Privacy Policy

Last Updated: February 2025
Website: https://itsaiva.com
Company: AIVA (owned and operated by Paer Goeran Baeckman)

Your privacy is important to us.
This Privacy Policy explains how AIVA (“we,” “us,” “our”) collects, uses, stores, and protects personal information obtained through our website, services, and communications.

By using this website or our services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

1.1. Personal Information

Information you provide directly, including:

  • Name

  • Phone number

  • Email address

  • Company name

  • Appointment details

  • Messages sent through forms, SMS, chat, or voice assistant

  • Payment and billing information (processed securely through third-party platforms)

1.2. Automatically Collected Information

When you visit our website or interact with our tools, we may automatically collect:

  • IP address

  • Device type

  • Browser information

  • Pages viewed

  • Time spent on site

  • Cookies and tracking data

  • Log and diagnostic data

1.3. AI-Generated and Voice Interaction Data

If you interact with our AI voice agent or AI messaging systems:

  • Audio recordings (if enabled by you or your business)

  • Transcriptions of calls

  • Chat messages

  • Automated responses

  • Metadata (timestamps, call length, etc.)

These are used to deliver and improve our AI communication services.

2. How We Use Your Information

We use collected information to:

  • Provide and improve our AI services

  • Schedule and manage appointments

  • Send confirmations, updates, and reminders

  • Respond to inquiries

  • Deliver customer support

  • Process payments

  • Personalize user experience

  • Send marketing communications (with your consent)

  • Detect and prevent fraud or misuse

  • Improve AI accuracy and training models (never with personally identifiable data unless explicitly permitted)

We do not sell your personal data.

3. Communications & Consent

3.1. Service-Related Communications

By submitting your contact information, you consent to receiving:

  • Appointment confirmations

  • Reminders

  • Follow-up messages

  • Service updates

These messages are considered essential for providing the service.

3.2. Marketing Communications

With your explicit consent, we may send:

  • Promotional emails

  • SMS offers

  • Automated or AI-generated marketing messages

You can opt out anytime by:

  • Clicking “unsubscribe” in emails

  • Replying “STOP” to SMS

  • Contacting us directly

4. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Improve site performance

  • Analyze usage patterns

  • Personalize content

  • Track conversions

  • Support advertising (Meta Pixel, Google Analytics)

Types of cookies may include:

  • Essential cookies

  • Analytics cookies

  • Functional cookies

  • Advertising/retargeting cookies

You can disable cookies in your browser settings.

5. Third-Party Services

We use third-party providers to deliver our services safely and effectively, including:

  • GoHighLevel (CRM, automations, calendar, website hosting)

  • LC Phone System / Twilio (calling & SMS)

  • Stripe or other payment processors

  • Meta (Facebook) Pixel

  • Google Analytics

  • Email delivery providers (Mailgun or similar)

These partners process data only as necessary to provide their services and are bound by their own privacy policies.

6. Data Storage & Security

We take reasonable steps to safeguard your information, including:

  • Encryption where applicable

  • Secure server environments

  • Access controls

  • Limited data retention

  • Routine monitoring for suspicious activity

However, no online transmission is completely secure. Use our services at your own discretion.

7. Data Retention

We retain your information only as long as needed to:

  • Provide the service

  • Comply with legal obligations

  • Resolve disputes

  • Enforce agreements

You may request deletion of your data (see Section 10).

8. International Data Transfers

As part of using cloud-based services (e.g., GHL, Twilio, Stripe), your data may be processed or stored outside Canada, including the United States.

We ensure such transfers comply with applicable privacy laws (including PIPEDA).

9. Minors

Our website and services are not intended for individuals under 18.
We do not knowingly collect personal data from minors.
If such data is discovered, it will be deleted promptly.

10. Your Rights (Canada & International)

You may request to:

  • Access your personal data

  • Correct inaccurate information

  • Delete your information

  • Withdraw consent to marketing

  • Restrict processing

  • Receive a copy of your data (where applicable)

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

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically.
Changes take effect immediately upon posting to this page with a revised “Last Updated” date.

Continued use of our website or services means you accept the changes.

12. Contact Information

For questions about this Privacy Policy, contact:

AIVA
Website: https://itsaiva.com