacy Notice.

Twilio monitors message content transmitted through its platform to detect spam, fraudulent activity, and violations of its Acceptable Use Policy. This monitoring is conducted in accordance with Twilio's privacy practices and applicable law.

By using Conversyn's messaging features, you acknowledge that message data may be processed by Twilio as a sub-processor. You are responsible for ensuring your customers are informed about this processing in your own privacy disclosures.

3.1 SMS/MMS Message Data Retention

Message logs and conversation history are retained for a period of 12 months by default. You may configure data retention settings within your account or request deletion of specific data in accordance with applicable law.

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with trusted third-party service providers who assist us in operating the platform, including:

• Twilio: Communications infrastructure (SMS, voice, WhatsApp, messaging APIs)
• Cloud Infrastructure Providers: Hosting, storage, and computing services
• Payment Processors: Secure billing and subscription management
• Analytics Providers: Platform usage analytics
• Customer Support Tools: Help desk and support ticket management

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Integrations You Enable

When you connect third-party services (such as HubSpot, Salesforce, or Google Calendar) to your Conversyn account, we share relevant data with those services as directed by you.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Conversyn, our users, or the public.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such change and your choices regarding your information.

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of data at rest using AES-256 encryption
• Multi-tenant data isolation to ensure complete separation between business accounts
• Regular security audits and penetration testing
• Access controls and authentication requirements for all staff
• Incident response procedures for security breaches

While we take reasonable measures to protect your information, no security system is impenetrable. We cannot guarantee the absolute security of your data. In the event of a data breach that affects your rights and freedoms, we will notify you as required by applicable law.

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

6.1 General Rights

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to certain legal obligations.
• Portability: Request a machine-readable copy of your data.
• Opt-Out of Marketing: Unsubscribe from marketing communications at any time using the unsubscribe link in emails or by contacting us.

6.2 SMS/Text Message Opt-Out

If you receive SMS messages through a business using the Conversyn platform, you may opt out at any time by replying STOP to any message. You may also use the keywords STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT. After opting out, you will receive one final confirmation message. No further messages will be sent unless you provide new consent.

6.3 GDPR Rights (EEA/UK Users)

If you are located in the European Economic Area or United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR), including the right to object to processing, restrict processing, and lodge a complaint with a supervisory authority.

6.4 CCPA Rights (California Residents)

California residents have the right to know what personal information is collected, the right to delete personal information, the right to opt-out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights.

To exercise any of these rights, please contact us at [email protected].

We retain your information for as long as your account is active or as needed to provide the Service. Specifically:

• Account Data: Retained for the duration of your account plus 90 days after termination.
• Conversation Data: Retained for 12 months by default; configurable in account settings.
• Billing Records: Retained for 7 years as required by financial regulations.
• Consent Records: Retained for the duration required by applicable telecommunications regulations.
• Opt-Out Records: Retained indefinitely to ensure compliance with opt-out requests.

We use cookies and similar tracking technologies to enhance your experience on our platform. These include:

• Essential Cookies: Required for the platform to function properly, including authentication and security features.
• Analytics Cookies: Help us understand how users interact with the platform to improve performance.
• Preference Cookies: Remember your settings and preferences.

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect platform functionality.

Conversyn operates primarily in the United States. If you are accessing the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

For transfers from the EEA or UK, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission to ensure your data receives adequate protection.

The Conversyn platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by email or through a prominent notice on our platform at least 30 days before the changes take effect.

Your continued use of the Service after the effective date of the updated Privacy Policy constitutes your acceptance of the changes.

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

We will respond to all privacy-related requests within 30 days, or within the timeframe required by applicable law.