This Privacy Policy explains how Aivance Technologies, Inc. (“Aivance”, “we”, “our”, or “us”), a company incorporated in Delaware, United States, handles personal information.
It applies to our website at aivancetechnologies.com and to the products and features we make available from time to time, which currently include Zentrix, Zocia and Qubool (together, the “Services”). Some products described on our website are still in development; this Policy applies to each product from the point at which it is made available to you.
If you do not agree with this Policy, please do not use the Services.
01Who we are and what this covers
Aivance Technologies, Inc. is the controller of the personal information described in this Policy, except where we act as a processor on behalf of a business customer (see Section 4).
Different products collect different information. Where a specific product collects information not described here, we will tell you at the point of collection or in a product-specific notice, which forms part of this Policy.
02Information we collect
2.1 Information you give us
- Account details such as name, email address, phone number, organisation name and role
- Billing information. Card and bank details are collected and processed by our payment providers; we do not store full payment card numbers on our systems
- Content and records you enter into or upload to the Services
- Messages you send us, including support requests, emails and chat messages
- Any other information you choose to provide, for example in a profile or a form
2.2 Information collected automatically
- IP address, approximate location derived from it, browser and device type, operating system and device identifiers
- Log data: pages viewed, features used, dates and times, referring pages and error reports
- Cookies and similar technologies, as described in Section 8
- Precise location data, only where a feature requires it and only after you grant permission through your device. You can withdraw that permission at any time in your device settings
2.3 Information from other sources
- Data from platforms you choose to connect to the Services, limited to what that connection requires
- Information from our payment, analytics and fraud-prevention providers
- Publicly available business information, used to verify an organisation
- Information provided by an administrator of an organisation that has given you an account
2.4 Sensitive information
We do not ask you to provide sensitive personal information such as government identity numbers, health information, or information revealing racial or ethnic origin, religious beliefs, or sexual orientation, except where a specific feature clearly requires it and you choose to provide it. Where a product asks for such information, we will explain the purpose and rely on your consent, which you may withdraw.
03How and why we use information
We use personal information for the purposes set out below. Where the law requires a legal basis for processing (for example under the EU or UK GDPR), the relevant basis is shown alongside each purpose.
| Purpose | Legal basis |
|---|---|
| Providing the Services — creating accounts, delivering features, processing transactions | Performance of a contract |
| Support and administration — answering requests, sending service notices | Performance of a contract; legitimate interests |
| Improving the Services — diagnostics, analytics, testing, aggregate reporting | Legitimate interests |
| Security and fraud prevention — detecting misuse, protecting accounts and systems | Legitimate interests; legal obligation |
| Marketing — sending updates about our products | Consent, or legitimate interests where permitted |
| Legal compliance — tax, accounting, responding to lawful requests | Legal obligation |
| Automated features — recommendations, forecasting, summaries and similar functions within a product | Performance of a contract; legitimate interests |
3.1 Automated processing
Some features use automated processing to produce suggestions, forecasts, summaries or rankings. These outputs are intended to assist decisions, not to replace them. We do not make decisions producing legal or similarly significant effects about you based solely on automated processing without a lawful basis and appropriate safeguards. Where you are in a jurisdiction that grants a right to human review of such a decision, you may request it using the contact details in Section 15.
3.2 Marketing choices
You can opt out of marketing emails at any time using the unsubscribe link in the message or by contacting us. We will still send you administrative and service messages relating to your account.
04Customer Data and our role
When an organisation uses a product such as Zentrix to manage its own records, that organisation decides what information to enter and why. In relation to that information (“Customer Data”), the organisation is the controller and we act as a processor, handling the data on its documented instructions and under our agreement with it.
If you are an individual whose information appears in Customer Data — for example an employee or a customer of that organisation — you should direct requests about your information to that organisation in the first instance. We will assist them in responding, and we will refer your request to them where appropriate.
Where we act as a processor, this Policy applies to our own handling of the data, and the agreement with the organisation governs the rest.
05How we share information
We do not sell personal information, and we do not share it for cross-context behavioural advertising.
We disclose information only as described below:
- Service providers — companies that provide hosting, storage, payment processing, communications, analytics, error monitoring and customer support tooling on our behalf. They may access personal information only to perform those services for us and are bound by contractual confidentiality and security obligations
- Integrations you enable — where you connect a third-party platform, the information required by that connection is shared with it, and the third party's own terms and privacy policy then apply
- Your organisation — if your account was created by or is administered by an organisation, its administrators may access account and usage information
- Professional advisers — lawyers, accountants and auditors, where necessary and subject to confidentiality
- Legal and safety — where we reasonably believe disclosure is required by law or legal process, or is necessary to protect the rights, property or safety of Aivance, our users or the public. Where we are permitted to do so, we will notify the affected user
- Corporate transactions — in connection with a merger, acquisition, financing or sale of assets, subject to the recipient continuing to protect the information in a manner consistent with this Policy
We may also publish aggregated or de-identified information that cannot reasonably be used to identify you. We will not attempt to re-identify such information.
06Security
We take reasonable and appropriate technical and organisational measures designed to protect personal information against loss, misuse and unauthorised access, disclosure, alteration and destruction. Depending on the Service, these measures include encryption of data in transit, encryption of stored data, access controls limiting who can reach production systems, authentication controls including optional multi-factor authentication, logging, and backups.
The specific measures applied vary by product and evolve over time. Features that are still in development may not yet include the full set of controls that will apply at general availability.
No service, product or method of transmission over the internet is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your credentials confidential and for the security of the devices you use to access the Services.
07How long we keep information
We keep personal information for as long as needed for the purposes described in this Policy, and then delete or de-identify it. In practice this means:
- Account and Customer Data — for as long as the account is active, and for a limited period afterwards to allow export and recovery from error
- Billing and tax records — for the period required by applicable law
- Support correspondence — for as long as needed to handle the matter and to improve support quality
- Logs and security records — for a limited period appropriate to their purpose
We may retain information for longer where we are required to do so by law, or where it is necessary to establish, exercise or defend legal claims. Backup copies are deleted on our ordinary backup cycle.
08Cookies and similar technologies
We use cookies and similar technologies to keep you signed in, remember your preferences, keep the Services secure, and understand how the Services are used so we can improve them.
We do not use cookies for cross-site behavioural advertising. Where required by applicable law, we ask for your consent before setting non-essential cookies, and you can change your choice at any time. You can also control cookies through your browser settings, though disabling them may affect how the Services work.
09Your privacy rights
Subject to the law that applies to you, you may have the right to:
- Access the personal information we hold about you, and receive a copy
- Correct information that is inaccurate or incomplete
- Delete your personal information
- Port your information to another provider in a structured, commonly used, machine-readable format
- Restrict or object to certain processing, including processing based on legitimate interests and processing for direct marketing
- Withdraw consent at any time where processing is based on consent. This does not affect processing carried out before withdrawal
- Opt out of the sale or sharing of personal information. As stated in Section 5, we do not sell or share personal information as those terms are defined under United States state privacy laws
To exercise these rights, contact us using the details in Section 15. We will respond within the time required by applicable law. We may need to verify your identity before acting, and we may decline a request where the law permits, in which case we will explain why.
We will not discriminate against you for exercising a privacy right. You may use an authorised agent to submit a request where the law allows.
If you are in the European Economic Area or the United Kingdom, you have the right to lodge a complaint with your local supervisory authority. We would appreciate the chance to address your concern before you do so.
10Children
The Services are intended for people aged 18 and over and are not directed at children. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it. If you believe a minor has provided us with personal information, please contact us and we will act promptly.
11International transfers
We are based in the United States and work with service providers in several countries. Your information may therefore be transferred to, stored in and processed in countries other than your own, including the United States, where data protection laws may differ from those in your country.
Where we transfer personal information out of the European Economic Area, the United Kingdom or another jurisdiction with transfer restrictions, we rely on a lawful transfer mechanism, such as the European Commission's Standard Contractual Clauses and the UK Addendum, together with additional safeguards where appropriate. You may request further information about these safeguards using the contact details below.
12Security incidents
If we become aware of a security incident affecting your personal information, we will investigate promptly, take reasonable steps to contain and remedy it, and notify you and any relevant regulator where required by applicable law and within the timeframes that law sets. Where we act as a processor for an organisation, we will notify that organisation without undue delay so that it can meet its own obligations.
13Third-party services and links
The Services may link to, or interoperate with, websites, applications and services we do not control. We are not responsible for their content or their privacy practices. We encourage you to read their privacy policies before providing information to them.
14Changes to this Policy
We may update this Policy as our products, our practices or the law change. When we do, we will revise the “Last updated” date at the top of this page. If a change is material, we will provide additional notice, such as an email or a notice within the Services, before it takes effect. Continued use of the Services after a change takes effect means you accept the updated Policy.
We will keep prior versions available on request so that you can see what has changed.
15How to contact us
For any question about this Policy, or to exercise a privacy right, contact us at:
- Company
- Aivance Technologies, Inc.
- Address
- 131 Continental Drive, Suite 301
Newark, DE 19713, USA - support@aivancetechnologies.com
Please include enough detail for us to understand and verify your request. If you contact us on behalf of an organisation, please say so.