Privacy Policy

1. Information We Collect

We collect and process personal information in several ways: information we store in our systems, information we access from your connected services, and information collected through analytics.

1.1 Personal Data We Store

When you use the Aiden Service, we store the following personal information:

• Account Information: Your email address.
• Activity Logs: Records of the decisions our AI makes and communications drafted by Aiden on your behalf, including:
  • Customer names
  • Email subjects and body content
  • Decision outcomes and reasoning
  • Amounts outstanding at the time of drafting

1.2 Personal Data We Process from Connected Services

To provide the Service, we access personal information from your connected accounts. This data is processed in real-time but is not permanently stored in our databases (except as summarised in Activity Logs above):

• From Your Invoicing System:

  • Customer names and contact person names
  • Customer email addresses
  • Invoice amounts, dates, and payment history

• From Your Email Provider:

  • Email sender and recipient names and email addresses
  • Email subject lines and message content
  • Correspondence history between you and your customers

1.3 Analytics Data

We use web analytics on our marketing website and the main application to understand how our services are used:

• Marketing Website:

  • Page views and navigation patterns
  • Session recordings of user interactions
  • Device and browser information
  • IP addresses for approximate geolocation

• Main Application:

  • User identification (your email address linked to analytics)
  • Page views and navigation patterns
  • Session recordings (with text and input masking to protect sensitive data)
  • User interactions such as clicks and form submissions
  • Device and browser information
  • IP addresses

2. How We Use Your Information

We use personal information for the following purposes:

• To provide the Aiden Service: This includes:

  • Analysing invoice aging and payment patterns to determine when to contact customers
  • Drafting personalised reminder emails with appropriate tone based on the situation
  • If authorised, sending emails via your connected email account
  • Tracking email threads to maintain conversation continuity
  • Generating activity reports on your collection activities

• To make AI-powered decisions: Our AI analyses customer information, invoice details, and email history to decide whether to contact a customer and to draft contextually appropriate emails.

• To communicate with you: We may send you information about the Aiden service, your subscription, and important updates.

• To improve the Service: We analyse usage patterns and analytics data to improve the performance and functionality of the Service.

• To comply with legal obligations: We may process or disclose personal information to comply with legal requirements or court orders.

3. Legal Basis for Processing

If you are located in a jurisdiction that requires a legal basis for processing personal information, we rely on the following:

• Contractual Necessity: Processing your account information and accessing your connected services is necessary to perform our contract with you.
• Legitimate Interests: We process activity logs and analytics data based on our legitimate interest in improving the Service and providing accurate reporting, provided these interests are not overridden by your data protection rights.
• Consent: Where required, we obtain your consent before processing, such as when you connect third-party accounts.

4. Sharing Your Information

We may share personal information with the following categories of third parties:

• Cloud Infrastructure Providers: We use cloud hosting providers to store data securely. These providers act as data processors on our behalf.

• AI Service Providers: We use AI models provided by third-party service providers to analyse data and draft correspondence. The following information may be sent to these providers:

  • Customer names and email addresses
  • Invoice details (numbers, amounts, dates)
  • Email correspondence history

  This data is used solely for generating real-time responses. It is not used to train AI models and is not permanently stored by the AI service provider.

• Analytics Providers: We share analytics data including user identifiers, email addresses, IP addresses, usage data, and session recordings with our analytics provider to help us understand how the Service is used.

• Professional Advisors: We may share information with legal, financial, or other professional advisors if necessary.

We require all third-party service providers to maintain appropriate security measures and to process personal information only as instructed by us.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to collect analytics data:

• Essential Cookies: Required for the Service to function properly.
• Analytics Cookies: Used to understand how visitors interact with our website and application.
• Session Recording: We record user sessions to understand how the Service is used. In the main application, text and input fields are masked to protect sensitive information.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Service.

6. Data Retention

• Account Information: Retained while your account is active and for a reasonable period thereafter to allow for account reactivation or as required by law.
• Activity Logs: Retained for the duration of your subscription and for up to 24 months after cancellation for reporting and dispute resolution purposes.
• Connected Services Data: Personal data from your invoicing system and email provider is not permanently stored; it is accessed on-demand and processed in real-time only.
• AI Provider Data: Processed transiently and not retained by the AI provider.
• Analytics Data: Retained according to our analytics provider’s data retention policies.

You may request deletion of your data at any time, subject to our legal retention obligations.

7. Your Rights

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

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information (subject to legal retention requirements).
• Portability: Request a copy of your personal information in a structured, commonly used, machine-readable format.
• Restriction: Request that we restrict processing of your personal information in certain circumstances.
• Objection: Object to processing of your personal information for direct marketing or based on legitimate interests.
• Withdraw Consent: Where processing is based on consent, withdraw that consent at any time.
• Lodge a Complaint: Lodge a complaint with a supervisory authority if you believe your rights have been violated.

To exercise any of these rights, please contact us at ask@useaiden.com. We will respond to your request within the timeframes required by applicable law.

8. Security

We take appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, modification, or loss. These measures include:

• Using encryption for data in transit
• Storing data on secure cloud infrastructure with industry-standard protections
• Limiting access to personal information to authorised personnel on a need-to-know basis
• Regularly reviewing and updating our security practices

9. Cross-Border Data Transfers

Your personal information may be transferred to and processed in countries outside of New Zealand, Australia, and the European Economic Area, including the United States where some of our service providers are located.

When we transfer personal information internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses or transfers to countries with adequate data protection laws.

10. Your Responsibilities

When you connect your invoicing system and email provider to Aiden, you authorise us to access your data from these services. You are responsible for:

• Ensuring you have the necessary rights and permissions to share customer data with Aiden
• Complying with any notice or consent requirements in your jurisdiction when using automated communications with your customers
• The accuracy of data in your connected systems

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 Privacy Policy on our website and, where appropriate, contacting you via email.