Privacy Policy

1. Introduction

Welcome to Niaa AI ("we," "our," or "us"). We are committed to protecting your privacy and ensuring you understand how we collect, use, and safeguard your personal information. This Privacy Policy explains our practices regarding the data we collect when you use our AI receptionist services, visit our website, or interact with our advertising.

By using our services or visiting our website, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our services.

2. Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and business address
• Business Information: Company name, industry, business size, and role/title
• Account Information: Username, password, and account preferences
• Payment Information: Billing address and payment method details (processed securely through third-party payment processors)

Call Data and Communications

As part of our AI receptionist services, we may collect:

• Call recordings and transcripts
• Caller information provided during calls
• Appointment and scheduling data
• Messages and voicemails

Usage and Technical Data

We automatically collect certain information when you visit our website:

• IP address and device identifiers
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Click-through and interaction data

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI receptionist services
• Communication: To respond to your inquiries, send service updates, and provide customer support
• Personalization: To customize your experience and provide relevant content
• Analytics: To understand how our services are used and improve their performance
• Marketing: To send promotional communications (with your consent) and display relevant advertisements
• Security: To protect against fraud, unauthorized access, and other security threats
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

The Personalization, Marketing, and Analytics purposes described above apply only to website visitor data, customer account information, and other data Niaa AI collects directly. They do not apply to data Niaa AI obtains through Google Workspace APIs, which is governed exclusively by Section 5 of this Privacy Policy ("Google Workspace API Data and Limited Use Compliance").

4. Data Sharing and Third Parties

We may share your information with the following categories of third parties:

Service Providers

We work with trusted third-party companies that help us operate our business, including:

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

Advertising Partners

We partner with advertising networks to display relevant ads. These partners may collect information about your online activities. See Section 9 for more details about advertising and tracking.

Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

SMS and Mobile Data

No mobile information or SMS opt-in data will be shared with third parties or affiliates for marketing or promotional purposes. This includes phone numbers, SMS consent records, and related communications data. Information sharing with subcontractors that support our operations (such as cloud hosting or customer service tools) is permitted but these parties are prohibited from using your mobile data for their own marketing purposes.

5. Google Workspace API Data and Limited Use Compliance

Niaa AI uses Google Workspace APIs to provide appointment booking, scheduling, and calendar management features on behalf of our business customers. Our access to and use of information received from Google APIs is governed by the Google API Services User Data Policy, including the Limited Use requirements.

What Google user data Niaa AI collects

When a business customer authorizes Niaa AI to access their Google Calendar, we may access and process the following data through Google's APIs:

• Calendar event data, including event titles, descriptions, start and end times, and attendee information
• Calendar availability and free/busy information
• Calendar metadata
• OAuth 2.0 access and refresh tokens issued by Google to authenticate API requests on the customer's behalf

How Niaa AI uses Google user data

Niaa AI uses Google Calendar data solely to:

• Check the business customer's calendar availability in real time during inbound calls
• Create new appointments on the business customer's calendar based on caller requests
• Reschedule or modify existing appointments at the caller's or business customer's request
• Cancel appointments at the caller's or business customer's request

Google user data is not used for any other purpose.

How Niaa AI shares Google user data

Niaa AI does not share, transfer, or disclose Google user data to third parties except as strictly necessary to provide the Niaa AI service.

Google Calendar data is stored on Niaa AI's secured backend infrastructure and is not exposed to other platforms used by Niaa AI with the exception of our AI voice provider, Retell AI.

Retell AI, the platform we use to power our AI voice agent, receives available time slots and event IDs on a business customer's Google Calendar returned from our backend to handle booking events as needed.

Neither Retell AI nor our voice agent on the platform ever receive raw Google user data with the exception of available times and event IDs. Neither Retell AI nor our voice agent on the platform ever see calendar IDs, event titles, event descriptions, attendee names, or any other Google user data. Only available calendar times and event IDs filtered from our backend are passed to Retell AI and our agent. The agent has no awareness of the calendar owner or any other metadata.

We do not sell Google user data to any third party, and we do not transfer Google user data to data brokers, information resellers, or any party for advertising, creditworthiness, or lending purposes.

How Niaa AI protects Google user data

We protect Google user data using the same security controls described in Section 6 of this Privacy Policy, including encryption of data in transit and at rest, strict access controls, authentication requirements, regular security assessments, and employee training on data protection. OAuth tokens are stored encrypted on Niaa AI's backend and are never exposed to the voice agent, third-party platforms, or end users.

How Niaa AI retains and deletes Google user data

Niaa AI retains Google user data only for as long as necessary to provide the service:

• Calendar event data fetched in real time to answer availability checks is not persisted beyond the active call session.
• Appointment records created or modified by Niaa AI are retained for the duration of the customer's service agreement to support rescheduling, cancellation, and customer support.
• OAuth tokens are retained until the customer revokes Niaa AI's access through their Google account, disconnects their calendar in Niaa AI's settings, or terminates their service with Niaa AI.

When a customer revokes Niaa AI's access to their Google account, disconnects their calendar, or terminates their service, Niaa AI deletes all associated Google user data and revokes the corresponding OAuth tokens within 30 days. Customers may also request earlier deletion at any time by contacting us at contact@niaa.ai.

Limited Use compliance

Niaa AI's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In accordance with these requirements, Niaa AI:

• Uses Google user data only to provide and improve the user-facing features of the Niaa AI receptionist service.
• Does not use Google user data for serving advertisements of any kind, including targeted, retargeted, personalized, or interest-based advertising.
• Does not sell Google user data to third parties or transfer it to data brokers or information resellers.
• Does not use Google user data for determining creditworthiness or for lending purposes.
• Does not use Google user data to train, develop, or improve generalized or non-personalized artificial intelligence or machine learning models. Google user data is not used to train Niaa AI's models or any third-party AI models.
• Only permits humans to read Google user data with the user's affirmative consent, for security purposes (such as investigating abuse), to comply with applicable law, or for internal operations after the data has been aggregated and anonymized where feasible.

The advertising and tracking technologies described elsewhere in this Privacy Policy (including the Meta Pixel and Google Ads remarketing) apply only to website visitor data collected through our own website and do not apply to any data obtained through Google Workspace APIs.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication requirements
• Employee training on data protection

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.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Factors we consider include:

• The duration of our relationship with you
• Legal obligations to retain data
• Statute of limitations for potential legal claims
• Business needs for data analysis and record-keeping

Call recordings and transcripts are typically retained for the duration of your service agreement plus a reasonable period thereafter, unless you request earlier deletion. Google Workspace API data is retained according to the terms described in Section 5.

8. Your 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 machine-readable format
• Opt-Out: Opt out of certain data processing activities, including targeted advertising
• Withdraw Consent: Where processing is based on consent, withdraw that consent at any time

To exercise these rights, please contact us using the information provided in Section 12.

9. Cookies, Tracking, and Advertising

We use cookies, pixels, and similar tracking technologies to collect information about your browsing behavior and deliver personalized advertising.

Types of Cookies We Use

• Essential Cookies: Required for basic website functionality
• Analytics Cookies: Help us understand how visitors interact with our website
• Advertising Cookies: Used to deliver relevant ads and measure campaign effectiveness

Third-Party Advertising

We use third-party advertising services, including Meta (Facebook/Instagram) and Google Ads, to show you relevant advertisements on other websites and platforms. These services may use cookies and similar technologies to collect information about your online activities over time and across different websites.

Meta (Facebook) Pixel

We use the Meta Pixel on our website. This allows us to measure, optimize, and build audiences for advertising campaigns served on Meta platforms. The Meta Pixel collects information about your activity on our website, including pages visited, actions taken, and device information. This data is used to:

• Show you relevant ads on Facebook, Instagram, and other Meta platforms
• Measure the effectiveness of our advertising campaigns
• Create custom audiences for targeted advertising

You can learn more about how Meta uses your data by visiting Meta's Privacy Policy.

Google Ads and Analytics

We use Google Ads and Google Analytics to advertise online and analyze website traffic. Google and other third-party vendors use cookies to serve ads based on your past visits to our website. Specifically:

• Third-party vendors, including Google, show our ads on sites across the Internet
• Google uses cookies and device identifiers to serve ads based on your past visits to our website and other websites
• We use remarketing to show ads to users who have previously visited our site

The Meta Pixel, Google Ads, Google Analytics, and any other advertising or tracking technologies described in this section apply only to website visitor data collected through niaa.ai and do not apply to any data Niaa AI obtains through Google Workspace APIs.

Opt-Out Options

You can opt out of personalized advertising through the following methods:

• Google Ads Settings: Visit Google Ads Settings to manage your ad preferences
• Network Advertising Initiative: Visit the NAI opt-out page to opt out of interest-based advertising from participating companies
• Digital Advertising Alliance: Visit DAA opt-out for additional opt-out options
• Meta Ad Preferences: Adjust your ad preferences in your Facebook settings
• Browser Settings: Configure your browser to block or delete cookies

Global Privacy Control

We recognize and honor Global Privacy Control (GPC) signals. When we detect a GPC signal from your browser, we will treat it as a valid opt-out request for the sale or sharing of your personal information for targeted advertising purposes, as applicable under state privacy laws.

10. California Privacy Rights (CCPA/CPRA)

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

• Right to Know: You can request information about the categories and specific pieces of personal information we have collected about you
• Right to Delete: You can request deletion of your personal information, subject to certain exceptions
• Right to Opt-Out of Sale/Sharing: You can opt out of the sale or sharing of your personal information for cross-context behavioral advertising
• Right to Limit Use of Sensitive Information: You can limit how we use sensitive personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, please contact us using the information in Section 12. We will verify your identity before processing your request.

Do Not Sell or Share My Personal Information: To opt out of the sale or sharing of your personal information, please contact us or use the opt-out mechanisms described in Section 9.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website with a new "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: