Privacy Policy

Vexo Tech LLC, a Delaware limited liability company (“Vexo Tech,” “we,” “us,” or “our”), operates AVA AI (the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

By creating an account or using AVA AI, you agree to the terms of this Privacy Policy. If you do not agree with any part of this policy, please do not use the Service.

1. Information We Collect

Account Information

When you create an AVA AI account, we collect your name, email address, organization name, role, and authentication details. This information is provided directly by you or by an administrator who invites you to join an organization.

Billing Information

If you or your organization subscribes to a paid plan, we collect billing contact details and payment information. Full payment card numbers are processed and stored by our third-party payment processor and are never stored on our servers.

Training Session Data

When you use AVA AI to practice sales conversations, we collect:

• Audio recordings of your voice during training sessions
• Real-time and post-session transcripts of your conversations with our AI agent
• Performance metrics, scores, and feedback generated by our analysis engine
• Session metadata, including duration, scenario, difficulty, and timestamps

Usage and Technical Data

We automatically collect information about how you access and use the Service, including IP address, browser type and version, device information, operating system, referring pages, pages viewed, session duration, and diagnostic logs. This information helps us operate and improve the Service.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Generate performance feedback, scoring, and analytics for you and your team
• Process payments and manage subscriptions
• Authenticate users and protect accounts from fraud
• Communicate with you about your account, updates, and support requests
• Detect, investigate, and prevent security incidents, abuse, and illegal activity
• Comply with legal obligations
• Improve the Service through aggregated, de-identified analytics

We do not sell your personal information. We do not use the content of your training recordings or transcripts to train artificial intelligence models.

3. Audio Recordings and Transcripts

Because AVA AI is a voice-based training platform, we collect and process audio recordings and transcripts of your practice sessions. We want to be explicit about how we handle this data:

• You own your recordings. Recordings and transcripts from your training sessions are your property. We hold only a limited license to process them so we can deliver the Service to you — storing, playing back, analyzing, and generating feedback.
• We do not train AI models on your recordings or transcripts. Full stop.
• We may use aggregated, de-identified usage data to improve the Service. For example: “average session length across all users is four minutes” or “users improve their score by 20% after ten sessions.” This data contains no personal identifiers and cannot be used to identify you, your organization, or any individual speaker.
• Retention. Recordings and transcripts are retained for as long as your account is active, so you and your team can review, replay, and analyze past sessions. When your account is terminated — whether by cancellation, deletion, or non-payment — recordings are permanently deleted from our storage systems within ninety (90) days.

4. Third-Party Service Providers

We share limited information with trusted service providers that help us operate the Service. These providers are contractually obligated to protect your information and use it only to provide services to us. The categories of providers we work with include:

• Authentication and identity providers — to manage sign-in, accounts, and organization membership
• Hosting and infrastructure providers — to run our application and store data securely
• Payment processors — to handle subscriptions, invoicing, and card payments
• Email delivery providers — to send transactional messages like sign-up confirmations, receipts, and account notifications
• Error monitoring and analytics providers — to identify bugs, measure performance, and keep the Service reliable
• Voice, speech recognition, and natural language providers — to power the real-time voice conversation, transcription, and post-session analysis features that make AVA AI work

We do not sell or rent your personal information to advertisers or data brokers.

5. Data Retention

We retain different types of information for different periods:

• Account information: retained for as long as your account is active. On termination, we delete personal account data promptly, except where retention is required by law.
• Audio recordings and transcripts: retained while your account is active; permanently deleted within ninety (90) days of account termination.
• Billing and transaction records: retained for up to seven (7) years by our payment processor to comply with tax, accounting, and audit obligations.
• Aggregated, de-identified analytics: may be retained indefinitely, as this data cannot be used to identify you.

If you would like your data deleted before your account is terminated, please contact us at support@tryava.ai.

6. Data Security

We use industry-standard security measures to protect your information, including encrypted connections (TLS/HTTPS) for data in transit, encrypted storage for recordings and sensitive data at rest, access controls that restrict employee access to customer data, and regular security reviews of our systems and our service providers.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you in accordance with applicable law.

7. Your Rights

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

• Access — request a copy of the personal information we hold about you
• Correction — ask us to correct inaccurate or incomplete information
• Deletion — ask us to delete your personal information, subject to legal retention requirements
• Portability — request a machine-readable copy of your data
• Opt out of sale — we do not sell your personal information, but you may always confirm this
• Withdraw consent — where we rely on consent, you may withdraw it at any time

To exercise any of these rights, email us at support@tryava.ai and include enough information for us to verify your identity. We will respond within the timeframes required by applicable law (typically within 30 days).

California residents

Under the California Consumer Privacy Act (CCPA/CPRA), California residents have the rights listed above and may also request information about the categories and specific pieces of personal information we have collected. We do not sell or share personal information for cross-context behavioral advertising.

European Economic Area, United Kingdom, and Switzerland residents

Under the General Data Protection Regulation (GDPR) and similar laws, you have the rights listed above and the right to lodge a complaint with your local data protection authority.

8. International Users

AVA AI is operated from the United States. If you access the Service from outside the United States, you understand that your information will be transferred to, stored in, and processed in the United States. We take appropriate safeguards to protect international data transfers as required by applicable law.

9. Children's Privacy

AVA AI is a business tool intended for professional use. You must be at least sixteen (16) years old to use the Service. We do not knowingly collect personal information from anyone under sixteen. If we learn that we have collected personal information from a person under sixteen, we will delete it promptly. If you believe we have collected information from a minor, please contact us at support@tryava.ai.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least thirty (30) days before the changes take effect. The “Effective” date at the top of this policy indicates when it was last revised. Your continued use of the Service after the changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests about this Privacy Policy or how we handle your information, please contact us: