PRIVACY POLICY – AIA Framework

Aizen Media – AI Voice Widget Bot
Email: support@aizenmedia.com

Last Updated: December 10, 2025

1. INTRODUCTION

Aizen Media (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI Voice Widget Bot service (the “Service”) and visit our website.

This policy applies to:

Clients who purchase and use our AI Voice Widget Bot
End Users (website visitors who interact with the bot on our clients’ websites)

By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy.

2. INFORMATION WE COLLECT

2.1 Information Collected from Clients (Business Customers)

When you sign up for our Service, we collect:

Account Information:

Business name and contact person
Email address
Phone number
Billing address
Payment information (processed securely through third-party payment processors)

Technical Information:

Website URL where the bot will be installed
Website hosting details and credentials (for installation purposes only)
Integration preferences and API credentials (Google Calendar, CRM systems, etc.)

Usage Data:

Dashboard login activity
Service usage statistics
Call credit consumption
Bot performance metrics

2.2 Information Collected from End Users (Website Visitors)

The information collected from website visitors who interact with the bot depends entirely on our client’s requirements and configuration.

Commonly Collected Information (Based on Client Settings):

Basic Information (Always):

Name (first name or full name, as configured)

Appointment Booking Information (If User Books):

Name
Email address
Phone number
Preferred appointment date and time
Service/treatment of interest

Conversation Data:

Voice recordings of the conversation (if enabled by client)
Conversation transcripts
Questions asked during the interaction
Responses provided by the bot

Technical Data (Automatically Collected):

IP address
Browser type and version
Device information (desktop/mobile, operating system)
Time and date of interaction
Pages visited on the website before/after bot interaction

Important: The specific data collected is determined by each individual client’s configuration. Not all clients collect all of the above information.

2.3 Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to enhance user experience and analyze service usage.

Types of Cookies:

Essential Cookies:

Required for the bot to function properly
Enable voice interaction and appointment booking
Cannot be disabled without affecting functionality

Analytics Cookies (Optional):

Track bot performance and user engagement
Help us improve the Service
May be disabled based on client preferences

Note: Our clients may also use their own cookies and tracking technologies on their websites. Please refer to their individual privacy policies for more information.

3. HOW WE USE YOUR INFORMATION

3.1 Use of Client Information

We use client information to:

Set up and configure the AI Voice Widget Bot
Process payments and manage billing
Provide technical support and customer service
Send service updates and important notices
Improve our Service and develop new features
Comply with legal obligations

3.2 Use of End User Information

Important Principle: We Are a Data Processor, Not a Data Controller

We do NOT use, store, or process end user data for our own purposes. We act only as a service provider for our clients.

How End User Data Is Handled:

Real-Time Transfer:

When a website visitor interacts with the bot and provides information (name, email, phone), this data is immediately sent directly to our client
The information goes into the client’s dashboard, CRM, or calendar system in real-time
We do NOT retain copies of this data on our servers

Temporary Processing Only:

Data passes through our systems only for the duration of the conversation
It is processed solely to deliver the service (voice recognition, conversation, booking)
Once delivered to the client, we do not store it

No Data Storage:

We do NOT maintain a database of end user information
We do NOT create profiles of website visitors
We do NOT retain conversation history after delivery to client

Marketing Use (Limited):

We may use aggregated, anonymized data for marketing purposes (e.g., “Our bots handle 10,000+ conversations monthly”)
We will NEVER use personally identifiable information for marketing without explicit consent
Marketing use is limited to showcasing service effectiveness, not individual user data

4. DATA SHARING AND DISCLOSURE

4.1 We Share Data With

Our Clients:

All end user data collected through the bot is sent directly to our clients
Clients are responsible for how they use, store, and protect this data
Clients must comply with applicable privacy laws (GDPR, CCPA, etc.)

Third-Party Service Providers:

We use trusted third-party services to operate our platform:

AI and Speech Services:

OpenAI (for natural language processing)
Speech recognition and text-to-speech providers
These services process voice data temporarily to enable bot functionality

Telephony and Communication:

Voice calling service providers (for phone-based bot interactions)
SMS providers (for notifications)

Payment Processors:

Secure payment gateways (Razorpay, Stripe, etc.)
We do NOT store credit card information

Analytics and Monitoring:

Google Analytics (if enabled by client)
Performance monitoring tools

Important: These third-party providers are bound by their own privacy policies and data protection agreements. We only share data necessary for service functionality.

4.2 We Do NOT Share Data For

Selling or renting personal information to third parties
Advertising purposes (beyond aggregated analytics)
Unrelated marketing campaigns
Any purpose not directly related to providing the Service

4.3 Legal Disclosures

We may disclose information if required by law or in response to:

Valid legal requests (court orders, subpoenas)
Government investigations
Protection of our rights, property, or safety
Prevention of fraud or illegal activities

5. DATA STORAGE AND SECURITY

5.1 Where We Store Data

Client Account Data:

Stored on secure cloud servers
Hosted by reputable providers with industry-standard security

End User Data:

NOT stored by us – immediately transferred to clients
Temporary processing only during active conversations

5.2 How Long We Retain Data

Client Account Information:

Retained for the duration of the service agreement
Deleted within 90 days after account termination (unless legally required to retain)

End User Data:

NOT retained – immediately transferred to client
Voice recordings (if enabled): Handled per client’s retention policy, not stored by us

Usage and Analytics Data:

Retained for up to 12 months for service improvement
Aggregated and anonymized data may be retained indefinitely

5.3 Data Security Measures

We implement industry-standard security measures:

Technical Safeguards:

Encryption of data in transit (SSL/TLS)
Secure API connections
Regular security audits and updates
Access controls and authentication

Organizational Safeguards:

Limited employee access to data
Confidentiality agreements with staff
Regular security training

Important: While we implement strong security measures, no system is 100% secure. We cannot guarantee absolute security of data transmitted over the internet.

6. YOUR RIGHTS AND CHOICES

6.1 Rights for Clients (Business Customers)

You have the right to:

Access: Request access to your account information
Correction: Update or correct your account details
Deletion: Request deletion of your account and data
Export: Request a copy of your data in a portable format
Opt-Out: Unsubscribe from marketing communications

How to Exercise Your Rights:
Email us at support@aizenmedia.com with your request.

6.2 Rights for End Users (Website Visitors)

Since we do NOT store your data, we cannot directly fulfill data requests. However, you have rights under privacy laws:

Your Rights:

Access to your data
Correction of inaccurate data
Deletion of your data
Objection to processing
Data portability

How to Exercise Your Rights:

For data collected during bot interactions:
Contact the website owner (our client) directly. They control your data.

For questions about how data flows through our system:
Email us at support@aizenmedia.com

Client’s Responsibility:
Our clients are responsible for honoring your data rights under applicable laws (GDPR, CCPA, etc.). If they fail to respond, you may contact us for assistance.

7. VOICE RECORDINGS AND CONVERSATION DATA

7.1 Are Conversations Recorded?

Recording depends entirely on the client’s configuration:

Some clients enable voice recording for quality assurance and training
Some clients only store text transcripts
Some clients do not store any conversation data

Client’s Obligation:
Clients must inform website visitors if conversations are being recorded (through website privacy policies or bot disclosures).

7.2 How Recordings Are Used

By Our Clients:

Quality assurance
Training and improvement
Compliance and record-keeping
Customer service

By Us (Aizen Media):

We do NOT use voice recordings to train AI models
We do NOT listen to or analyze recordings unless requested by client for technical support
We do NOT retain recordings after delivery to client

7.3 Third-Party AI Processing

Voice interactions are processed through third-party AI services (like OpenAI) for:

Speech-to-text conversion
Natural language understanding
Text-to-speech conversion

These services process audio temporarily and do not retain recordings (per their privacy policies).

8. CHILDREN’S PRIVACY

Our Service is not intended for children under 13 years of age (or equivalent minimum age in your jurisdiction).

We do not knowingly collect personal information from children. If you believe a child has provided information through our bot, please contact us immediately at support@aizenmedia.com, and we will delete the information.

9. INTERNATIONAL DATA TRANSFERS

Our Service may involve data transfers across borders:

Our servers and third-party providers may be located outside India
Data may be transferred to countries with different data protection laws
We ensure appropriate safeguards are in place for international transfers

For EU/EEA Users:
If you interact with a bot serving EU users, data transfers comply with GDPR requirements through standard contractual clauses or equivalent mechanisms.

10. CLIENT RESPONSIBILITIES

10.1 Clients Must

As a client using our Service, you are responsible for:

Privacy Compliance:

Complying with all applicable privacy laws (GDPR, CCPA, PDPA, etc.)
Providing your own privacy policy to website visitors
Obtaining necessary consents from end users
Informing users about data collection through the bot

Data Protection:

Securing end user data received through the bot
Implementing appropriate retention and deletion policies
Honoring end user data rights requests
Ensuring lawful use of collected data

Transparency:

Clearly disclosing to website visitors that they are interacting with an AI bot
Informing visitors if conversations are recorded
Providing contact information for data rights requests

Prohibited Uses:

Using the bot for illegal activities
Collecting sensitive data without proper safeguards (health data, financial data, etc.)
Violating end user privacy or trust

11. CHANGES TO THIS PRIVACY POLICY

11.1 Updates

We may update this Privacy Policy from time to time to reflect:

Changes in our practices
Legal or regulatory requirements
Service improvements

11.2 Notification

Material Changes:

We will notify clients via email
Updated “Last Updated” date will be posted
Continued use of the Service constitutes acceptance

Minor Changes:

Posted on our website with updated date
No separate notification required

11.3 Your Options

If you disagree with changes to this Privacy Policy:

For clients: You may cancel your service per our Cancellation Policy
For end users: Contact the website owner about discontinuing bot usage

12. THIRD-PARTY WEBSITES

Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for:

Privacy practices of these third parties
Content or accuracy of third-party sites
How third parties use your data

Please review their privacy policies before providing information.

13. DATA BREACH NOTIFICATION

In the unlikely event of a data breach affecting your information:

For Clients:

We will notify you within 72 hours of discovery
Provide details about the breach and affected data
Advise on steps to take

For End Users:

We will notify the relevant client immediately
The client is responsible for notifying affected end users
We will cooperate with investigations

14. CALIFORNIA PRIVACY RIGHTS (CCPA)

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

Right to Know: What personal information we collect and how we use it
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt-out of sale of personal information (we do not sell data)
Right to Non-Discrimination: Equal service regardless of privacy choices

To Exercise Your Rights:
Email support@aizenmedia.com with “CCPA Request” in the subject line.

15. GDPR RIGHTS (FOR EU/EEA USERS)

If you are in the EU/EEA, you have rights under GDPR:

Legal Basis for Processing:

Contract performance (for clients)
Legitimate interests (service improvement)
Consent (where required)

Your Rights:

Access, rectification, erasure
Data portability
Restriction of processing
Objection to processing
Withdraw consent
Lodge a complaint with supervisory authority

Data Controller:

For client data: Aizen Media is the controller
For end user data: Our client (website owner) is the controller

To Exercise Your Rights:
Email support@aizenmedia.com

16. CONTACT US

For questions, concerns, or requests regarding this Privacy Policy or your data:

Aizen Media
Flat No. 101, Sai Krishna Homes
BG Road, Bangalore, Karnataka – 560076, India

Email: support@aizenmedia.com
Phone: +91 9632535003
Business Hours: Monday to Friday, 9:00 AM – 5:00 PM IST

Data Protection Officer: support@aizenmedia.com

We will respond to all inquiries within 30 days (or as required by applicable law).

17. ACKNOWLEDGMENT

By using our Service, you acknowledge that:

You have read and understood this Privacy Policy
You agree to the collection and use of information as described
For clients: You will comply with all applicable privacy laws
For clients: You will provide appropriate disclosures to end users