Privacy Policy

This Privacy Policy explains how SoundMinds.ai ("we," "us," "our") collects, uses, discloses, and protects personal information in connection with: (a) our marketing website at soundminds.ai (the "Website"), and (b) our customer support chatbot platform, dashboard, APIs, and related services (the "Service").

If you are an End User interacting with a Client's chatbot, the Client controls the chatbot experience and is typically the primary point of contact for privacy requests. We support Clients in responding to requests as needed.

1. Information We Collect

1.1 Website (Marketing Site) Data

We may collect:

• Contact information you submit (e.g., name, email) if you request information or contact us
• Basic analytics/technical data (e.g., IP address, browser type, device information, pages viewed)
• Cookies and similar technologies (see Section 6)

1.2 Service (Console/App) Data

We may collect:

• Account data: name, email, company, role, authentication and security settings
• Billing data: plan, subscription status, invoice/receipt information, payment method tokens (processed by payment providers; we do not store full card numbers)
• Client Content: knowledge base entries, Q&A pairs, prompts, instructions, files you upload, and configuration settings
• Conversation and message data: transcripts, message metadata (timestamps, channel identifiers), and escalation events (as configured by Client)
• Support communications: emails and support requests you send to us
• Technical data: logs, diagnostics, performance metrics, usage telemetry, device/browser info for the dashboard

1.3 Integrations

If you connect third-party services (e.g., social platforms), we process identifiers and metadata required to operate those integrations, subject to the permissions you grant and the third party's policies.

2. Sources of Information

We collect information:

• directly from you (registration, contact forms, support emails)
• automatically (cookies, logs, telemetry)
• from third parties you connect (integrations and payment providers)

3. How We Use Information

We use information to:

1. Provide, operate, and maintain the Website and Service
2. Authenticate users and secure accounts (including fraud prevention)
3. Process payments and manage subscriptions
4. Respond to support requests and communicate with you
5. Analyze usage and improve our products
6. Send product updates and marketing communications (with your consent where required)
7. Comply with legal obligations

4. How We Share Information

We may share information with:

• Service providers: hosting, payment processing, analytics, email delivery, and other vendors who help us operate the Service
• AI providers: we use third-party AI services (e.g., OpenAI) to power certain features; data shared with these providers is subject to their privacy policies and our data processing agreements
• Legal requirements: we may disclose information to comply with law, legal process, or government requests
• Business transfers: in connection with a merger, acquisition, or sale of assets

We do not sell your personal information.

5. Data Retention

We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.

Clients may delete their account and associated data by contacting us. We will delete or anonymize data within a reasonable timeframe, subject to legal retention requirements.

6. Cookies and Tracking

We use cookies and similar technologies to:

• Enable essential functionality (authentication, security)
• Remember your preferences
• Analyze usage and performance

You can manage cookie preferences through your browser settings. Disabling cookies may affect functionality.

7. Your Rights and Choices

Depending on your location, you may have rights to:

• Access, correct, or delete your personal information
• Object to or restrict certain processing
• Data portability
• Withdraw consent (where processing is based on consent)
• Opt out of marketing communications

To exercise these rights, contact us at support@soundminds.ai.

8. Security

We implement reasonable technical and organizational measures to protect personal information. However, no system is completely secure, and we cannot guarantee absolute security.

9. International Transfers

We are based in the United States. If you access the Service from outside the US, your information may be transferred to and processed in the US or other countries where our service providers operate.

10. Children's Privacy

The Service is not directed to children under 13 (or 16 in some jurisdictions). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us.

11. 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 the Website or by email. Your continued use after changes take effect constitutes acceptance.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at support@soundminds.ai.