Privacy Policy

1. Introduction

ActBase ("Company," "we," "us," or "our") operates ActBase ("the Service"). This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your personal information when you access or use the Service. By using the Service, you acknowledge that you have read and understood this Privacy Policy and consent to the practices described herein. If you do not agree with this Privacy Policy, you must not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, profile details, and authentication credentials when you create or update an account
• User Content: Data, messages, files, prompts, workflows, table data, and other content you submit through or store within the Service
• Payment Information: Billing details and transaction information processed through our third-party payment processor. We do not directly store full payment card numbers, CVVs, or PINs
• Communications: Information you provide when contacting us for support, feedback, or inquiries, including the content of your messages
• Preferences: Settings, configurations, and preferences you set within the Service

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken, frequency of use, time spent on the Service, interaction patterns, and other usage metrics
• Device Information: Browser type and version, operating system, device type, device identifiers, screen resolution, and language preferences
• Log Data: IP address, access times, referring and exit URLs, clickstream data, and error or crash logs
• Cookies & Similar Technologies: We use cookies, web beacons, pixels, and similar tracking technologies for authentication, session management, preferences, and analytics (see Section 11)

2.3 Information from Third Parties

We may receive information from third-party services you connect to the Service (such as email providers, CRM platforms, data enrichment services, and AI model providers) in accordance with your authorization and their respective privacy policies. We may also receive information from analytics providers and advertising partners.

3. Legal Basis for Processing

We process your personal information on the following legal bases, as applicable:

• Contractual Necessity: To perform our contract with you and provide the Service
• Consent: Where you have given explicit consent to processing for specific purposes
• Legitimate Interests: To operate, improve, and secure the Service, provided these interests are not overridden by your data protection rights
• Legal Obligations: To comply with applicable laws, regulations, or legal processes

4. How We Use Your Information

We use collected information to:

• Provide, operate, maintain, and improve the Service
• Process transactions, manage your account, and administer billing
• Process your inputs through AI models to generate outputs, responses, workflows, and analysis
• Personalize your experience and deliver relevant features
• Communicate with you about updates, security alerts, technical notices, and support
• Monitor and analyze usage trends to improve the Service and develop new features
• Detect, investigate, and prevent fraud, abuse, security incidents, and technical issues
• Comply with legal obligations and respond to lawful requests
• Enforce our Terms of Service and protect the rights, property, and safety of our Company, our users, and the public

5. AI Processing & Data

The Service uses third-party artificial intelligence and machine learning models to process your inputs and generate outputs. Your prompts, data, and other inputs may be transmitted to third-party AI model providers (such as OpenAI) for processing as part of delivering the Service.

We do not use your User Content to train our own or third-party AI models. However, third-party AI providers operate under their own terms and privacy policies, which may differ from ours. We encourage you to review the privacy policies of these providers.

AI-generated outputs may be inaccurate, incomplete, or misleading. We are not responsible for, and disclaim all liability arising from, any decisions, actions, or consequences based on AI-generated content or outputs.

6. Data Sharing & Disclosure

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

• Service Providers: With trusted third-party vendors and service providers who assist in operating the Service, subject to contractual obligations of confidentiality and data protection
• Legal Requirements: When required by applicable law, regulation, subpoena, court order, or governmental or regulatory request
• Protection of Rights: To protect and defend the rights, property, or safety of ActBase, our users, or the public
• Business Transfers: In connection with a merger, acquisition, reorganization, asset sale, financing, or bankruptcy proceeding
• With Your Consent: When you have explicitly authorized us to share your information with specified third parties
• Aggregated or De-Identified Data: We may share aggregated or de-identified information that cannot reasonably be used to identify you

7. Data Security

We implement commercially reasonable technical, administrative, and organizational security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls, and regular security assessments. However, no method of electronic transmission or storage is completely secure. We cannot and do not guarantee absolute security of your information. In the event of a data breach affecting your personal information, we will notify you and relevant authorities in accordance with applicable law.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service, and thereafter for as long as necessary to fulfill the purposes outlined in this Privacy Policy. We may retain certain information after account termination or deletion as required or permitted by applicable law, or for legitimate business purposes including fraud prevention, dispute resolution, enforcement of our agreements, accounting, and regulatory compliance. You may request deletion of your personal data as described in Section 9.

9. Your Rights & Choices

Depending on your jurisdiction and applicable law (including PIPEDA, GDPR, CCPA/CPRA, and other data protection legislation), you may have the following rights:

• Access: Request access to the personal information we hold about you
• Correction: Request correction or update of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information, subject to certain legal exceptions
• Restriction: Request restriction of certain processing activities
• Portability: Request a copy of your personal data in a structured, commonly used, machine-readable format
• Objection: Object to processing of your personal information for certain purposes
• Withdrawal of Consent: Withdraw consent at any time where processing is based on consent
• Non-Discrimination: Exercise your privacy rights without receiving discriminatory treatment

To exercise any of these rights, please contact us at support@actbase.ai. We will verify your identity and respond within the timeframe required by applicable law.

10. International Data Transfers

Your personal information may be transferred to, stored in, and processed in countries other than your country of residence, including Canada, the United States, and other jurisdictions where our service providers operate. These countries may have data protection laws that differ from those in your jurisdiction. By using the Service, you consent to the transfer of your information to such countries.

11. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to operate and improve the Service. These include:

• Essential Cookies: Required for authentication, session management, security, and core Service functionality
• Analytics Cookies: Help us understand usage patterns, measure performance, and improve the Service
• Preference Cookies: Remember your settings and preferences to enhance your experience

You can manage cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of the Service.

12. Children's Privacy

The Service is not directed to and is not intended for individuals under the age of 18. We do not knowingly collect, solicit, or maintain personal information from anyone under 18 years of age. If we become aware that we have inadvertently collected personal information from a child under 18, we will take reasonable steps to promptly delete such information. If you believe that a child under 18 has provided us with personal information, please contact us immediately at support@actbase.ai.

13. Third-Party Links & Services

The Service may contain links to, or integrations with, third-party websites, services, or platforms. We are not responsible for the privacy practices, content, or security of those third parties. This Privacy Policy applies solely to information collected through our Service.

14. Canadian Privacy Law Compliance

We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA), as applicable. If you have a complaint about our privacy practices, you may contact us directly. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia, as applicable.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. Material changes will be posted on this page with an updated "Last updated" date. Your continued use of the Service after the posting of changes constitutes your acceptance of the revised Privacy Policy.

16. Contact Us

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