Privacy Policy

Effective Date: February 2, 2026
Last Updated: February 2, 2026

1. Introduction

AIvance Works ("we," "us," "our," or "Company") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our services.

This policy applies to all visitors, users, and clients of AIvance Works services and website.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information You Provide

We collect information that you voluntarily provide to us when you:

Contact us through forms on our website
Request a consultation or proposal
Engage our services under a contract
Subscribe to our newsletter or communications
Communicate with us via email or phone

This information may include:

Contact Information: Name, email address, phone number, company name, job title
Professional Information: Industry, company size, project requirements
Communication Records: Content of your inquiries, messages, and correspondence
Billing Information: Company billing address, purchase order information (note: we do not process or store credit card information directly)

2.2 Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing activity:

Device Information: IP address, browser type and version, operating system, device type
Usage Data: Pages visited, time spent on pages, links clicked, referring website
Technical Data: Timestamps, error logs, access times

This information is collected through:

Cookies: Small data files stored on your device
Web Beacons: Electronic images that track page views and email opens
Analytics Tools: Google Analytics and similar services

2.3 Information from Third Parties

We may receive information about you from:

Business partners who refer clients to us
Professional networks (e.g., LinkedIn) when you interact with our content
Publicly available sources for business development purposes

2.4 Information We Do NOT Collect

We do not:

Allow file uploads through our website
Process credit card or payment information directly (handled by separate invoicing)
Collect sensitive personal information (health data, biometric data, etc.) unless required for specific contracted projects

3. How We Use Your Information

We use your information for the following purposes:

3.1 Service Delivery

Provide consulting services as outlined in our contracts
Respond to inquiries and consultation requests
Communicate about projects, including updates, deliverables, and support
Manage client relationships and project delivery

3.2 Business Operations

Process invoices and manage billing
Maintain client records in our CRM system (Zoho)
Improve our services based on feedback and usage patterns
Conduct internal research and analytics
Ensure security and prevent fraud

3.3 Marketing & Communications

Send newsletters and service updates (with your consent)
Share relevant content about technology trends and our capabilities
Provide information about new services or offerings
Send surveys to gather feedback (optional participation)

You can opt out of marketing communications at any time using the unsubscribe link in our emails.

3.4 Legal Compliance

Comply with legal obligations under applicable laws
Enforce our Terms of Service and other agreements
Protect our rights and those of our clients
Respond to legal requests from authorities

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process your personal data based on:

Consent: You have given clear consent for us to process your data for specific purposes (e.g., newsletter subscription)
Contract Performance: Processing is necessary to fulfill our contractual obligations to you
Legitimate Interests: We have a legitimate business interest (e.g., improving services, fraud prevention) that doesn't override your rights
Legal Obligation: We must process your data to comply with applicable laws

5. How We Share Your Information

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

5.1 Service Providers

We share information with trusted third-party service providers who assist us in operating our business:

Email Services: Resend, SendGrid (for transactional and marketing emails)
CRM Platform: Zoho (for customer relationship management)
Hosting & Infrastructure: Microsoft Azure, Vercel (for website and application hosting)
Analytics: Google Analytics (for website traffic analysis)

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

5.3 Legal Requirements

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

Court orders or legal process
Government investigations or requests
Protection of rights: To protect our rights, property, or safety, or that of our clients or the public
Fraud prevention and security purposes

5.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

6. International Data Transfers

AIvance Works is based in the United States. Your information may be transferred to, stored, and processed in:

United States (our primary operations)
India (team members and operations)
Other countries where our service providers operate

When we transfer data internationally, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs) approved by the European Commission
Data Processing Agreements with service providers
Adherence to applicable data protection frameworks

For users in the EEA, UK, or Switzerland, we ensure your data receives an adequate level of protection as required by GDPR.

7. Data Security

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

7.1 Security Measures

Encryption: Data in transit is encrypted using TLS/SSL protocols
Access Controls: Limited access to personal data on a need-to-know basis
Authentication: Strong password policies and multi-factor authentication where applicable
Secure Infrastructure: Azure and Vercel provide enterprise-grade security
Regular Security Audits: Periodic reviews of our security practices
Employee Training: Staff trained on data protection and privacy practices

7.2 Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

Client Data: Retained for the duration of our engagement plus 7 years for legal and accounting purposes
Contact Form Inquiries: Retained for 2 years unless you request deletion
Marketing Data: Retained until you unsubscribe or request deletion
Analytics Data: Anonymized after 26 months (Google Analytics default)

7.3 Limitations

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

Essential Cookies: Required for website functionality (session management, security)
Analytics Cookies: Google Analytics to understand how visitors use our site
Preference Cookies: Remember your choices (language, region)
Marketing Cookies: Track effectiveness of our marketing campaigns

8.2 Cookie Management

You can control cookies through your browser settings:

Block all cookies: May impair website functionality
Delete cookies: Remove existing cookies from your device
Third-party cookies: Block cookies from Google Analytics and other services

Most browsers allow you to manage cookie preferences. Visit your browser's help section for instructions.

8.3 Google Analytics

We use Google Analytics to analyze website traffic. Google Analytics uses cookies to collect information about your use of our site. This information is used to compile reports and help us improve our website.

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

9. Your Privacy Rights

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

9.1 General Rights

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information (subject to legal retention requirements)
Objection: Object to processing of your information for certain purposes
Restriction: Request restriction of processing in certain circumstances
Data Portability: Receive your data in a structured, machine-readable format
Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

9.2 EEA/UK Users (GDPR)

If you are in the European Economic Area or United Kingdom, you have additional rights:

Right to lodge a complaint with your local data protection authority
Right to object to processing based on legitimate interests
Right not to be subject to automated decision-making (we do not engage in automated decision-making)

9.3 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights:

Right to Know: What personal information we collect, use, disclose, and sell (we do not sell personal information)
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt-out of the sale of personal information (not applicable as we don't sell data)
Right to Non-Discrimination: We will not discriminate against you for exercising your rights

9.4 India Residents (DPDP Act)

If you are in India, you have rights under the Digital Personal Data Protection Act:

Right to access your personal data
Right to correction and erasure
Right to data portability
Right to grievance redressal

9.5 How to Exercise Your Rights

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

Email: [email protected]
Subject Line: "Privacy Rights Request"

Please include:

Your full name
Email address associated with our services
Specific right you wish to exercise
Any relevant details to help us locate your information

We will respond to your request within 30 days (or as required by applicable law).

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

11. Third-Party Links

Our website may contain links to third-party websites, plugins, or applications. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

12. Do Not Track Signals

Some browsers support "Do Not Track" (DNT) signals. Our website does not currently respond to DNT signals, as there is no universally accepted standard for how to respond to such signals.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification (for significant changes)
Providing notice through our website or services

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

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

AIvance Works

Email: [email protected]
Website: [www.aivanceworks.com]
Mailing Address: [Your Business Address]

Data Protection Officer (if applicable): [Name and contact information]

For EEA/UK users, you have the right to lodge a complaint with your local supervisory authority if you believe we have not addressed your concerns adequately.

15. Jurisdiction-Specific Information

15.1 United States

We comply with applicable U.S. federal and state privacy laws, including CCPA (California), VCDPA (Virginia), CPA (Colorado), and other state privacy laws.

15.2 European Economic Area (EEA) and United Kingdom

We comply with the General Data Protection Regulation (GDPR) and UK GDPR. Our lawful basis for processing and your rights are detailed in Sections 4 and 9.

EU Representative: [If operating in EU, appoint an EU representative or state "Not applicable - not required under GDPR"]

15.3 India

We comply with the Digital Personal Data Protection Act, 2023. You have the right to access, correct, and erase your personal data, as well as the right to grievance redressal.

Grievance Officer: [Name and contact details]
Response Time: We will respond to grievances within [timeframe per DPDP Act requirements]

16. Business Clients and Project Data

When we provide consulting services to business clients:

16.1 Client Data

We process client data strictly according to our service agreements
We implement appropriate security measures to protect client data
We maintain confidentiality as outlined in our contracts and NDAs
Client data is not used for any purpose other than service delivery unless explicitly agreed

16.2 Data Processing Agreements

For clients subject to GDPR or other data protection laws, we execute Data Processing Agreements (DPAs) that specify:

The nature and purpose of processing
Types of personal data processed
Security measures and sub-processors
Client rights and our obligations

17. Data Breach Notification

In the event of a data breach that affects your personal information:

We will investigate and assess the breach promptly
We will notify affected individuals within 72 hours (as required by GDPR) or as required by applicable law
We will notify relevant supervisory authorities if required
We will provide information about the breach, its impact, and steps we are taking

Consent

By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

If you do not agree with this policy, please do not use our website or services.

AIvance Works
Enterprise Software Engineering & AI Innovation Consultancy

Last Updated: February 2, 2026