1. Introduction
xGenie LLC ("xGenie," "we," "us," or "our") is an AI products company committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your information when you access or use our websites, AI-powered applications, integrations, APIs, and all related products and services (collectively, the "Services").
By using our Services, you consent to the data practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use our Services.
2. Information We Collect
2.1 Information You Provide Directly
We collect information you provide when you:
- Create an account (name, email address, password, organization name)
- Complete your user profile (job title, profile picture, preferences)
- Subscribe to our services (billing address, payment method details)
- Contact us for support (communication content, attachments)
- Participate in surveys, promotions, or research (responses, feedback)
- Apply for employment (resume, work history, references)
2.2 Information Collected Automatically
When you use our Services, we automatically collect:
- Device Information: Hardware model, operating system and version, unique device identifiers, browser type and version, mobile network information
- Log Data: IP address, access times, pages viewed, referring URL, actions taken within the Services, error logs and crash reports
- Usage Data: Features used, frequency of use, interaction patterns, session duration, performance metrics
- Location Data: General geographic location inferred from IP address (we do not collect precise GPS location)
2.3 Information from Third-Party Sources
We may receive information from:
- Integration Partners: When you connect third-party services (e.g., Zoom, Slack, Microsoft Teams), we receive data necessary to provide the integration functionality
- Authentication Providers: If you sign in via third-party authentication (e.g., Google, Microsoft), we receive basic profile information
- Business Partners: We may receive contact information from partners for co-marketing purposes
- Public Sources: Publicly available information for fraud prevention and identity verification
2.4 AI and Machine Learning Data
Our AI-powered Services may process:
- Input Data: Text, documents, images, or other content you submit for AI processing
- Output Data: AI-generated responses, summaries, analyses, or recommendations
- Interaction Data: Your feedback on AI outputs (e.g., ratings, corrections) used to improve our models
- Training Data: Anonymized and aggregated data that may be used to improve our AI models, subject to your consent where required
3. How We Use Your Information
We use collected information for the following purposes:
3.1 Service Delivery and Operations
- Provide, maintain, and operate our Services
- Process transactions and manage your account
- Authenticate users and prevent unauthorized access
- Deliver AI-powered features and personalized experiences
- Provide customer support and respond to inquiries
3.2 Service Improvement
- Analyze usage patterns to improve functionality and user experience
- Develop new products, features, and services
- Train and improve AI models (using anonymized or aggregated data)
- Conduct research and development
- Test and troubleshoot new features
3.3 Communications
- Send service-related notifications (security alerts, updates, maintenance)
- Respond to your comments, questions, and requests
- Send marketing communications (with your consent, where required)
- Provide information about new features, products, or services
3.4 Security and Legal Compliance
- Detect, prevent, and address fraud, abuse, and security issues
- Protect the rights, property, and safety of xGenie and our users
- Comply with legal obligations, court orders, and law enforcement requests
- Enforce our terms of service and other agreements
4. Legal Bases for Processing (EEA/UK Users)
If you are located in the European Economic Area or United Kingdom, we process your personal data based on:
- Contract Performance: Processing necessary to provide our Services to you
- Legitimate Interests: Processing for our legitimate business interests (e.g., fraud prevention, service improvement, direct marketing to existing customers)
- Legal Obligation: Processing required to comply with applicable laws
- Consent: Processing based on your explicit consent (e.g., marketing emails, optional AI model training)
5. Information Sharing and Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
5.1 Service Providers
We share information with third-party vendors who perform services on our behalf, including cloud hosting, payment processing, email delivery, analytics, customer support, and AI infrastructure providers. These providers are contractually bound to protect your data and may only use it to provide services to us.
5.2 Integration Partners
When you enable third-party integrations, we share data necessary for the integration to function. Your use of third-party services is governed by their respective privacy policies.
5.3 Business Transfers
In connection with a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred to the successor entity. We will notify you before your information becomes subject to a different privacy policy.
5.4 Legal Requirements
We may disclose information when we believe in good faith that disclosure is necessary to:
- Comply with applicable law, regulation, legal process, or government request
- Enforce our terms of service and other agreements
- Protect the rights, property, or safety of xGenie, our users, or others
- Detect, prevent, or address fraud, security, or technical issues
5.5 With Your Consent
We may share your information with third parties when you have given us explicit consent to do so.
5.6 Aggregated or De-identified Data
We may share aggregated or de-identified information that cannot reasonably be used to identify you for research, analytics, or other purposes.
6. Cookies and Tracking Technologies
6.1 Types of Cookies We Use
- Essential Cookies: Required for the Services to function properly (authentication, security, load balancing)
- Functional Cookies: Remember your preferences and settings
- Analytics Cookies: Help us understand how users interact with our Services
- Marketing Cookies: Used to deliver relevant advertisements (only with your consent)
6.2 Your Cookie Choices
You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our Services. Where required by law, we will obtain your consent before placing non-essential cookies.
6.3 Do Not Track
Our Services do not currently respond to "Do Not Track" signals. However, you can opt out of certain tracking as described in this section.
7. Data Security
We implement comprehensive security measures to protect your information:
- Encryption: Data encrypted in transit (TLS 1.2+) and at rest (AES-256)
- Access Controls: Role-based access, multi-factor authentication, and least-privilege principles
- Infrastructure Security: Firewalls, intrusion detection, DDoS protection, and regular security audits
- Monitoring: 24/7 security monitoring and incident response procedures
- Employee Training: Regular security awareness training for all personnel
- Vendor Assessment: Security evaluation of all third-party service providers
While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
8. Data Retention
We retain your information for as long as necessary to:
- Provide our Services and maintain your account
- Comply with legal obligations (e.g., tax, accounting, regulatory requirements)
- Resolve disputes and enforce our agreements
- Support business operations and improve our Services
When your account is deleted, we will delete or anonymize your personal information within 90 days, except where retention is required by law or for legitimate business purposes.
9. International Data Transfers
xGenie is based in the United States. If you access our Services from outside the United States, your information will be transferred to, stored, and processed in the United States and other countries where our service providers operate.
For transfers from the EEA/UK, we rely on:
- Standard Contractual Clauses approved by the European Commission
- Adequacy decisions where applicable
- Other lawful transfer mechanisms as required
10. Your Privacy Rights
Depending on your location, you may have the following rights:
10.1 General Rights
- 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: Receive your data in a structured, machine-readable format
- Restriction: Request restriction of processing in certain circumstances
- Objection: Object to processing based on legitimate interests or for direct marketing
- Withdraw Consent: Withdraw consent at any time where processing is based on consent
10.2 California Residents (CCPA/CPRA)
California residents have additional rights:
- Right to know what personal information is collected, used, shared, or sold
- Right to delete personal information held by businesses
- Right to opt-out of the sale or sharing of personal information
- Right to non-discrimination for exercising privacy rights
- Right to correct inaccurate personal information
- Right to limit use of sensitive personal information
We do not sell personal information or share it for cross-context behavioral advertising.
10.3 Exercising Your Rights
To exercise your rights, contact us at [email protected]. We will verify your identity before processing requests. We will respond within the timeframe required by applicable law (typically 30-45 days).
11. Children's Privacy
Our Services are not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will promptly delete that information.
If you believe a child under 16 has provided us with personal information, please contact us at [email protected].
12. Third-Party Links and Services
Our Services may contain links to third-party websites, services, or applications. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Effective Date" at the top of this policy
- Notify you via email or prominent notice within our Services
- Obtain your consent where required by applicable law
Your continued use of our Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
If you are located in the EEA/UK and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection authority.