1. Introduction

HiO ("we," "our," or "us") 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 customer experience platform and related services (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

  • Account Information: Name, email address, company name, and password when you create an account
  • Profile Information: Business details, preferences, and settings you configure
  • Communication Data: Messages, emails, and other communications you send through our Service
  • Payment Information: Billing address and payment method details (processed securely by our payment providers)
  • Support Inquiries: Information you provide when contacting our support team

2.2 Information from Google Services

When you connect your Google account, we may access:

  • Gmail Data: Email messages, attachments, labels, and metadata necessary to manage customer communications
  • Google Calendar Data: Calendar events, availability, and scheduling information to manage appointments
  • Google Profile: Basic profile information (name, email) for account identification

2.3 Automatically Collected Information

When you use our Service, we automatically collect:

  • Usage Data: Pages viewed, features used, and actions taken within the Service
  • Device Information: Browser type, operating system, and device identifiers
  • Log Data: IP address, access times, and referring URLs

3. Google API Services User Data Policy

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

3.1 How We Use Google Data

We use data obtained from Google APIs solely to:

  • Read and analyze customer emails to understand inquiries and provide AI-assisted responses
  • Draft and send email responses on your behalf (with your explicit approval)
  • View calendar availability and create/manage appointments
  • Provide the core functionality of our customer experience platform

3.2 Limited Use Disclosure

We do not:

  • Use Google user data for advertising purposes
  • Sell Google user data to third parties
  • Use Google user data for purposes unrelated to providing our Service
  • Allow humans to read your data unless required for security, legal compliance, or with your explicit consent

3.3 Data Storage and Security for Google Data

All data obtained from Google APIs is:

  • Encrypted in transit using TLS 1.2 or higher
  • Encrypted at rest using AES-256 encryption
  • Stored on secure servers with access controls
  • Subject to regular security audits and monitoring

4. How We Use Your Information

We use the information we collect to:

  • Provide our Service: Deliver AI-powered customer communication management and scheduling features
  • Improve our Service: Analyze usage patterns to enhance features and user experience
  • Communicate with you: Send service updates, security alerts, and support messages
  • Ensure security: Detect and prevent fraud, abuse, and security incidents
  • Comply with legal obligations: Meet legal requirements and respond to lawful requests
  • Provide customer support: Respond to your inquiries and resolve issues

5. Data Sharing and Disclosure

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

5.1 Service Providers

We share data with trusted third-party service providers who assist us in operating our Service, such as:

  • Cloud hosting providers
  • Payment processors
  • Analytics services
  • Customer support tools

These providers are contractually obligated to protect your data and use it only for specified purposes.

5.2 Legal Requirements

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

  • Court orders or legal process
  • Government requests
  • Protection of our rights and safety
  • Prevention of fraud or illegal activity

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.

5.4 With Your Consent

We may share your information for other purposes with your explicit consent.

6. Data Security

We implement robust security measures to protect your information:

  • Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
  • Access Controls: Strict role-based access controls limit who can access data
  • Monitoring: Continuous security monitoring and intrusion detection
  • Audits: Regular security assessments and penetration testing
  • Employee Training: All employees receive security and privacy training

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to:

  • Provide our Service to you
  • Comply with legal obligations
  • Resolve disputes and enforce agreements

When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes.

Google API data is deleted when you disconnect your Google account or upon your request.

8. Your Rights and Choices

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

8.1 Access and Portability

You can request a copy of your personal data in a portable format.

8.2 Correction

You can update or correct inaccurate personal information through your account settings or by contacting us.

8.3 Deletion

You can request deletion of your personal data. We will comply unless retention is required by law.

8.4 Revoke Google Access

You can revoke HiO's access to your Google data at any time through your Google Account settings.

8.5 Opt-Out

You can opt out of marketing communications by clicking "unsubscribe" in any email or adjusting your account settings.

8.6 Do Not Track

We currently do not respond to "Do Not Track" browser signals.

To exercise these rights, contact us at privacy@hio.ai.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Keep you logged in
  • Remember your preferences
  • Understand how you use our Service
  • Improve our Service

You can control cookies through your browser settings. Disabling cookies may affect Service functionality.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

  • Standard contractual clauses
  • Data processing agreements
  • Compliance with applicable data protection laws

11. Children's Privacy

Our Service is not directed to children under 16. We do not knowingly collect personal information from children. If we learn we have collected data from a child, we will delete it promptly. If you believe we have collected information from a child, please contact us.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Posting the updated policy on this page
  • Updating the "Last updated" date
  • Sending you an email notification for significant changes

Your continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

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

Have Privacy Questions?

Our team is here to help. Reach out at privacy@hio.ai