Privacy Policy

The data controller responsible for processing your personal data is:

Resolvia.ai, LLC

1712 Pioneer Avenue, Suite 3

Cheyenne, WY 82001, United States

Email: info@resolvia.ai

Resolvia.ai is an AI-powered email automation platform that helps businesses automate their customer support through intelligent email processing. This privacy policy explains how we collect, use, and protect your personal information when you use our services.

We are committed to protecting your privacy and ensuring the security of your personal data in accordance with applicable data protection laws, including GDPR and CCPA.

3.1 Account Information

• Name and email address (via Clerk authentication)
• Profile information (display name, job title, phone number)
• Organization details and role within organization
• Billing and payment information (processed by Stripe)

3.2 Email Data

• Gmail messages and metadata (subject, sender, recipient, timestamps)
• Email content (body text and HTML) for AI processing
• Email attachments and file uploads
• Gmail labels and thread information
• Email processing status and AI-generated responses

3.3 Integration Data

• OAuth tokens for Gmail access (encrypted)
• Shopify store credentials and order data (encrypted)
• OpenAI API keys and assistant configurations
• Third-party integration settings and credentials

3.4 Usage and Analytics Data

• Platform usage statistics and performance metrics
• Email processing logs and automation activity
• Feature usage and user interactions
• Error logs and system diagnostics

3.5 Technical Data

• IP addresses and browser information
• Device identifiers and operating system details
• Cookies and similar tracking technologies
• Session data and authentication tokens

4.1 Service Provision

• Processing and analyzing emails using AI technology
• Generating automated responses to customer inquiries
• Managing email workflows and automation rules
• Providing customer support and technical assistance
• Maintaining and improving platform functionality

4.2 Business Operations

• Processing payments and managing subscriptions
• Monitoring usage limits and billing calculations
• Preventing fraud and ensuring platform security
• Complying with legal obligations and regulations
• Analyzing usage patterns to improve our services

4.3 Communication

• Sending service-related notifications and updates
• Providing customer support and responding to inquiries
• Sharing important security or policy updates
• Marketing communications (with your consent)

We process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our services under our Terms of Service
• Legitimate Interest: Improving our services, security monitoring, and business analytics
• Consent: Marketing communications and optional features (withdrawable at any time)
• Legal Obligation: Compliance with applicable laws and regulations

6.1 Service Providers

We share data with trusted third-party service providers who help us operate our platform:

• Clerk: User authentication and identity management
• OpenAI: AI processing for email analysis and response generation
• Google (Gmail API): Email access and management
• Stripe: Payment processing and subscription management
• Cloudflare R2: Secure file storage and content delivery
• Render: Database hosting and infrastructure services

6.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new entity, subject to the same privacy protections.

6.3 Legal Requirements

We may disclose your information if required by law, court order, or to protect our rights, property, or safety, or that of our users or the public.

We implement comprehensive security measures to protect your personal data:

• Encryption: All sensitive data is encrypted using AES-256-CBC with user-specific keys
• Access Controls: Role-based permissions and multi-factor authentication
• Secure Infrastructure: SOC 2 compliant hosting with regular security audits
• Data Isolation: Multi-tenant architecture with organization-level data segregation
• Regular Backups: Automated backups with encryption at rest and in transit
• Monitoring: 24/7 security monitoring and incident response procedures

We retain your personal data only as long as necessary:

• Account Data: Retained while your account is active and for 30 days after deletion
• Email Data: Processed emails are retained for the duration of your subscription
• Usage Logs: Aggregated analytics data retained for up to 2 years
• Payment Data: Billing records retained for 7 years for tax and legal compliance
• Support Data: Customer support interactions retained for 3 years

Under applicable data protection laws, you have the following rights:

• Access: Request a copy of your personal data we hold
• Rectification: Correct inaccurate or incomplete personal data
• Erasure: Request deletion of your personal data (subject to legal obligations)
• Restriction: Limit how we process your personal data
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for processing (where applicable)

To exercise these rights, contact us at info@resolvia.ai. We will respond within 30 days.

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication and core platform functionality
• Analytics Cookies: Help us understand how users interact with our platform
• Preference Cookies: Remember your settings and preferences

You can control cookie settings through your browser, but disabling essential cookies may affect platform functionality.

Your data may be processed in countries outside your jurisdiction. We ensure adequate protection through:

• Standard Contractual Clauses (SCCs) with service providers
• Adequacy decisions by relevant data protection authorities
• Certification schemes and codes of conduct

Our AI systems process email content to generate automated responses. Important details:

• AI processing is used solely to provide our email automation services
• Your data is not used to train AI models or improve third-party AI systems
• You can opt out of automated processing and request manual review
• AI decisions can be reviewed and overridden by human operators

Our services are not intended for children under 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.

We may update this privacy policy periodically. We will notify you of significant changes via email or through our platform. Continued use of our services after changes constitutes acceptance of the updated policy.

For questions about this privacy policy or our data practices, contact us:

• Email: info@resolvia.ai
• Address: Resolvia.ai, LLC, 1712 Pioneer Avenue, Suite 3, Cheyenne, WY 82001, United States