Privacy Policy

Information We Collect

Information You Provide Directly

When you interact with us, you may provide:

• Contact information (name, email address, phone number, company name)
• Business information (firm size, practice areas, CRM system, communication volumes)
• Account credentials for services you authorize us to access on your behalf
• Communications you send to us through our contact form or during service delivery
• Payment information (processed securely through third-party payment processors)

Information Collected Through Our Services

When you use our AI automation Services, we process data necessary to provide those Services:

• Call recordings, transcripts, and summaries (for Voice AI services)
• Email content and metadata (for email automation services)
• SMS/text message content (for SMS automation services)
• Document content (for document processing services)
• CRM data that you authorize us to access

This data belongs to you. We process it solely to provide the Services you have contracted for.

Information Collected Automatically

When you visit our website, we automatically collect:

• Device information (browser type, operating system, device type)
• Log data (IP address, pages visited, time spent, referring URL)
• Cookies and similar tracking technologies (see "Cookies" section below)

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services
• Process transactions and send related information
• Respond to your inquiries and provide customer support
• Send administrative information (service updates, security alerts, policy changes)
• Analyze usage patterns to improve our website and Services
• Comply with legal obligations
• Protect against fraudulent, unauthorized, or illegal activity

We do NOT use your information to:

• Sell to third parties
• Share with third parties for their marketing purposes
• Train AI models on your confidential business data without explicit consent
• Target you with advertising from other companies

How We Share Your Information

We share your information only in the following limited circumstances:

Service Providers

We work with third-party companies that help us operate our business and deliver Services. These include:

• AI/LLM providers (Anthropic, OpenAI, and similar providers for AI processing and natural language capabilities)
• Cloud hosting providers (for secure data storage and processing)
• Payment processors (for handling transactions)
• Analytics providers (for website usage analysis)
• Communication platforms (for email delivery and SMS services)
• CRM and integration platforms (for connecting to your business systems)

Important note regarding AI/LLM providers: When our Services process your data using AI, that data may be transmitted to third-party AI providers such as Anthropic or OpenAI. These providers:

• Process data solely to generate responses for your use
• Are contractually prohibited from using your data to train their models (where such options are available, we enable them)
• Are subject to their own privacy policies and security measures
• Receive data only via encrypted connections

We select AI providers based on their security practices, privacy commitments, and data handling policies. We do not use AI providers that retain customer data for training purposes without explicit consent.

These service providers are contractually obligated to protect your information and may only use it to provide services to us.

Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to:

• Comply with applicable laws or regulations
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our users or others
• Detect, prevent, or address fraud, security, or technical issues

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 notify you of any such change and any choices you may have regarding your information.

With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

Your Data Rights

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

• Access: You can request a copy of the personal information we hold about you.
• Correction: You can request that we correct inaccurate or incomplete information.
• Deletion: You can request that we delete your personal information, subject to certain exceptions.
• Portability: You can request a copy of your data in a structured, machine-readable format.
• Opt-Out: You can opt out of certain data processing activities, including marketing communications.
• Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise any of these rights, please submit a request through our contact form. We will respond to your request within the timeframe required by applicable law (typically 30 to 45 days).

California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You can request information about the categories and specific pieces of personal information we have collected, the sources of that information, our business purposes for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You can request deletion of your personal information, with certain exceptions.
• Right to Correct: You can request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising.
• Right to Limit Use of Sensitive Personal Information: You can limit our use of sensitive personal information to what is necessary to provide the Services.
• Right to Non-Discrimination: We will not deny you services, charge different prices, or provide a different quality of service because you exercised your privacy rights.

To submit a request, use our contact form. You may also designate an authorized agent to make requests on your behalf.

Categories of Personal Information Collected (past 12 months):

Other State Privacy Rights

Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and Other States

Residents of states with comprehensive privacy laws have similar rights to access, correct, delete, and opt out of certain processing. To exercise these rights, please submit a request through our contact form.

We do not engage in "targeted advertising" as defined by these laws. We do not sell personal data.

Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy. Specific retention periods include:

• Account information: Retained while your account is active and for 3 years after termination
• Service data (call recordings, emails, etc.): Retained according to your service agreement, typically 90 days to 1 year unless you request longer retention
• Website analytics: Retained for 26 months
• Payment records: Retained for 7 years for tax and legal compliance

You may request deletion of your data at any time, subject to our legal retention obligations.

Data Security

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

Encryption

• All data in transit is encrypted using TLS 1.2 or higher (SSL/HTTPS)
• All data at rest is encrypted using AES-256 or equivalent encryption standards
• API communications use encrypted connections exclusively
• We never transmit sensitive data over unencrypted channels

Access Controls

• Two-factor authentication (2FA) is required for all administrative access to our systems
• Role-based access controls limit who can view your data
• Access is granted on a need-to-know basis
• All access is logged and auditable

Operational Security

• Regular security assessments and penetration testing
• Continuous monitoring for unauthorized access attempts
• Secure development practices (code review, vulnerability scanning)
• Employee security training and background checks
• Incident response procedures with defined escalation paths

Data Handling

• Sensitive data is never shared via unencrypted email, chat, or file transfer
• Credentials and API keys are stored in encrypted vaults
• Production data is segregated from development environments
• Backups are encrypted and stored securely

Vendor Security

• Third-party providers are evaluated for security practices before engagement
• Providers handling sensitive data must meet our security requirements
• AI/LLM providers are selected based on their data protection commitments

While we implement industry-standard security measures to protect your information, no method of transmission or storage is 100% secure. If you have reason to believe your interaction with us is no longer secure, please contact us immediately through our contact form.

Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience on our website.

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website. We use this information to improve our site. You can opt out of analytics cookies through your browser settings.
• Functional Cookies: Remember your preferences and settings.

We do not use advertising or tracking cookies from third-party ad networks.

Managing Cookies: Most web browsers allow you to control cookies through their settings. Note that disabling certain cookies may affect the functionality of our website.

Third-Party Links

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

Children's Privacy

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information.

International Data Transfers

Our Services are operated in the United States. If you are located outside the United States, please be aware that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify you by email (if you have an account with us)
• Post a notice on our website

Your continued use of our Services after any changes indicates your acceptance of the updated Privacy Policy.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us through our contact form.

We do not publish an email address for privacy inquiries to protect against spam and ensure proper handling of your request. All inquiries submitted through our contact form are reviewed and responded to within 5 business days.

Mailing Address:

Navicore Services, Inc.
d/b/a Power Admin Solutions / Power Admin AI
5201 W Kennedy Blvd, Suite 925
Tampa, FL 33609