Effective Date:

January 1, 2024

Last Updated:

April 10, 2025

1. Introduction

AxiLeads ("we," "us," or "our") is committed to protecting your privacy and the privacy of your customers. This Privacy Policy explains how we collect, use, process, and protect information when you use our AI-powered sales automation services.

This policy applies to all users of our services, including business clients and end-users who interact with our AI systems on behalf of our clients.

2. Information We Collect

2.1 Client Information

When you sign up for our services, we collect:

Account Information: Name, email address, phone number, company name, billing address

Business Information: Industry type, business size, website URL, CRM details

Payment Information: Credit card details, billing address (processed securely through third-party payment processors)

Communication Records: Support tickets, emails, phone calls, and chat conversations with our team

2.2 Customer Data You Provide

To deliver our AI automation services, you may provide us with your customer data, including:

Contact Information: Names, email addresses, phone numbers, addresses

Purchase History: Transaction records, order details, product preferences

Behavioral Data: Website interactions, email engagement, purchase patterns

Communication History: Previous conversations, support interactions, preferences

Custom Fields: Any additional data fields from your CRM or customer database

2.3 Data Generated Through Our Services

Our AI systems generate and collect:

Conversation Data: AI chat logs, message exchanges, response patterns

Engagement Metrics: Open rates, click rates, response rates, conversion data

System Logs: Technical data about system performance, error reports, usage statistics

AI Learning Data: Patterns and insights derived from interactions (anonymized and aggregated)

2.4 Technical Information

We automatically collect:

Device Information: IP address, browser type, operating system, device identifiers

Usage Data: Pages visited, features used, time spent, navigation patterns

Cookies and Tracking: Session cookies, preference cookies, analytics cookies

3. How We Use Your Information

3.1 Service Delivery

We use your information to:

Provide AI-powered sales automation services

Process abandoned cart recovery campaigns

Execute database reactivation initiatives

Facilitate WhatsApp and SMS communications

Generate automated follow-ups and lead nurturing sequencesI

ntegrate with your existing CRM and business tools

3.2 AI Training and Improvement

We use aggregated and anonymized data to:

Train and improve our AI algorithmsEnhance conversation quality and relevance

Develop new features and capabilitiesOptimize system performance and accuracy
Important:

We never use your specific customer data to train AI for other clients.

Each client's AI is trained separately and securely.

3.3 Business Operations

We use information for:

Account management and customer support

Billing and payment processing

Service optimization and troubleshooting

Legal compliance and fraud prevention

Business analytics and reporting (aggregated data only)

3.4 Communications

We may use your contact information to:

Send service-related notifications and updates

rovide customer support and technical assistanceS

hare important product announcements

Send marketing communications (with your consent)

4. Legal Basis for Processing (GDPR)

For users in the European Union, our legal basis for processing personal data includes:

Contract Performance: Processing necessary to provide our services under your agreement

Legitimate Interest: Improving our services, preventing fraud, and business operations

Consent: Marketing communications and non-essential cookies (where required)

Legal Obligation: Compliance with applicable laws and regulations

5. Data Sharing and Disclosure

5.1 We Do Not Sell Your Data

We never sell, rent, or trade your personal information or customer data to third parties for their marketing purposes.

5.2 Service Providers

We may share data with trusted third-party service providers who assist us in:

Cloud hosting and data storage (AWS, Google Cloud, etc.)

Payment processing (Stripe, PayPal, etc.)

Email delivery and communicationsAnalytics and monitoring tools

Customer support platforms

All service providers are contractually bound to protect your data and use it only for specified purposes.

5.3 Integration Partners

When you connect our services to your existing tools (CRMs, marketing platforms, etc.), data may be shared according to your integration settings and the privacy policies of those platforms.

5.4 Legal Requirements

We may disclose information when required by law, such as:

Responding to subpoenas, court orders, or legal process

Protecting our rights, property, or safety

nvestigating fraud or security issues

omplying with regulatory requirements

5.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

6. Data Security

6.1 Security Measures

We implement comprehensive security measures including:

Encryption: End-to-end encryption for data transmission and storage

Access Controls: Role-based access with multi-factor authentication

Secure Infrastructure: SOC 2 Type II certified data centers

Regular Audits: Penetration testing and security assessments

Employee Training: Regular security awareness and privacy training

6.2 Incident Response

In the unlikely event of a data breach, we will:

Immediately investigate and contain the incident

Notify affected parties within 72 hours (as required by law)

Provide detailed information about the breach and remediation steps

Work with authorities and affected parties to minimize impact

7. Data Retention

7.1 Client Data

We retain your account information and service data for:

Active accounts: Duration of service agreement plus 3 years

losed accounts: 3 years for legal and business purposes

ancial records: 7 years for tax and audit requirements

7.2 Customer Data

Your customer data is retained according to:

Your specific retention preferences and settingsLegal requirements in your jurisdiction

Default retention of 2 years after service termination (unless you request earlier deletion)

7.3 AI Training Data

Anonymized and aggregated insights may be retained indefinitely for AI improvement purposes, but cannot be linked back to specific individuals or clients.

8. Your Rights and Choices

8.1 Access and Portability

You have the right to:

Access all personal data we hold about you

Receive a copy of your data in a portable format

Request details about how your data is processed

8.2 Correction and Updates

You can:

Update your account information at any time

Request correction of inaccurate personal data

Modify data processing preferences

8.3 Deletion and Erasure

You may request:

Deletion of your personal data (subject to legal retention requirements)

Removal of specific customer records from our systems

Account closure and complete data deletion

8.4 Processing Restrictions

You can:

Object to certain types of data processing

Restrict processing for specific purposes

Opt out of marketing communications

Withdraw consent where processing is based on consent

8.5 Data Controller Rights

As a client, you remain the data controller for your customer data. You can:

Determine how your customer data is processed

Set retention and deletion policies

anage consent and opt-out preferences

Access detailed processing logs and reports

9. Cookies and Tracking Technologies

9.1 Types of Cookies

We use several types of cookies:

Essential Cookies: Required for basic site functionality

Analytics Cookies: Help us understand site usage and performance

Preference Cookies: Remember your settings and preferences

Marketing Cookies: Used for targeted advertising (with consent)

9.2 Managing Cookies

You can control cookies through:

Browser settings and preferences

Our cookie consent bannerT

hird-party opt-out tools

Account settings for logged-in users

10. International Data Transfers

10.1 Cross-Border Processing

We may process data in countries outside your residence, including the United States.

When we transfer data internationally, we ensure adequate protection through:

Standard Contractual Clauses (SCCs)

Adequacy decisions by relevant authorities

Other approved transfer mechanisms

10.2 EU-US Data Transfers

For transfers from the EU to the US, we rely on appropriate safeguards and comply with applicable frameworks and regulations.

11. Children's Privacy

Our services are not intended for individuals under 16 years of age.

We do not knowingly collect personal information from children under 16.

If we become aware that we have collected such information, we will take steps to delete it promptly.

12. Third-Party Links and Services

Our services may contain links to third-party websites or integrate with third-party services.

This Privacy Policy does not apply to those external services.

We encourage you to review the privacy policies of any third-party services you use.

13. California Privacy Rights (CCPA)

13.1 California Residents

If you are a California resident, you have additional rights including:

Right to know what personal information is collected and how it's used

Right to delete personal information (subject to exceptions)

Right to opt out of the sale of personal information (Note: We do not sell personal information)

Right to non-discrimination for exercising your privacy rights

13.2 Exercising Rights

To exercise your rights, contact us using the information provided in Section 15.

We may need to verify your identity before processing requests.

14. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements.

We will:

Post the updated policy on our website

Send email notifications for material changes

Update the "Last Updated" date at the top of this policy

Your continued use of our services after updates constitutes acceptance of the revised policy.

15. Contact Us

15.1 Privacy Questions

For privacy-related questions or requests, contact our Data Protection Officer:

Email: [email protected]

Phone: +39 328 8282 996

Address: Largo Garibaldi, 26 - 66016 Guardiagrele (CH) - Italy

15.2 Data Subject Requests

To exercise your privacy rights or submit data-related requests:

Email: [email protected]

15.3 Response Times

We strive to respond to all privacy requests within:

30 days for general inquiries

30 days for data subject rights requests (may be extended to 60 days for complex requests)

72 hours for urgent security-related matters

16. Contact Information

For questions about these Terms or our services, please contact us at:

AxiLeads - A brand of Noventia Srl

Email: [email protected]

Address: Largo Garibaldi, 26 - 66016 Guardiagrele (CH) - Italy

Phone: +39 328 8282 996

This Privacy Policy was last updated on April 10, 2025. Please review this policy periodically for any changes.