Privacy Policy

Last Updated: 8 October, 2025

Privacy Policy

This Privacy Policy explains how AirChannel.ai (“the Hub,” “we,” “our,” or “us”) collects, uses, discloses, retains, and protects information when you use the Hub to manage communication across multiple channels. By accessing or using the Hub, you agree to the practices described in this Privacy Policy.

We are committed to respecting your privacy and safeguarding all information, particularly Personal Data and Service Data (collectively, “Data”). This Policy describes how we collect, use, and disclose Data obtained from end-users of our products and services (“you,” “your”). It applies to:

• Products: All Hub features and applications, including integrations.
• Services: Support, customer engagement, and related services.
• Websites: Our official websites, dashboards, and portals.
• Other Interactions: Communications with our staff through various channels.

Privacy is important to us, and we strive to maintain a high level of protection in all processing of personal data. For users in the EU/EEA, our practices comply with the General Data Protection Regulation (GDPR). For users in other regions, we apply equivalent safeguards to ensure your rights are protected.

We store and process user data securely, applying industry-standard technical and organizational measures. Where data is transferred internationally, we ensure adequate safeguards are in place, such as recognized contractual clauses or equivalent mechanisms.

What Information We Collect

1. Information You Provide to Us

When you create an account, use our Products and Services, or communicate with us, you may provide:

• Contact details – name, email address, postal/billing address, and organization details.
• Billing information – credit/debit card details, billing address, payment transaction records, and related financial data when purchasing Products or Services.
• Support communications – details shared during inquiries, troubleshooting, or feedback interactions.

2. Information We Collect Automatically

When you use the Hub, we may automatically collect:

• Technical data – IP address, device type, browser type/version, operating system, language settings, location (where legally permitted), and unique device identifiers.
• Usage data – date, time, and duration of activity, features accessed, referring/exit websites, error logs, and system performance metrics.
• Communication data across integrated channels –
  • Messaging (SMS/MMS, chat, social apps): message content, attachments, media files, timestamps, and delivery/read status.
  • Email: sender/recipient details, subject lines, metadata, and content routed through the Hub.
  • Collaboration tools: internal notes, shared documents, and media exchanged through integrated platforms.
• Operational data – number of active users, agents, channel usage, logs, and other data generated during use of the Services.

3. Information We Receive from Third Parties

We may collect information about you from:

• Partners and vendors that provide integrations, analytics, or related business tools connected to the Hub.
• Authorized third-party services (e.g., Helpdesk platforms, or messaging channels) that you choose to connect.
• Publicly available sources, where legally permitted, to verify or update account details.

4. Information from Social Accounts and Platforms

If you sign in using a social or single sign-on account (e.g., Google, Microsoft, or Apple ID), we may receive authentication details such as your name, profile information, and email address, subject to the provider’s privacy policy. If you interact with our official social media pages, those platforms may provide us with aggregated statistics, but we do not access individual-level data.

Ways we use your information

We use the information we collect to provide, operate, and improve the Hub and related services. This includes creating and managing your account, delivering the features you choose to use across integrated channels, processing billing and payments through authorized third-party providers, and providing technical support tailored to your requests. For service quality, certain communications (such as chats, or emails) may be monitored or recorded, where lawful, for training, dispute resolution, and quality assurance.

We also use your data to monitor performance, maintain security, and improve the Hub. This may involve developing new features, enhancing reliability, and generating anonymized or aggregated insights for business analysis and research. In some cases, analytics and machine learning tools may be used to detect fraud, improve operations, and strengthen account safety.

If you engage with our community platforms (such as blogs, forums, or chat groups), information you choose to share may be visible to others. We also allow you to connect your account with third-party services, such as messaging platforms, email providers, or social media accounts. Where you choose to enable these integrations, we process the necessary data in order to link and operate those services.

With your consent where required, we may send you product updates, service announcements, event invitations, or marketing communications. You may opt out of marketing communications at any time.

Finally, we process data as needed to comply with legal obligations, respond to lawful requests from authorities, prevent fraud or misuse, enforce our agreements, and protect the rights, safety, and property of AirChannel.ai, our users, and others. In limited cases, we may also process data for other purposes permitted by law or with your consent.

How we share your personal data

We may share the information we collect, but only as necessary, under strict confidentiality, and in compliance with applicable law. Sharing may occur in the following circumstances:

1. Service Providers and Partners

We may share your data with trusted third parties that support the provision of our Products and Services. These include hosting providers, cloud infrastructure partners, payment processors, banking partners, identity verification and fraud-prevention providers, analytics tools, and customer support platforms. Such parties are authorized to use the data only as necessary to perform their contracted services and are bound by confidentiality and security obligations.

2. Affiliates and Contractors

We may share information with our affiliates and authorized contractors who need access to perform their duties in supporting our business operations.

3. Legal, Regulatory, and Compliance

We may disclose data when required to comply with applicable laws, regulations, or lawful requests by courts, government agencies, law enforcement, or regulatory bodies. We could disclose it with law enforcement, government agencies, courts, or other third parties in the following scenarios:

• When required by applicable laws or regulations.
• To exercise, establish, or defend our legal rights.
• To protect your vital interests or the vital interests of another person.

4. Business Transfers

In the event of a merger, acquisition, restructuring, asset sale, or insolvency, your data may be transferred to a buyer or prospective buyer. In such cases, we will require the recipient to honour this Privacy Policy and implement appropriate safeguards.

5. User-Authorized Sharing

Where you choose to integrate the Hub with third-party platforms (such as messaging apps, social networks), we may share the necessary data with those services, subject to your authorization and the privacy policies of the respective providers.

6. Publicly Available Information

If you choose to make certain information public (e.g., by participating in community forums or publishing a profile), that information may be accessible to others.

7. Protection of Rights and Safety

We may disclose information where we believe it is necessary to prevent fraud, misuse, or illegal activity, to enforce our agreements, to protect our legal rights, or to safeguard the rights, property, and safety of AirChannel.ai, our users, or others.

We apply the principle of limited access: only the minimum data required for each purpose is shared, and only with parties contractually required to maintain confidentiality and security.

Accessing, Correcting, Terminating, and Deleting Your Information

You may access, review, and update the Personal Data you have provided to us by using the tools available within the Products and Services (for example, editing your profile or account settings) or by contacting us at hello@airchannel.ai.

If you wish to terminate your account or request deletion of your Personal Data, you may do so through the account management settings or by submitting a request to us. We will process such requests in accordance with applicable laws and regulations.

Please note that:

• Certain information may continue to be retained in our secure backups for a limited period up to 30 days as part of our standard data backup and recovery processes.
• We may also retain information where necessary to comply with our legal obligations, resolve disputes, enforce agreements, protect our rights, or as otherwise permitted or required by law.

Securing your data

As a company that prioritizes information security, we are committed to applying Good Security Practices. We implement appropriate organizational, technical, and administrative measures to protect Personal Data, including security controls designed to prevent unauthorized access to our systems.

For the privacy and security of your account, access is password-protected. We strongly encourage you to take precautionary steps to prevent unauthorized access, such as creating strong passwords, enabling additional security features like two-factor authentication, and signing out after each session.

We are committed to safeguarding your personal information in compliance with applicable privacy, financial, and regulatory requirements. While the transmission of data over the internet is not fully secure, we take commercially reasonable steps to protect your information. Any transmission of your data is at your own risk. Once received, we implement robust technical and organizational measures to protect it, including but not limited to:

• Encryption: All communications between you and our systems are encrypted using industry-standard protocols to prevent unauthorized access.
• System Security: We regularly update, patch, and harden our servers and systems to address vulnerabilities.
• Monitoring: Our security team continuously monitors systems for suspicious or malicious activity.
• Data at Rest: Personal information that is not actively used is securely encrypted at rest.

Access to your personal data is strictly limited to authorized employees, contractors, and third-party service providers who require it for legitimate business purposes. All such parties are bound by confidentiality obligations and contractual safeguards to ensure compliance with applicable privacy and financial regulations.

We require all third-party service providers processing personal data on our behalf to maintain security and privacy protections equivalent to those required under applicable law. Where applicable, data processing agreements are in place to ensure that personal data is processed only as instructed and with adequate safeguards.

Our employees receive regular training on data security, confidentiality, and privacy obligations. We maintain administrative, technical, and physical safeguards consistent with industry standards and applicable law to protect your personal information from unauthorized access, use, alteration, or disclosure.

Cookies

We use cookies and similar technologies (such as pixels, tags, or local storage) that are placed on your device when you use our Website, Products, or Services. These technologies help us to:

• Recognize your device, remember your preferences, and simplify login;
• Measure the performance, effectiveness, and usage of our Services;
• Enhance security, fraud detection, and functionality; and
• Deliver content, features, offers, or advertisements tailored to you.

Most browsers accept cookies automatically, but you may configure your settings to refuse cookies or notify you when cookies are being sent. Please note that disabling or rejecting cookies may limit functionality, restrict your use of certain features, or affect the performance of our Website, Products, or Services.

Age Restriction

Protecting children’s privacy is a priority. We encourage parents and guardians to actively monitor and guide their children’s online activities.

We do not knowingly collect, use, or process personal information from individuals under the age of 13 (or the minimum age of digital consent in the relevant jurisdiction). If we learn that such information has been provided without verifiable parental or guardian consent, we will take immediate steps to delete the information from our records and prevent further access to our Products and Services.

If you believe that a child under the applicable minimum age has provided us with personal information, please contact us promptly so that we can remove the data and terminate any related account.

Minors who are legally permitted to use the Services (based on applicable laws) must do so only with the consent and supervision of a parent or legal guardian.

Notice of Changes

We may update this Privacy Policy from time to time to reflect changes in legal, regulatory, operational, or business requirements. Any material changes will be communicated through our Website, application, or by email (where feasible). Unless otherwise required by applicable law, updates will take effect upon publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact

If you have any questions, concerns, or complaints about this Privacy Policy, our data practices, or the legal basis on which we process your personal information, please contact us at:

Email: hello@airchannel.ai

Mailing Address: 8 THE GREEN STE A
DOVER, DE 19901
AIRCHANNEL AI INC