PRIVACY POLICY
Introduction
Actaa ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services (collectively, the "Service").
By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.
We reserve the right to modify this Privacy Policy at any time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of the Service after such changes constitutes your acceptance of the updated Privacy Policy.
1. Information We Collect
We collect information that you provide directly to us, information we obtain automatically when you use the Service, and information from third-party sources.
1.1 Information You Provide to Us
Account Information: Name, email address, password, company name, job title, phone number, and profile information
User Content: Projects, tasks, documents, notes, messages, files, and other content you create, upload, or share through the Service
Payment Information: Credit card details, billing address, and payment history (processed securely through third-party payment processors)
Communication Data: Information you provide when you contact us for support, feedback, or inquiries
Organization Data: Team member information, organizational structure, and workspace settings
1.2 Information Collected Automatically
Usage Data: Features accessed, actions taken, time spent, frequency of use, and interaction patterns
Device Information: Device type, operating system, browser type, IP address, device identifiers, and mobile network information
Log Data: Server logs, error reports, access times, pages viewed, and referral URLs
Location Data: Approximate location based on IP address (we do not collect precise GPS location)
Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies (see our Cookie Policy)
1.3 Information from Third-Party Sources
Single Sign-On (SSO): Information from authentication providers like Google, Microsoft, or other SSO services
Integrations: Data from third-party services you connect to Actaa (e.g., cloud storage, communication tools)
AI Service Providers: Responses and data processing results from AI providers when you use AI features
Public Sources: Publicly available information that you have made available through public profiles or websites
2. How We Use Your Information
We use the information we collect for the following purposes:
Provide and Maintain the Service: To operate, maintain, and improve the Service, including processing your transactions and managing your account
Personalization: To customize your experience, provide personalized content, and deliver relevant features
Communication: To send you service updates, security alerts, support messages, and administrative communications
Customer Support: To respond to your requests, troubleshoot issues, and provide technical assistance
Analytics and Improvement: To analyze usage patterns, monitor performance, and improve the Service
Security: To detect, prevent, and address fraud, security breaches, and technical issues
Legal Compliance: To comply with legal obligations, enforce our Terms of Service, and protect our rights and property
Marketing: To send you promotional communications about new features, offers, and events (you can opt out at any time)
Research and Development: To conduct research, develop new features, and test new functionalities
3. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
3.1 With Your Consent
We may share your information when you give us explicit consent to do so, such as when you authorize third-party integrations.
3.2 With Other Users
Information you share within your organization's workspace (such as projects, tasks, and documents) is visible to other members of your workspace according to the permissions you set.
3.3 Service Providers
We share information with third-party service providers who perform services on our behalf, including:
Cloud hosting and infrastructure providers
Payment processors
Email and communication service providers
Analytics and monitoring services
Customer support platforms
AI and machine learning service providers
These service providers are contractually obligated to use your information only for the purposes we specify and to protect your information.
3.4 Business Transfers
If we are involved in a merger, acquisition, sale of assets, bankruptcy, or reorganization, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.
3.5 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities, such as:
To comply with legal obligations, court orders, or subpoenas
To protect the rights, property, or safety of Actaa, our users, or the public
To investigate or prevent fraud, security breaches, or illegal activities
To enforce our Terms of Service or other agreements
3.6 Aggregated and Anonymized Data
We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you for research, marketing, analytics, or other purposes.
4. Data Security
We implement appropriate technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:
Encryption of data in transit (TLS/SSL) and at rest (AES-256)
Regular security assessments and vulnerability testing
Access controls and authentication mechanisms
Employee security training and background checks
Secure backup and disaster recovery procedures
Network security monitoring and intrusion detection
Compliance with industry standards and best practices
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security. You are responsible for maintaining the security of your account credentials.
5. Data Retention
We retain your information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.
Account Data: Retained while your account is active and for a reasonable period after deletion (typically 30-90 days) to allow for account recovery
User Content: Retained according to your organization's settings and for backup purposes
Usage Data: Retained for analytics purposes, typically for 12-24 months
Legal and Compliance Data: Retained as required by applicable laws and regulations
When we delete information, we will take commercially reasonable measures to make it unrecoverable or irreversibly anonymized.
6. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
6.1 Access and Portability
You have the right to access your personal information and request a copy of the data we hold about you. You can export your data through your account settings or by contacting us.
6.2 Correction
You have the right to correct inaccurate or incomplete personal information. You can update most information through your account settings.
6.3 Deletion
You have the right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations, ongoing transactions). You can delete your account through your account settings.
6.4 Objection and Restriction
You have the right to object to or request restriction of certain processing activities, including marketing communications and certain automated decision-making.
6.5 Marketing Communications
You can opt out of marketing communications at any time by clicking the "unsubscribe" link in our emails or updating your notification preferences in your account settings.
6.6 Cookie Preferences
You can manage cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of the Service.
6.7 Exercising Your Rights
To exercise any of these rights, please contact us at privacy@actaa.com. We will respond to your request within the timeframe required by applicable law, typically within 30 days.
7. International Data Transfers
Actaa is based in [COUNTRY], and your information may be transferred to, stored, and processed in [COUNTRY] and other countries where our service providers operate. These countries may have data protection laws that differ from the laws of your country.
When we transfer personal information from the European Economic Area (EEA), United Kingdom, or Switzerland to other countries, we implement appropriate safeguards, such as:
Standard Contractual Clauses approved by the European Commission
Data Processing Agreements with service providers
Ensuring service providers are certified under recognized frameworks
By using the Service, you consent to the transfer of your information to countries outside your country of residence.
8. Children's Privacy
The Service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@actaa.com, and we will delete such information from our systems.
9. Third-Party Services and Links
The Service may contain links to third-party websites, applications, or services that are not owned or controlled by Actaa. This Privacy Policy does not apply to those third-party services. We are not responsible for the privacy practices of third parties.
When you use integrations or connect third-party services to Actaa, those services may collect information about you according to their own privacy policies. We encourage you to review the privacy policies of any third-party services you access through the Service.
10. AI Data Processing
When you use AI-powered features in Actaa, your data may be processed by third-party AI service providers (such as OpenAI). Here's what you should know:
Data Sent to AI Providers: When you use AI features, the content you input (prompts, questions, documents) is sent to AI providers for processing
AI Training: We work with AI providers who do not use your data to train their models. However, policies vary by provider
Bring Your Own Key (BYOK): If you use your own API key, data is sent directly to the AI provider under your agreement with them
AI Content Accuracy: AI-generated content may contain errors or inaccuracies. You are responsible for reviewing and verifying AI outputs
Opting Out: You can disable AI features at any time through your organization settings
We maintain a list of AI service providers in our Subprocessors document, which is available upon request.
11. California Privacy Rights (CCPA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):
Right to Know: You have the right to request information about the categories and specific pieces of personal information we collect, use, and disclose
Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions
Right to Opt-Out: You have the right to opt out of the sale of your personal information. We do not sell personal information
Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your CCPA rights
To exercise these rights, please contact us at privacy@actaa.com. We will verify your identity before processing your request.
12. GDPR Compliance (European Users)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR):
Legal Basis for Processing
We process your personal information based on the following legal grounds:
Contract Performance: To provide the Service under our Terms of Service
Legitimate Interests: To improve the Service, ensure security, and conduct analytics
Consent: For marketing communications and certain data processing activities
Legal Obligations: To comply with applicable laws and regulations
Your GDPR Rights
Right of access and data portability
Right to rectification
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to object to processing
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
To exercise your GDPR rights, please contact our Data Protection Officer at dpo@actaa.com.
13. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to collect information about your use of the Service. For detailed information about our use of cookies, including the types of cookies we use and how to manage your preferences, please see our Cookie Policy.
14. 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. When we make material changes, we will:
Post the updated Privacy Policy on this page
Update the "Last Updated" date at the top of this Privacy Policy
Notify you via email or through a prominent notice on the Service
We encourage you to review this Privacy Policy periodically. Your continued use of the Service after we make changes constitutes your acceptance of the updated Privacy Policy.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Privacy Team
Email: privacy@actaa.com
Data Protection Officer: dpo@actaa.com
Mailing Address:
Actaa
[Street Address]
[City, State ZIP]
[Country]
© 2026 Actaa. All rights reserved.
