Privacy Policy - Porsana

1. Introduction

Porsana ("we," "our," or "us"), operated by Imperial Tech Limited, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI chatbot services and website.

By using our services, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

Account Information: Name, email address, phone number, company name
Billing Information: Payment card details, billing address
Profile Information: Business description, preferences, settings
Communication Data: Messages, support requests, feedback

2.2 Usage Information

We automatically collect certain information about your use of our services:

Log Data: IP address, browser type, operating system, access times
Usage Analytics: Pages visited, features used, time spent on platform
Device Information: Device type, screen resolution, language settings
Chatbot Interactions: Conversation logs, user queries, response data

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to:

Remember your preferences and settings
Analyze website traffic and usage patterns
Provide personalized content and advertisements
Improve our services and user experience

For details of the cookies we use, see our Cookie Policy.

3. How We Use Your Information

We use the collected information for the following purposes:

Service Provision: To provide, maintain, and improve our chatbot services
Account Management: To create and manage your account, process payments
Communication: To respond to your inquiries, send updates and notifications
Analytics: To analyze usage patterns and improve our services
Security: To protect against fraud, abuse, and security threats
Legal Compliance: To comply with applicable laws and regulations
Marketing: To send promotional materials (with your consent)

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

Hosting and maintaining our services
Processing payments and billing
Providing customer support
Analyzing usage data
Sending communications

4.2 Legal Requirements

We may disclose your information if required by law or in response to:

Legal process or government requests
Protection of our rights and property
Emergency situations involving public safety
Investigation of suspected fraud or abuse

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

Encryption: Data is encrypted in transit and at rest
Access Controls: Strict access controls and authentication measures
Regular Audits: Security assessments and vulnerability testing
Employee Training: Regular security awareness training
Incident Response: Procedures for handling security incidents

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your information for as long as necessary to:

Provide our services to you
Comply with legal obligations
Resolve disputes and enforce agreements
Improve our services

When we no longer need your information, we will securely delete or anonymize it. You may request deletion of your account and associated data at any time — see our Data Deletion page.

7. Your Rights and Choices

Depending on your location, you may have the right to access, correct, delete, or export your personal information, opt out of marketing, and control cookies. We do not sell your personal information.

7.1 Access and Portability

Request access to your personal information
Receive a copy of your data in a portable format
Verify the accuracy of your information

7.2 Correction and Deletion

Request correction of inaccurate information
Request deletion of your personal information
Withdraw consent for data processing

7.3 Marketing Preferences

Opt-out of marketing communications
Manage email preferences
Control cookie settings — see our Cookie Policy

7.4 Exercising Your Rights

To exercise your rights, please contact us using the information provided at the end of this policy. We will respond to your request within 30 days.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including:

Standard contractual clauses
Adequacy decisions
Other appropriate safeguards

By using our services, you consent to the transfer of your information to countries outside your residence.

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. Third-Party Services

Our services may contain links to third-party websites or integrate with third-party services. This privacy policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use.

10.1 Google account and Calendar

If you choose Connect Google, Porsana requests your Google email and profile so we can identify the connected account, and read-only access to Google Calendar so the business administrator can view upcoming events in the admin dashboard. Calendar event contents are not stored in our database. We do not use this data for advertising. You can disconnect Google at any time from Integrations, and you can revoke access in your Google Account permissions.

10.2 Google Workspace API Limited Use

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

We do not use, transfer, or sell Google user data — including raw, aggregated, or derived data — to create, train, or improve foundational or generalized machine learning or artificial intelligence models. Google Calendar data is used only to display upcoming events to the connected business administrator in our dashboard. We do not transfer Workspace or Photos user data to third-party AI/ML services. We do not use Google Photos APIs.

Speech-to-text on messaging channels may use a self-hosted Whisper model on our own infrastructure. That audio is processed locally and is never transmitted to the model provider. It does not include Google Workspace or Photos user data.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any material changes by:

Posting the updated policy on our website
Sending email notifications to registered users
Displaying prominent notices on our platform

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

Email: privacy@porsana.ai
Phone: +44 7727 267782
Address: Prince Charles Dr, Brent Cross, London NW4 3FP, United Kingdom
Data Protection Officer: dpo@porsana.ai

13. Legal Basis for Processing (EU Users)

For users in the European Union, we process your personal information based on the following legal grounds. More detail is on our GDPR page:

Contract: Processing necessary to provide our services
Legitimate Interest: Improving our services and preventing fraud
Consent: Marketing communications and optional features
Legal Obligation: Compliance with applicable laws

14. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected and how it's used
Right to delete personal information
Right to opt-out of the sale of personal information
Right to non-discrimination for exercising privacy rights

To exercise your California privacy rights, please contact us using the information provided above.