Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to YAIVA.US and to information YAIVA collects in connection with inquiries, demonstrations, sales, customer onboarding, AI voice and conversational services, customer support, appointment-related functionality, and related business operations.

A YAIVA customer may use our technology to interact with that customer’s own callers, prospects, patients, clients, or other users. In those circumstances, the YAIVA customer may independently determine why and how information is collected and used. That customer’s own privacy notices and legal obligations may also apply.

2. Information We May Collect

The information we collect depends on how you interact with YAIVA and may include:

• Contact information: name, business name, email address, telephone number, mailing or service address, and similar contact details.
• Business information: industry, business needs, operating information, service preferences, requested integrations, and information supplied while configuring a YAIVA service.
• Inquiry and form information: information entered into contact forms, demo-access forms, callback requests, questionnaires, surveys, or other website fields.
• Conversation information: information communicated during voice, telephone, web-chat, or AI interactions, which may include recordings, transcripts, summaries, caller requests, appointment details, and information voluntarily provided during a conversation when those features are enabled.
• Account and transaction information: service selections, subscription or billing status, transaction identifiers, invoices, and related records.
• Technical information: IP address, browser and device information, timestamps, referring pages, pages visited, diagnostic information, cookies, and similar usage data.
• Communications: emails, support requests, feedback, and other correspondence with us.

3. AI Voice Conversations, Recordings, and Transcripts

YAIVA provides AI-powered voice and conversational technology. When you interact with a YAIVA demonstration or with a YAIVA-powered system, information you provide may be processed by automated systems so the AI can understand the interaction, generate responses, perform requested functions, and maintain appropriate records.

Depending on the configuration, a conversation may be recorded, transcribed, summarized, analyzed, or stored. Recording and transcription requirements differ by jurisdiction and circumstances. Where notice or consent is legally required, the party deploying or operating the applicable service is responsible for ensuring that appropriate notice and consent procedures are implemented.

4. Voice Cloning and Voice Materials

Some YAIVA services may allow an authorized customer to create or use a synthetic or cloned voice. Voice samples, recordings, and related materials may be processed to provide that service. Customers must have all rights, permissions, and authorizations necessary to submit and use any voice, likeness, recording, or other material they provide to YAIVA.

YAIVA services may not be used to impersonate another person without authorization, deceive people about identity in an unlawful manner, or otherwise violate applicable law or the rights of another person.

5. How We Use Information

We may use personal information to:

• operate, maintain, provide, configure, and support YAIVA and its services;
• respond to inquiries and demonstrate our AI voice technology;
• create, configure, test, troubleshoot, and improve customer AI agents and automations;
• answer questions, route communications, qualify inquiries, and facilitate appointment scheduling or follow-up when configured to do so;
• authenticate users and protect our systems, customers, and services from fraud, abuse, misuse, and security threats;
• process transactions, maintain billing records, and administer customer relationships;
• communicate about requested services, accounts, support, operational matters, and, where permitted, relevant offers or updates;
• analyze website and service performance and improve usability, reliability, and functionality;
• comply with legal obligations, enforce agreements, resolve disputes, and protect legal rights; and
• carry out other purposes disclosed when information is collected or otherwise permitted by law.

6. How We May Disclose Information

We may disclose information when reasonably necessary to operate YAIVA, provide requested services, comply with law, or protect legitimate business and legal interests. Recipients may include:

• cloud hosting, infrastructure, storage, and security providers;
• telecommunications, telephone, messaging, and voice-service providers;
• AI, speech-processing, transcription, and conversational-technology providers;
• CRM, workflow, automation, scheduling, calendar, email, and customer-support providers;
• payment processors and billing-service providers;
• analytics, website, and technical-service providers;
• professional advisers such as attorneys, accountants, insurers, and consultants where appropriate;
• government agencies, regulators, courts, law enforcement, or other parties when disclosure is required or permitted by law; and
• a buyer, successor, financing source, or other appropriate party in connection with a merger, acquisition, reorganization, financing, sale of assets, or similar business transaction, subject to applicable law.

We may also disclose information at your direction, with your consent, or as otherwise disclosed at the time information is collected.

7. Sale, Sharing, and Targeted Advertising

YAIVA does not disclose personal information to third parties for monetary payment merely for the purpose of allowing those third parties to independently market their unrelated products or services to you.

Certain privacy laws define “sale,” “sharing,” or “targeted advertising” more broadly than an ordinary monetary sale. Website analytics, advertising technologies, or similar tools, if used, may be treated differently under those laws. Where applicable law provides an opt-out right for such processing, YAIVA will honor legally valid requests as required.

8. Cookies and Similar Technologies

YAIVA.US may use cookies, pixels, local storage, analytics technologies, and similar tools to operate the website, remember preferences, understand traffic and performance, detect problems, improve services, and, where used and legally permitted, measure marketing effectiveness.

You may be able to control cookies through your browser or device settings. Blocking some technologies may affect website functionality. Where applicable law requires additional consent or opt-out mechanisms, we may provide them through the website.

9. Payments

Payments may be processed by third-party payment processors. YAIVA may receive transaction information such as payment status, transaction identifiers, billing contact information, and limited payment-related details needed to administer an account. Full payment-card information may be collected and processed directly by the applicable payment processor rather than by YAIVA.

10. Communications and Marketing

We may use contact information to respond to requests, provide service-related notices, communicate about an account or transaction, and send other communications permitted by law. Where marketing communications are sent, recipients may use the unsubscribe mechanism provided in the communication or contact us to request that eligible marketing communications stop.

Transactional, security, legal, account, or service communications may still be sent when necessary even if a person opts out of marketing communications.

11. Data Retention

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain appropriate business and transaction records, comply with legal obligations, resolve disputes, enforce agreements, protect against fraud or abuse, and maintain security.

Retention periods vary based on the type of information, the applicable service or customer configuration, legal and contractual requirements, and legitimate operational needs. Information may be deleted, anonymized, or aggregated when it is no longer reasonably required, subject to applicable law and backup or archival practices.

12. Data Security

YAIVA uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure, appropriate to the nature of the information and our services.

No website, telecommunications system, AI platform, data transmission, or storage system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security. Users should also take reasonable steps to protect their devices, credentials, and information.

13. Privacy Rights and Requests

Depending on where you reside and whether a particular privacy law applies to YAIVA and the relevant processing, you may have rights concerning your personal information. These may include rights to request access, correction, deletion, or a copy of certain information, and rights to opt out of certain forms of sale, sharing, targeted advertising, or profiling.

To submit a privacy request, email [email protected] and describe the request. We may need to verify your identity and authority before fulfilling a request. We may deny or limit a request when permitted by applicable law, including when information must be retained for legal, security, fraud-prevention, contractual, or other permitted purposes.

Where applicable law provides a right to appeal a decision concerning a privacy request, you may submit an appeal to [email protected] with the subject line “Privacy Request Appeal” and explain the basis for the appeal.

14. Sensitive and Regulated Information

YAIVA is a technology provider and is not, merely by providing its general services, a healthcare provider, law firm, financial institution, emergency service, or other licensed professional service. Customers operating in regulated industries are responsible for determining the legal, contractual, security, consent, and compliance requirements applicable to their own use of YAIVA.

Additional agreements, configurations, safeguards, or service limitations may be required before YAIVA is used to process particular categories of regulated or sensitive information. Customers should not assume that a general YAIVA service configuration is appropriate for regulated information unless that use has been specifically agreed upon.

15. Third-Party Services and Links

YAIVA may integrate with or link to third-party websites, calendars, telecommunications services, payment services, software platforms, or other systems. Those third parties may collect and process information under their own terms and privacy policies. YAIVA does not control the privacy practices of independent third parties.

16. Children’s Privacy

YAIVA.US and YAIVA’s general commercial services are intended for businesses and adults and are not directed to children under 13. We do not knowingly solicit personal information directly from children under 13 through our general website. If you believe a child under 13 has provided personal information to us through YAIVA.US, contact us so we can evaluate and address the matter as required by law.

17. Do Not Track and Privacy Preference Signals

Browser “Do Not Track” signals are not interpreted uniformly across the industry. Where applicable law requires YAIVA to recognize a legally valid browser-based opt-out or universal opt-out preference signal for particular processing, we will handle such signals as required by applicable law.

18. Business Customers and End-User Information

When YAIVA processes information on behalf of a business customer in providing contracted services, that customer may be responsible for determining the purposes and means of the processing. Requests relating to information controlled by a YAIVA customer may need to be directed to that customer. When appropriate, YAIVA may assist the customer in responding to legally valid requests consistent with applicable agreements and law.

19. Legal Disclosures and Protection of Rights

We may preserve, access, use, or disclose information when we reasonably believe doing so is necessary to comply with applicable law, legal process, regulatory requirements, or valid governmental requests; investigate fraud, abuse, security incidents, or violations of our agreements; protect the rights, property, safety, or security of YAIVA, our customers, users, or others; or establish, exercise, or defend legal claims.

20. Changes to This Privacy Policy

We may update this Privacy Policy as our services, technologies, business practices, or legal obligations change. When we make changes, we will post the revised policy and update the effective date. Additional notice will be provided when required by applicable law. We encourage visitors and customers to review this page periodically.

21. Contact Us

Questions about this Privacy Policy or privacy requests may be directed to: