Privacy policy

1. Introduction

This Privacy Policy describes how KC Meta Ventures, Inc. ("Clients.ai", "we", "us", or "our"), an Ontario corporation operating the Clients.ai platform and Services, collects, uses, stores, shares, and protects personal information in connection with our AI-powered marketing platform, autonomous AI agents, lead generation tools, and related services (collectively, the "Services").

We are committed to protecting your privacy and handling personal information in compliance with applicable privacy laws, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the General Data Protection Regulation (GDPR) where applicable, and other relevant data protection legislation.

By using our Services, you consent to the collection, use, and sharing of personal information as described in this Privacy Policy. If you do not agree with this Privacy Policy, you must not use our Services.

2. Scope and Definitions

2.1 Who This Policy Applies To

This Privacy Policy applies to:

• Users/Customers: Individuals and businesses who create accounts and use Clients.ai Services
• Leads: Individuals whose personal information is collected, stored, or processed through Users' use of Clients.ai (e.g., through opt-in forms, landing pages, or marketing funnels created with our platform)
• Buyers: Individuals who purchase a User's products or services through an enclosed.ai checkout page or payment link
• Bookers/Attendees: Individuals who book calls, appointments, or meetings through a User's punctual.ai booking page
• Website Visitors: Individuals who visit our website

2.2 Key Terms

• Personal Information: Information about an identifiable individual, including name, email address, phone number, payment information, IP address, usage data, and any other information that can identify a person
• User Data: Personal information about Clients.ai customers and users
• Lead Data: Personal information about leads collected by Users through the Clients.ai platform (including through opt-in forms, landing pages, funnels, or AI agent outreach)
• Buyer Data: Personal information (name, email, billing address, tokenized or limited payment method details, and transaction metadata) submitted by individuals who purchase a User's products or services through the enclosed.ai checkout feature. Buyer Data is collected on behalf of and at the direction of the User (merchant of record) and is processed as described in Sections 3.3 and 5.4 below. Full card numbers are handled by Stripe and are not stored by Clients.ai.
• Booking Data: Personal information (name, email, requested time slot, event details, conferencing information, attendee metadata, and any intake form responses) submitted by individuals who book meetings or calls through a User's punctual.ai booking page. Booking Data is processed as Lead Data for privacy purposes.
• Processing: Any operation performed on personal information, including collection, storage, use, disclosure, transfer, or deletion

3. Information We Collect

3.1 User Account Information

When you create an account or use our Services, we collect:

• Account Details: Name, email address, username, password (encrypted), company name, business information
• Payment Information: Credit card details, billing address, payment history (processed securely through third-party payment processors)
• Contact Information: Phone number, business address, communication preferences
• Profile Information: Industry, business type, preferences, settings, and any other information you provide

3.2 Usage Data and Analytics

We automatically collect information about how you use the Services:

• Technical Data: IP address, browser type and version, device type, operating system, time zone, location data, referral source
• Usage Information: Pages visited, features used, time spent on platform, click patterns, navigation paths, search queries
• AI Agent Activity: Hours your agents have used, content generated, campaigns created, leads processed, performance metrics
• Cookies and Tracking Technologies: Session IDs, analytics cookies, preference cookies, advertising cookies (see Section 10)

3.3 Lead Data Collected Through the Platform

When Users use Clients.ai to collect lead information, we may process:

• Lead Contact Information: Names, email addresses, phone numbers, company names, job titles, addresses
• Lead Engagement Data: Form submissions, page views, email opens/clicks, responses to AI agents, funnel interactions
• Lead Source Data: Referral source, campaign attribution, UTM parameters, landing page visited
• Enriched Data: Publicly available information we gather to supplement lead profiles (social media profiles, professional information, company data, online presence)
• Behavioral Data: Actions taken in funnels, content downloads, purchase history, engagement patterns

Important Note on Lead Data: For Lead Data, the User (our customer) is the Data Controller and determines the purposes and means of processing. Clients.ai acts as a Data Processor, processing Lead Data on the User's behalf to provide the Services. However, as described in Section 4.3 below, Clients.ai has certain independent rights to use and contact leads for our own purposes, with appropriate consent.

3.4 Public Information

We may collect publicly available information about Users and Leads from:

• Social media platforms (LinkedIn, Facebook, Twitter, Instagram, etc.)
• Business directories and databases
• Public websites and online profiles
• Government records and public registries
• News articles and press releases

This public information may be used to enrich User and Lead profiles, improve targeting, personalize communications, and enhance the Services.

3.5 Communications

We collect information from communications between you and Clients.ai, including:

• Customer support inquiries and responses
• Feedback, surveys, and reviews
• Email correspondence
• Chat messages and in-app communications

4. How We Use Personal Information

4.1 To Provide and Improve the Services

• Operate, maintain, and deliver the Services and features
• Process transactions and billing
• Create and manage user accounts
• Enable AI agents to function and generate content
• Provide customer support and respond to inquiries
• Troubleshoot technical issues and improve platform performance
• Develop new features, products, and services
• Conduct research, analytics, and data science to enhance AI models and Services

4.2 For AI Training and Model Improvement

We use User Content, AI-generated content, and usage data to:

• Train, refine, and improve our AI models and machine learning algorithms
• Enhance content generation quality and accuracy
• Develop new AI capabilities and features
• Test and evaluate model performance
• Create training datasets (in anonymized or aggregated form where appropriate)

4.3 For Marketing and Promotional Purposes

User Data: We may use your personal information to:

• Send you marketing communications about Clients.ai services, features, updates, promotions, and offers
• Display personalized advertisements and content
• Conduct marketing campaigns and promotional activities
• Identify you as a customer in case studies, testimonials, or marketing materials (with your consent or right to opt out)

Lead Data - CRITICAL PROVISION:

4.4 For Analytics and Business Intelligence

• Analyze platform usage patterns and trends
• Create aggregated, anonymized, or de-identified data for analytics, benchmarking, and industry insights
• Measure campaign performance and effectiveness
• Generate business intelligence and market research
• Understand customer behavior and preferences

4.5 For Legal and Security Purposes

• Comply with legal obligations, court orders, or regulatory requirements
• Enforce our Terms of Service and other agreements
• Detect, prevent, and respond to fraud, security threats, or illegal activities
• Protect the rights, property, and safety of Clients.ai, our Users, and others
• Resolve disputes and investigate violations

6. PIPEDA Compliance and Your Rights

6.1 PIPEDA Principles

Clients.ai is committed to compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and its 10 Fair Information Principles:

1. Accountability: We are responsible for personal information under our control and have designated a Privacy Officer
2. Identifying Purposes: We identify the purposes for collecting personal information at or before collection
3. Consent: We obtain your knowledge and consent for collection, use, and disclosure of personal information
4. Limiting Collection: We collect only information necessary for identified purposes
5. Limiting Use, Disclosure, and Retention: We use personal information only for stated purposes and retain it only as long as necessary
6. Accuracy: We keep personal information as accurate, complete, and up-to-date as necessary
7. Safeguards: We protect personal information with security safeguards appropriate to its sensitivity
8. Openness: We make information about our policies and practices readily available
9. Individual Access: You have the right to access your personal information and challenge its accuracy
10. Challenging Compliance: You may challenge our compliance with these principles

6.2 Your Privacy Rights

Under PIPEDA and other applicable privacy laws, you have the following rights:

• Right to Access: Request access to your personal information we hold
• Right to Correction: Request correction of inaccurate or incomplete personal information
• Right to Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Right to Withdraw Consent: Withdraw consent for certain uses of personal information (though this may affect your ability to use the Services)
• Right to Object: Object to processing of personal information in certain circumstances
• Right to Data Portability: Receive your personal information in a structured, commonly used format (where technically feasible)
• Right to Lodge a Complaint: File a complaint with the Office of the Privacy Commissioner of Canada

6.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: compliance@clients.ai or legal@clients.ai
• Subject Line: "Privacy Rights Request"
• Mail: KC Meta Ventures, Inc., Attention: Privacy Officer, 141 Sandwich Street North, Amherstburg, Ontario, N9V 2V1, Canada

We will respond to your request within 30 days (or as otherwise required by law). We may need to verify your identity before fulfilling your request.

6.4 GDPR Rights (For EU Residents)

If you are located in the European Economic Area (EEA), you have additional rights under the GDPR, including:

• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to lodge a complaint with a supervisory authority
• Right to object to automated decision-making and profiling

Contact us using the information in Section 6.3 to exercise these rights.

6.5 CCPA Rights (For California Residents)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information. Please contact us to exercise these rights.

7. Data Security

We implement commercially reasonable technical and organizational security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction, including:

• Encryption: Data in transit protected with TLS 1.2+ encryption; data at rest encrypted with industry-standard encryption (AES-256)
• Access Controls: Role-based access controls, multi-factor authentication, and principle of least privilege
• Security Monitoring: Continuous monitoring for security threats, intrusion detection, and incident response procedures
• Regular Audits: Periodic security assessments, vulnerability scans, and penetration testing
• Employee Training: Security awareness training for all employees with access to personal information
• Secure Development: Secure coding practices, code reviews, and security testing

However, no security system is infallible. We cannot guarantee absolute security of personal information. You acknowledge and accept the inherent risks of electronic data transmission and storage. In the event of a data breach, we will notify affected individuals and relevant authorities as required by applicable law.

For more details, see our Security Policy.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary depending on:

• The nature of the information and how it is used
• Applicable legal, regulatory, tax, or accounting requirements
• Our legitimate business interests (fraud prevention, dispute resolution, enforcement of agreements)
• Your consent or preferences

Typical retention periods:

• Active User Accounts: Information retained while your account is active and for a reasonable period thereafter
• Billing and Transaction Records: Retained for 7 years for tax and accounting purposes
• Lead Data: Retained as long as necessary to provide Services to Users and exercise our marketing rights; may be retained indefinitely in anonymized or aggregated form
• Communications: Customer support and correspondence retained for 3 years
• Legal Claims: Information related to legal matters retained until resolution and applicable limitation periods expire

After retention periods expire, we securely delete or anonymize personal information.

9. Cross-Border Data Transfers

Clients.ai is based in Canada, but we operate globally. Personal information may be transferred to, stored in, or processed in countries outside Canada, including the United States and other jurisdictions where our service providers operate. These countries may have data protection laws that differ from Canadian laws.

By using our Services, you consent to the transfer of your personal information to these countries. We implement appropriate safeguards to protect personal information during cross-border transfers, including:

• Contractual commitments with service providers requiring adequate data protection
• Standard Contractual Clauses approved by the European Commission (for transfers to non-EEA countries)
• Ensuring service providers comply with applicable privacy frameworks

Note that foreign governments, courts, or law enforcement agencies may have authority to access personal information stored in their jurisdictions.

10. Cookies and Tracking Technologies

We use cookies, web beacons, pixels, and similar tracking technologies to collect usage information and improve the Services.

10.1 Types of Cookies We Use

• Essential Cookies: Necessary for the Services to function (authentication, security, load balancing)
• Performance Cookies: Collect information about how you use the Services (analytics, usage patterns)
• Functionality Cookies: Remember your preferences and settings
• Advertising Cookies: Used to deliver relevant advertisements and measure campaign effectiveness

10.2 Third-Party Tracking

We use third-party analytics and advertising services, including:

• Google Analytics: Track website usage and user behavior
• Facebook Pixel: Measure ad performance and build remarketing audiences
• LinkedIn Insight Tag: Track conversions and build professional audiences
• Google Ads: Deliver targeted advertisements

10.3 Managing Cookies

Most browsers allow you to control cookies through settings. You can:

• Block all cookies
• Delete existing cookies
• Allow cookies only from specific websites
• Set preferences for third-party cookies

Note: Disabling cookies may affect the functionality of the Services.

11. Children's Privacy

11.1 Clients.ai User Accounts

The Services are not intended for children under the age of 18 (or the age of majority in your jurisdiction). We do not knowingly allow individuals under 18 to create user accounts. If we discover that a user account was created by a minor, we will terminate the account and delete associated data promptly.

11.2 Lead Data from Minors

User Responsibility: Users are strictly prohibited from knowingly collecting personal information from individuals under the age of 18 through Clients.ai funnels, forms, or lead capture tools without verifiable parental consent (see Terms of Service Section 10.4).

Clients.ai's Actions: Upon notification that minor data has been collected, we will promptly delete the minor's personal information from our systems and cease any marketing communications to that individual. We may also terminate user accounts that repeatedly or knowingly violate minor data protection rules.

If you believe we have collected information from a child, please contact us immediately at legal@clients.ai or compliance@clients.ai.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will post the updated Privacy Policy on this page and update the "Last Updated" date.

Material changes: If we make material changes that significantly affect your privacy rights, we will provide prominent notice (such as email notification or a notice on our website) before the changes take effect.

Your continued use of the Services after changes become effective constitutes your acceptance of the updated Privacy Policy.

13. Contact Information and Privacy Officer

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact our Privacy Officer:

Office of the Privacy Commissioner of Canada: If you are not satisfied with our response to your privacy concerns, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada:

• Website: www.priv.gc.ca
• Phone: 1-800-282-1376