Cloviana Privacy Policy

Effective Date: April 18, 2025

Cloviana, Inc. ("Cloviana," "we," "us," or "our") operates https://www.cloviana.com and related services (collectively, the "Services"). This Privacy Policy explains how we collect, use, share, and protect personal data when you use our Services.

By accessing or using the Services, you consent to the collection and use of your information as outlined in this policy.

1. Definitions

Personal Data: any information relating to an identified or identifiable natural person.
User Content: text, images, video, audio, and other files you upload to the Services.
Third-Party Services: analytics, hosting, payment, and other services we integrate (e.g., AWS, Stripe, Google Analytics).

2. Information We Collect

2.1 Information You Provide

Account Registration: name, email, password (hashed), organization (optional).
User Content: videos, audio files, transcripts, summaries, feedback, and any metadata you attach.
Support & Communication: correspondence, survey responses, and other communications you send us.

2.2 Information from Third Parties

Authentication Providers: if you sign in with Google, Microsoft, etc., we receive your name, email, and profile picture (if consented).
Payment Processors: transaction details (amount, date) but not full payment credentials.

2.3 Automatically Collected Information

Usage Data: pages viewed, API calls, upload/download timestamps, feature usage, error logs.
Device & Browser Data: IP address, device type, operating system, browser type, language, time zone.
Cookies & Tracking Technologies: session cookies, persistent cookies, web beacons to personalize and secure your experience.

3. How We Use Your Information

Provide & Maintain Services: authenticate, process uploads, generate transcripts and summaries.
Improve & Personalize: analyze usage patterns, test new features, and tailor content and notifications.
Communication: send account notices, updates, security alerts, and marketing (with opt‑out).
Billing & Fraud Prevention: process payments, monitor suspicious activity, enforce our Terms of Service.
Legal Compliance: comply with applicable laws, protect rights, and respond to lawful requests.

4. Data Sharing and Disclosure

We do not sell your Personal Data. We share information only as described below:

Service Providers: third parties who perform services on our behalf (hosting, analytics, email, payments).
Legal Requirements: when required by law or to protect rights and safety.
Business Transfers: in connection with a merger, acquisition, asset sale, or financing, with notice to users.
Aggregated or De-Identified Data: that cannot reasonably be used to identify you.

5. Cookies & Tracking

We use cookies and similar technologies to:

Enable Core Functionality: session management, load balancing.
Analytics & Performance: measure usage, improve performance (via Google Analytics, Mixpanel).
Marketing & Personalization: deliver targeted content and ads (with opt‑out via cookie settings).

You can control cookies through your browser settings, but blocking certain cookies may affect functionality.

6. Data Retention

User Content: retained as long as you maintain an active account or as needed to provide the Services. You may request deletion of your content at any time via your account dashboard or by contacting support@cloviana.com.
Account & Transaction Data: retained for seven years for accounting, legal, and tax purposes, after which it is securely deleted.
Usage & Log Data: retained for up to two years, then aggregated for analytics.

All deletion requests will be processed within 30 days of receipt, and deleted data will be purged from our active systems and backups within 90 days.

7. Security

We implement industry‑standard measures to protect your data, including:

Encryption: TLS 1.2+ in transit, AES‑256 at rest.
Access Controls: least-privilege principle, multi-factor authentication for employees.
Monitoring & Audits: vulnerability scans, penetration tests, log monitoring.

However, no system is fully secure; we cannot guarantee absolute protection.

8. Your Rights and Choices

Depending on your jurisdiction, you may have rights to:

Access & Portability: request a copy of your Personal Data.
Correction & Deletion: update or delete your data via your dashboard or support request.
Restrict or Object: limit processing or object to certain uses (e.g., marketing).
Withdraw Consent: opt‑out of marketing emails via unsubscribe links.

To exercise these rights, contact us at support@cloviana.com. We may require verification before acting.

9. Children’s Privacy

Our Services are not directed to children under 16. We do not knowingly collect Personal Data from minors. If you believe we have inadvertently collected such data, contact us to request deletion.

10. International Transfers

Cloviana is based in the United States. Your data may be transferred to, and processed in, the U.S. or other countries with different data protection laws. We rely on standard contractual clauses and other safeguards to protect your data when transferred internationally.

11. Third‑Party Links and Integrations

The Services may contain links or integrations to third‑party sites (e.g., Zoom, HubSpot). We are not responsible for their privacy practices; please consult their policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy with a new Effective Date. Significant changes will be communicated via email or in‑app notification. Continued use after changes constitutes acceptance.

13. Contact Us

Cloviana, Inc.
Email: support@cloviana.com
Address: 123 Startup Lane, Suite 100, Your City, Your State ZIP

Thank you for trusting Cloviana with your data.