Privacy Policy

1. Information We Collect

We collect information you provide directly to us, including:

• Name, email address, phone number, company name
• Business information you share in intake forms or strategy calls
• Content you upload to our AI OS systems (documents, SOPs, contracts)

We also collect technical data automatically:

• Browser type, IP address, device identifiers
• Pages visited, features used, and interaction patterns
• Cookies and usage data (see Section 7)

2. How We Use Your Information

We use the information we collect to:

• Deliver and improve our AI OS services
• Communicate with you about your account and our services
• Process transactions and send related information
• Send you technical updates, security alerts, and support responses
• Market our services (you can opt out at any time)
• Comply with legal obligations

3. How We Share Your Information

We do not sell your data. We share information only in these cases:

• Service Providers: Third-party vendors who host data, process payments, or provide analytics on our behalf (bound by confidentiality agreements)
• Legal Requirements: If required by law, subpoena, or court order
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may transfer to the successor entity
• Your Consent: When you explicitly approve sharing

All AI OS data is processed under the terms of your specific service agreement.

4. Data Security

ProaktiveAI implements the following security measures:

• AES-256 encryption at rest and in transit
• Role-based access controls (RBAC) on all systems
• Admin approval flows for sensitive data access
• Full audit logs of AI OS queries and actions
• SOC 2 Type II compliant infrastructure (AWS/GCP)

Your data is never used to train public AI models without your explicit written consent.

5. Data Retention

• Account data: Retained until you request deletion or your account is closed
• AI OS memory data: Retained per your service agreement; deleted within 30 days of contract termination upon request
• Communications: Retained for 3 years for legal and compliance purposes
• Analytics data: Aggregated and anonymized after 26 months

6. Your Rights

You have the right to:

• Access your personal data and AI OS memory
• Correct inaccurate information
• Delete your data (subject to legal retention requirements)
• Export your data in machine-readable format
• Object to processing for direct marketing
• Restrict certain types of processing
• Revoke consent at any time (where processing is consent-based)

To exercise any rights, email privacy@proaktiveai.com with your request.

7. Cookies & Tracking

We use cookies and similar technologies to:

• Keep you logged in and secure your session
• Remember your preferences and settings
• Understand how you use our website and services
• Deliver relevant marketing (you can opt out)

Type	Purpose	Duration
Essential	Core functionality, security	Session
Analytics	Site usage insights	26 months
Marketing	Ad targeting	90 days

You can disable cookies via your browser settings (some features may break).

8. Third-Party Services

Our platform integrates with third-party tools (e.g., Slack, Google Drive, HubSpot, Salesforce). Each has its own privacy policy — we encourage you to review them. ProaktiveAI is not responsible for the data practices of third-party services.

9. Children's Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect data from children.

10. International Data Transfers

If you are located outside the United States, note that your data will be transferred to and processed in the United States. We use Standard Contractual Clauses (SCCs) for international transfers where required by law.

11. Changes to This Policy

We update this Privacy Policy periodically. Changes take effect when posted to our website with a revised "Effective Date." We notify you of material changes via email or a prominent notice on our site.

12. Contact Us

ProaktiveAI LLC
Email: privacy@proaktiveai.com
Website: proaktiveai.com

If you are located in the European Economic Area (EEA) and have data protection concerns, you have the right to lodge a complaint with your local supervisory authority.