Privacy Policy

Vortex AI, Inc. ("we," "our," or "us"), operating Coach Support AI, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered virtual assistant services, website, and related services (collectively, the "Services").

By using our Services, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

1. Information We Collect

1.1 Information You Provide

We collect information that you voluntarily provide when using our Services:

• Account Information: Name, email address, phone number, business name, and billing information
• Business Information: Coaching services details, pricing, policies, and custom AI training data
• Communication Data: Contact form submissions, support requests, and correspondence with our team
• Payment Information: Credit card details, billing address (processed securely through third-party payment processors)

1.2 Information Collected Automatically

When you use our Services, we automatically collect certain information:

• Usage Data: Call logs, call duration, timestamps, AI interactions, and feature usage
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies and Tracking: We use cookies and similar technologies to enhance user experience and analyze usage patterns

1.3 Information from Third Parties

We may receive information from third-party integrations you authorize, such as:

• Calendar systems (Google Calendar, Outlook)
• Payment processors (Stripe, PayPal)
• CRM platforms (Salesforce, HubSpot)
• Communication platforms (email, SMS providers)

2. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: Provide, maintain, and improve our AI assistant services
• Account Management: Create and manage your account, process payments, and handle billing
• Communication: Send service updates, technical notices, security alerts, and support messages
• Personalization: Customize and optimize the AI assistant to match your business needs
• Analytics: Analyze usage patterns, improve features, and develop new services
• Marketing: Send promotional materials, newsletters, and product updates (with your consent)
• Legal Compliance: Comply with legal obligations, resolve disputes, and enforce our agreements
• Security: Detect, prevent, and address fraud, security issues, and technical problems

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 Service Providers

We may share information with third-party vendors who perform services on our behalf, including:

• Cloud hosting providers
• Payment processors
• Email and SMS communication services
• Analytics and monitoring tools
• Customer support platforms

3.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

3.3 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights, property, or safety, or that of others.

3.4 With Your Consent

We may share information with third parties when you explicitly consent or direct us to do so.

4. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit and at rest using SSL/TLS protocols
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Secure data centers with physical and digital safeguards
• Employee training on data protection and privacy practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. When you cancel your account, we will delete or anonymize your personal information within 90 days, unless retention is required by law.

6. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal exceptions)
• Portability: Request a copy of your data in a structured, machine-readable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Restriction: Request limitation on how we use your information
• Objection: Object to certain processing activities

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Remember your preferences and settings
• Authenticate your account and maintain sessions
• Analyze usage patterns and improve our Services
• Deliver personalized content and advertisements

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our Services.

8. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

9. Third-Party Links and Services

Our Services may contain links to third-party websites and integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

12. GDPR Compliance (EU Users)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectify, erase, restrict processing, data portability, and object to processing. You also have the right to lodge a complaint with a supervisory authority.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our Services after such changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: