Privacy Policy

1. Introduction & Scope

Practivo AI (“Practivo”, “we”, “us”, or “our”) operates the all-in-one AI-powered business platform, customer relationship management (CRM) software, AI Voice Agents, web chatbots, automated communication tools, reputation management services, and the website located at practivo.ai.

This Privacy Policy describes how we collect, process, store, disclose, and protect personal and organizational information when you visit our website, use our software-as-a-service (SaaS) application, or interact with our automated conversational agents and workflows.

2. Information We Collect

We collect information across three main categories to provide and optimize our services:

A. Information You Provide to Us

• Account & Profile Data: Full name, business email address, company name, telephone number, billing details, password hash, and account configuration settings.
• Customer Relationship Data (CRM Data): Contacts, leads, client interaction notes, appointment history, pipeline deal stages, and custom tags uploaded or synchronized by your business.
• Communication Content: Inbound and outbound SMS messages, email text, voice recordings, transcribed call scripts, and live web chat logs processed on behalf of your business.
• Inquiry & Demo Form Information: Information submitted through our demo scheduler, contact forms, or support tickets.

B. Information Collected Automatically

• Device & Telemetry Data: IP address, browser type and version, operating system, device identifiers, session timestamps, and referral URLs.
• Usage Analytics: Platform feature engagement, automation trigger counts, latency metrics, and API call volumes used for system monitoring and stability.

3. AI Data Isolation & Model Safeguards

As an AI-first business operating system, we uphold the highest standards of data governance and artificial intelligence ethics:

• Tenant Data Isolation: Every customer's business prompt context and custom workflow definitions are strictly partitioned into siloed execution environments with role-based access control.
• Transient Processing: Prompt inputs and output tokens generated during chatbot and voice agent sessions are processed ephemerally solely for conversation fulfillment and CRM transcription storage.
• Enterprise Zero-Data-Retention (ZDR) APIs: Upstream inference service providers operate under enterprise business associate and zero-data-retention agreements where requests are not stored or logged for external training.

4. How We Use Your Information

We process information strictly for legitimate business and contractual purposes:

• Delivering, orchestrating, and maintaining platform features (chatbots, voice agents, appointment booking, CRM tracking, review requests).
• Executing automated marketing workflows (SMS sequences, automated missed-call text-back dispatch, email triggers).
• Processing subscription payments, issuing invoices, and preventing fraudulent transactions.
• Delivering dedicated customer onboarding, technical troubleshooting, and system notifications.
• Ensuring platform security, load balancing, preventing DDoS attacks, and complying with legal obligations.

5. Telecommunications & SMS (A2P 10DLC Compliance)

Practivo AI facilitates automated text messaging and voice calling through registered carrier routes adhering to the Telephone Consumer Protection Act (TCPA), Cellular Telecommunications Industry Association (CTIA) guidelines, and Application-to-Person (A2P 10DLC) brand registry rules.

• Clear Consent Requirements: Businesses utilizing Practivo AI must obtain valid express written consent from contacts prior to initiating automated messaging campaigns.
• Mandatory Opt-Out Support: All outbound automated messaging natively supports standard carrier keywords (e.g. STOP, UNSUBSCRIBE, HELP) for instant, automated removal from messaging queues.
• Call Recording Disclosures: If Voice AI Agent recording or transcriptions are enabled, the platform provides automated disclosure prompts informing participants that the conversation is recorded.

6. Third-Party Sharing & Subprocessors

We do not sell, rent, or monetize your personal or business data. We only share information with trusted infrastructure subprocessors under strict data protection agreements:

• Cloud & Database Hosting: Tier-4 SOC2 and ISO27001 certified cloud infrastructure providers (e.g., AWS / Google Cloud).
• Telecommunications Carriers: Registered telephony aggregators (e.g., Twilio / Telnyx) to deliver SMS, MMS, and voice calls.
• Payment Gateways: PCI-DSS Level 1 certified processors (e.g., Stripe) for recurring billing. Credit card numbers never touch our servers directly.
• Legal Requirements: Disclosures made when strictly required by enforceable subpoena, court order, or applicable federal/state statutes.

7. Cookies & Tracking Technologies

We use essential and functional cookies, local storage tokens, and web beacons to authenticate authorized users, maintain theme preferences (light/dark mode), and safeguard session security.

You can control or disable cookies via your web browser settings. Note that disabling essential session cookies may prevent you from logging into your Practivo dashboard.

8. Data Security, Encryption & Retention

Security is embedded into every layer of Practivo AI. Our security controls include:

• Encryption Everywhere: All data in transit is encrypted using TLS 1.3. Stored database records, backups, and media files are encrypted with AES-256.
• Role-Based Access Controls (RBAC): Granular staff permissions, multi-factor authentication (MFA), and audit log tracking.
• Data Retention: We retain active customer data for the duration of your active subscription. Upon account closure or verified deletion request, all tenant CRM databases are permanently expunged within 30 days.

9. Your Rights (CCPA/CPRA, GDPR & State Laws)

Depending on your jurisdiction (including California, Virginia, Colorado, the European Union, and the United Kingdom), you hold the following rights:

• Right to Know & Access: You may request a complete copy of personal information collected about you.
• Right to Correction: You may correct inaccurate or incomplete account and contact records.
• Right to Deletion (“Right to be Forgotten”): You may request complete erasure of your personal data from our systems.
• Right to Opt-Out: We do not sell your personal data or share it for cross-context behavioral advertising.
• Non-Discrimination: We will never discriminate against you for exercising your privacy rights.

To exercise these rights, please email us at [email protected] with the subject line “Privacy Request”. We verify identity and respond within 30 days.

10. International Transfers

Practivo AI is operated within the United States. If you access our platform from outside the United States, your information will be transferred to, stored, and processed in U.S. data centers in accordance with Standard Contractual Clauses (SCCs) and applicable data transfer mechanisms.

11. Children's Privacy

Our platform is designed exclusively for business operators and enterprise commercial use. We do not knowingly market to or collect personal information from children under the age of 18.

12. Contact & Privacy Officer

If you have questions regarding this Privacy Policy, your data protection rights, or our security practices, please contact our Data Protection Officer: