Privacy Policy

Last updated: February, 15 2025

Subject

This Privacy Policy (the “Policy”) describes how Graphio.ai, Inc. collects, uses, and shares information about You that We obtain through Your use of Graphio.ai Website and any services, materials, tools, or communications provided to You (collectively, the “Software”). Portions of the Software may be available to You through mobile applications, websites, or other internet properties (collectively, “Apps”) provided by a Service Partner (defined below). This Policy also outlines the choices available to You regarding Our use of Your personal information and how You can access, update, or request deletion of such information. Capitalized terms not defined in this Policy have the meaning given to them in the Terms of Service Agreement.

When used in this Policy, the following terms will have the respective meanings indicated, applicable to both singular and plural forms:

• Software means the “Graphio.ai” platform (both as a whole and its components, elements, etc.) an AI-driven tool designed to help businesses visualize data, generate insights, and optimize decision-making through advanced analytics and integrations with third-party services.

• Account means a personal profile or identity that You create within Software.
  
• Services means a specific set of features, tools, and functionalities within the Software, such as data visualization, predictive analytics, reporting tools, and integrations with third-party platforms, aimed at supporting business decision-making and performance tracking.
  
• Service Partner means any third party that provides Users with access to the Software and its Services. This includes entities that either sponsor direct access to the Software or integrate the Software into their existing digital environment or infrastructure through which Users can interact with the Software and utilize its features. 
  
• Third-Party Services/Apps means third-party Internet (e.g., cloud storage, CRM systems, financial platforms, or social media) that provide their own API for integration with the Software and in which You have a registered account.
  
• Use or Using means to access, install, download, copy, or otherwise benefit from using the functionality of the Software.
  
• Graphio.ai, Inc. or “We,” “Us,” “Our,” or “Graphio.ai” means Graphio.ai, Inc. and its affiliates and subsidiaries (and their predecessors in interest, successors, and assigns).
  
• You or “Yours” “Your” or “Yourself” refers to the User of the Software, and if such User is using the Software on behalf of an entity or organization, then it means such entity or organization, then it refers to such entity or organization.
  
• Website means https://graphio.ai/ 

Consent

1. Please read this Policy carefully to understand Our policies and practices regarding Your information and how We treat it. By accessing or using the Software (directly or through a Service Partner), You agree to the terms and conditions of this Policy. If You do not agree, please refrain from accessing or using the Software or providing any information to Us.
   
2. We recognize that when You provide Us with information about Yourself or Your business, You trust Us to act responsibly, and We are committed to making sure that We earn this trust. We take Your privacy extremely seriously, and We will not sell any information We collect, nor will We share it with third parties unless You provide clear consent, it is required by applicable laws and regulations, or for a valid legal reason.

Data Processor and Data Controller

1. When Graphio.ai provides the Software directly to Users, Graphio.ai acts as both a data controller and data processor, as defined under applicable data protection laws. As a data controller, Graphio.ai determines the purposes and means of processing personal data. As a data processor, We processes personal data on behalf of Users and in accordance with this Policy.  In this context, the terms of this Policy govern the processing of personal data. This includes how We collect, use, and protect personal data during interactions with Our Website, Services, and communications. All personal information capable of identifying the User is stored in encrypted form on our systems and processed exclusively using artificial intelligence and machine learning (AI/ML) mechanisms.
   
2. We process data on behalf of Users or as directed by Users, and this Policy specifies the details of processing activities, including the types of data, categories of data subjects, the nature and purpose of processing, and the duration of processing. The privacy of all individuals for which Graphio.ai is a data controller is of great importance to Us, and the User and/or any of its impacted personnel who provide data to Graphio.ai must carefully read the terms of this Policy, which will apply wherever the User uses Graphio.ai Services.
   
3. When the Software is accessed through a Service Partner, Graphio.ai and the Service Partner jointly act as data controllers. This means that both parties determine the purposes and means of processing Your personal data collaboratively. For any inquiries about how the Service Partner handles Your personal data, or to exercise Your rights related to the data they control, please contact the Service Partner directly.
   
4. Graphio.ai does not transfer or share personal data with third parties, except as explicitly consented to by You, required by applicable laws and regulations, or necessary for a valid legal reason. Any reliance on third-party systems or services to deliver Our Services effectively does not involve the transfer of personal data to such third parties; instead, such systems are used solely to facilitate Graphio.ai’s internal processing and delivery of Services in accordance with this Policy.
   
5. Graphio.ai will:
   • comply at all times with applicable privacy and data protection laws;
   • take all reasonable steps to protect the security and integrity of (i) information that can be used to establish the identity of an individual, (ii) sensitive information about an individual, and (iii) data; 
   • take reasonable steps to notify the User if Graphio.ai becomes aware of any disclosure of: (i) the User’s data or other data that can be used to establish the identity of an individual or (ii) sensitive information about an individual that is associated with the User.

Personal Information We Collect

We collect personal data when You use Our Website, Software, make an inquiry, or communicate with Us. This includes:

• Information about Your use of Our online content and emails: How You came to Our Website, which pages You visited, how long You remained on a page or viewed content, and whether You opened an email or clicked a link. To collect this data, We use cookies and other tracking technologies.
• Communication Information: Information provided when You communicate with Us by phone, email, webform, or chat, including records of Your contact, Your country and language, Your email address or other contact information, and other information about the reasons for the communication.
• Business Information: Information about Our prospective customers and businesses from introducers, third-party companies, and other data enrichment sources, and from public sources like Facebook, LinkedIn, or X etc.
• Marketing Preferences: Whether You have agreed to receive marketing information or newsletters about Our Services or whether You have opted out, and the types of services that may interest You.
• Account Registration Information: When You register for an Account, We may collect personal data to set up and administer Your account. This may include information about the company’s employees, directors, trustees, or beneficial owners, identification information (such as name, company name, email address, phone number, birthdate, address details), and login and encrypted password details for accessing Your Account in the Software.
• Device and Connection Information: The type of device used to access Our Services, operating system and version, device identifiers, network information, login records, IP address, and location derived from it.
• Third-Party Services Data: Data retrieved via API integrations with Third-Party Services You authorize, such as communication records, productivity metrics, financial data, HR profiles, or CRM entries, used for analytics, visualization, and scoring.
• Pixel Tags: We, Our service providers, and/or non-affiliated third parties, may use pixel tags, web beacons, clear GIFs, or similar means (collectively, “Pixel Tags”) in connection with some website pages and HTML-formatted email messages to compile aggregate statistics about website usage and response rates.

We collect personal information from the following sources:

• directly from You through Your use of and interactions with the Software;
• from Service Partners with which You have a preexisting relationship;
• from Service Partners making Offers to You with which You may or may not have a preexisting relationship.

All personal information collected that can identify the User is stored in encrypted form on Graphio.ai’s systems and processed exclusively using AI/ML mechanisms.

How do We Use Personal Data

• Providing Services: We use personal data where it is necessary to provide Our Services to You, communicate with You, and prevent unauthorized use of Our Services.
• Personalized Offers: We may use personal information collected about You to create tailored graphs, reports, and communication strategies based on Your data and User insights.
• Internal Business Purposes: We use personal data for internal business purposes, such as data analysis and audits, enhancing Our information, and aiding Us in providing Our customers with targeted promotions.
• Communication with Business Contacts: With Your consent, We may use Your personal data to communicate with Your business contacts or counterparties, such as notifying them about due payments or other important updates related to Your business operations.
• Research and Marketing: We may share anonymous or aggregate information that cannot be used to identify You with third parties for research, marketing, and promotional purposes.
• Legal and Compliance: We use personal data in connection with legal claims, compliance, regulatory and audit functions, and in connection with the acquisition, merger, or sale of a business.
• Required by Law: We use personal data to comply with the requirements of the law We operate under and as required in other exceptional circumstances.

All processing of personal information is performed using AI/ML mechanisms, ensuring efficient and secure handling of Your data.

How is Personal Data Shared

• Voluntary Disclosure: You are under no obligation to provide any personal data. However, if You choose to withhold the requested information, We may not be able to provide You with certain Services.
• Business Transfers: If ownership or control of all or part of Our business or assets changes, We may transfer personal data to the new owner.
• Service Providers: We work with third parties who have access to personal data when they provide Us with services like technical infrastructure, web and app development, marketing, analytics, and survey tools. We impose strict restrictions on how Service Providers store, use, and share data on Our behalf.
• Legal Requirements: In exceptional circumstances, We share personal data with government agencies and other third parties if We believe it is reasonably necessary to comply with law, regulation, legal process, or governmental request; to enforce Our agreements, policies, and terms; to protect the security of Our Services; to protect Us and customers or the public from harm or illegal activities; or to respond to an emergency.

International Transfers

Our Services are offered from Our USA headquarters. For our clients operating outside the USA, personal data may also be stored and accessed by Service Providers located in countries in the European Union and the United Kingdom.

When We work with a Service Provider or Our subsidiary, We look for a legal mechanism that requires them to protect data to the USA standards. For example, the Service Provider has signed on to the EU-US Privacy Shield, operates under the USA–approved binding corporate rules, or is in a country that the USA recognizes as one that has adequate data protection laws. Where no other legal mechanism exists, We enact the USA–approved standard contractual data protection clauses in Our contracts.

Our Services are available in a number of countries around the world. If you use our Services outside the USA, personal data will be transferred as necessary to complete this transaction.

California Privacy Rights

California residents may be entitled to additional rights over their personal information. The CCPA provides California residents with specific rights regarding their personal information. This notice describes Your CCPA rights and explains how to exercise those rights. It also includes information regarding the collection, use, disclosure, and sale of personal information and the rights of consumers regarding their own personal information.

Graphio.ai does not sell Your personal information to anyone, including third parties, as defined under the CCPA. Information You provide to Graphio.ai is used for business purposes. The CCPA outlines several categories for which personal information may be used for business purposes, including: auditing, security, debugging/repair, certain short-term uses, performing services, internal research for technology development, as well as for quality and safety maintenance and verification. Graphio.ai uses the following categories of personal information for business purposes:

• Identifiers: This includes real names, postal addresses, email addresses, account information, online identifiers, IP addresses, Social Security numbers, personal preferences, and attributes via cookies or other similar identifiers.
• Information from third-party data providers: This includes consumer credit information, which is used when fulfilling information requests made by You when ordering credit-related products through the Software.
• Other information You may provide to Us: This may include additional information such as the city of birth and mother’s maiden name, which can be used to verify Your identity if You forget Your login information required for the Software. This category also includes information You provide through customer service correspondence and general feedback.

For more information on how Graphio.ai uses Your personal information, visit the “How do We Use Personal Data” section in this Policy.

To exercise Your rights under the CCPA, please contact Us at dn@graphio.ai

While You have the right to delete, there are certain legal exceptions, including when the personal information is necessary to complete a transaction for which We collected it or to comply with a legal obligation. When submitting a request, please note that Graphio.ai may claim legal exemptions for certain requests pursuant to various CCPA exemptions.

Graphio.ai will not discriminate against You for exercising Your rights under the CCPA. If You have exercised Your rights under the CCPA, some Services may not be available to You when directly related to the collection of Your information, as permitted by the CCPA.

Cookie Notice

Cookies are essential for enhancing Your experience with our Services. We use cookies to ensure that accessing and using our Services is easy, secure, and convenient. These cookies help store session state information and enable seamless authorization with Third-Party Apps. Please note: If You choose to decline cookies through Your browser’s settings, certain features, including authorization with Third-Party Apps, may not function properly.

Additionally, when You visit or log in to Our Website, cookies and similar technologies may be used by Our online data partners or vendors to associate these activities with other personal information they or others have about You, including by association with Your email. We (or service providers on Our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

We synchronize Our cookie practices with a cookie compliance tool, such as CookiePro, to maintain transparency with Our website visitors by providing clear, up-to-date information about how their data is handled. If You choose to decline cookies through Your browser’s settings, certain features, including authorization with Third-Party Apps, may not function properly.

Your Rights and Choices

Most of the data We collect and the purposes We use for it are necessary for Us to operate and improve Our Services or comply with Our obligations as data processors. When You use the Services available in the Software, We might request Your consent for Your data processing. When You grant consent, You may withdraw it at any time to stop any further processing. You can also ask Us at any time not to send or carry out direct marketing or to stop using certain kinds of cookies through Your browser’s settings.

You may have certain rights under data protection law. These include the right to ask Us for a copy of Your personal data, to correct, delete, or restrict processing of it, and to obtain personal data in a format You can share with a new provider. You may have the right to object to processing. These rights may be limited in some situations – for example, where We can demonstrate that We have a legal requirement to process Your data.

How Long Do We Keep Personal Data

We will retain any personal data that You voluntarily provide during the course of Your interactions with Us in providing Our Services and in line with Our retention policies.

We also keep personal data for other legitimate business purposes, such as complying with Our legal obligations, resolving disputes, security reasons, and enforcing Our agreements. Because these needs can vary for different data types used for different purposes, retention times will also vary. All personal data will be obliterated or deleted at the end of its retention period in accordance with Our retention and secure disposal policy. However, no data will be stored for longer than 10 years.

Changes and Updates to This Policy

We may update this Policy to reflect changes to Our information practices. If We make changes to this Policy, We will post a revised version of this Policy on the Website. You can determine when this Policy was last revised by referring to the “Last Updated” date at the top of this Policy. Your continued access to or use of any of the Websites and/or the Software after any changes to this Policy have been posted shall constitute Your agreement and consent to such changes. Please return to this page periodically to ensure familiarity with the most current version of this Policy.

Contact Information

If You have any questions or comments about this Policy or Our privacy practices, You can contact Us as follows:

By email at: dn@graphio.ai                           

By mail at:
Graphio.ai, Inc.
14620 Murfield Ct, 
Charlotte, NC 28278