Privacy Policy
Last updated: October 24, 2025
Effective Date: October 24, 2025
1. INTRODUCTION
Retaintive.ai, Inc. ("Retaintive", "we", "us", or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website (www.retaintive.ai) and our cloud-based software platform (collectively, the "Services").
This Privacy Policy applies to information we collect:
- Through our website
- Through our software platform
- Via email, text, and other electronic communications
- Through mobile and desktop applications
By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.
2. DEFINITIONS
- "Personal Information"
- means information that identifies, relates to, describes, or could reasonably be linked with a particular individual or household.
- "Customer"
- means the business entity that has entered into a Service Agreement with Retaintive.
- "End User"
- means an individual whose information is included in Customer Data (e.g., fitness studio members).
- "Customer Data"
- means data provided by Customer to the Services, including End User information.
3. INFORMATION WE COLLECT
3.1. Information You Provide Directly
Account Information:
- Name, email address, phone number
- Business name and address
- Payment information (credit card details, billing address)
- Account credentials (username, password)
Customer Data You Upload:
- Member/customer information (names, contact details, membership status)
- Attendance and check-in records
- Call recordings and transcripts from RingCentral
- Business performance data
- Communications and interactions with members
Communications:
- Support requests and correspondence
- Feedback and survey responses
3.2. Information Collected Automatically
Usage Information:
- Pages visited, features used, time spent
- Click patterns and navigation paths
- Search queries within the Services
Device Information:
- IP address, browser type, operating system
- Device identifiers and mobile network information
- Screen resolution and device settings
Cookies and Tracking Technologies:
- Session cookies (essential for functionality)
- Analytics cookies (Google Analytics, Mixpanel)
- Performance cookies (to monitor uptime and errors)
3.3. Information from Third Parties
RingCentral Integration:
- Call recordings, call metadata, transcripts
- User information from RingCentral account
Payment Processors:
- Payment confirmation and transaction details (we do not store full credit card numbers)
4. HOW WE USE YOUR INFORMATION
4.1. To Provide and Improve Services
- Operate and maintain the platform
- Process transactions and send billing information
- Analyze Customer Data to generate AI recommendations
- Provide customer support
- Monitor and improve platform performance
- Develop new features and functionality
4.2. For Communication
- Send service-related announcements and updates
- Respond to inquiries and support requests
- Send marketing communications (with your consent)
- Request feedback and conduct surveys
4.3. For Analytics and Research
Analyze usage patterns and trends
Create aggregated, anonymized, and de-identified data for:
- Product improvement
- Industry benchmarking
- Research and analytics
- Marketing and business development
4.4. For Security and Compliance
- Detect and prevent fraud and security threats
- Enforce our terms and policies
- Comply with legal obligations
- Protect our rights and property
4.5. With Your Consent
- For any other purpose disclosed to you at the time of collection
- As otherwise permitted or required by law
6. CUSTOMER DATA AND END USER INFORMATION
6.1. Our Role as Data Processor
When processing Customer Data that includes End User personal information, Retaintive acts as a data processor (or service provider under CCPA), and Customer acts as the data controller (or business under CCPA).
6.2. Customer Responsibilities
Customer is responsible for:
- Obtaining all necessary consents from End Users
- Providing required privacy notices to End Users
- Ensuring lawful collection and use of End User data
- Complying with applicable privacy laws (GDPR, CCPA, etc.)
- Obtaining consent for call recordings as required by law
6.3. End User Rights
End Users should contact Customer directly to exercise their privacy rights (access, deletion, correction, etc.). Retaintive will assist Customer in responding to such requests as required by law.
6.4. Call Recording Consent
IMPORTANT: Customer must obtain all legally required consents before recording calls. Call recording laws vary by jurisdiction:
- One-Party Consent States: At least one party to the conversation must consent
- Two-Party Consent States: All parties must consent (e.g., California, Florida, Pennsylvania)
Customer is solely responsible for compliance with call recording laws. Retaintive is not responsible for Customer's failure to obtain proper consent.
7. DATA SECURITY
7.1. Security Measures
We implement industry-standard security measures to protect your information:
Technical Safeguards:
- Encryption in transit (TLS 1.2+)
- Encryption at rest (AES-256)
- Secure authentication and access controls
- Regular security assessments and penetration testing
- Intrusion detection and prevention systems
Organizational Safeguards:
- Employee confidentiality agreements
- Role-based access controls
- Security awareness training
- Incident response procedures
7.2. Data Breach Notification
In the event of a data breach affecting personal information, we will:
- Notify affected Customers without undue delay
- Cooperate with Customer in investigating the breach
- Take steps to remediate and prevent future breaches
- Comply with applicable breach notification laws
7.3. No Guarantee
While we implement reasonable security measures, no system is completely secure. We cannot guarantee absolute security of your information.
8. DATA RETENTION
8.1. Account Information
We retain your account information for as long as your account is active or as needed to provide Services.
8.2. Customer Data
We retain Customer Data for the duration of your subscription plus 30 days to allow for data export. After 30 days, we delete Customer Data in accordance with our data retention schedule.
8.3. Legal Obligations
We may retain information longer if required by law, regulation, legal process, or to protect our rights.
8.4. Aggregated Data
Aggregated, anonymized, and de-identified data may be retained indefinitely for analytics and research purposes.
9. YOUR PRIVACY RIGHTS
9.1. Rights for All Users
- Access and Portability: Request a copy of your personal information in a portable format.
- Correction: Request correction of inaccurate information.
- Deletion: Request deletion of your personal information (subject to legal exceptions).
- Opt-Out of Marketing: Unsubscribe from marketing emails via the link in each email or by contacting us.
9.2. California Residents (CCPA Rights)
If you are a California resident, you have additional rights:
- Right to Know: Request disclosure of categories and specific pieces of personal information collected
- Right to Delete: Request deletion of personal information (subject to exceptions)
- Right to Opt-Out of Sale: We do not sell personal information, so this right does not apply
- Right to Non-Discrimination: We will not discriminate against you for exercising your rights
9.3. European Residents (GDPR Rights)
If you are in the European Economic Area (EEA), UK, or Switzerland, you have additional rights:
- Right to object to processing
- Right to restrict processing
- Right to data portability
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
9.4. How to Exercise Your Rights
To exercise your privacy rights, contact us at:
- Email: contact@retaintive.ai
We will respond to verified requests within 30 days (45 days for CCPA requests).
10. INTERNATIONAL DATA TRANSFERS
10.1. Data Location
Our Services are operated in the United States. If you access our Services from outside the United States, your information will be transferred to, stored, and processed in the United States.
10.2. Adequacy and Safeguards
The United States may not provide the same level of data protection as your jurisdiction. We implement appropriate safeguards, including:
- Standard Contractual Clauses (SCCs) for GDPR compliance
- Contractual commitments with service providers
- Technical and organizational security measures
11. CHILDREN'S PRIVACY
Our Services are not directed to children under 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.
If you believe we have collected information from a child, contact us at contact@retaintive.ai
13. THIRD-PARTY LINKS
Our Services may contain links to third-party websites and services (e.g., RingCentral). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
14. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on our website
- Sending an email to your registered email address
- Displaying a prominent notice in the Services
The "Last Updated" date at the top indicates when the policy was last revised. Continued use of the Services after changes become effective constitutes acceptance of the updated policy.
15. CONTACT US
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Retaintive.ai, Inc.
Email: contact@retaintive.ai
16. ADDITIONAL DISCLOSURES FOR CALIFORNIA RESIDENTS
16.1. Categories of Personal Information Collected (Last 12 Months)
| Category | Examples | Business Purpose |
|---|---|---|
| Identifiers | Name, email, phone, IP address | Provide Services, support |
| Commercial Information | Purchase history, payment details | Process transactions |
| Internet Activity | Browsing history, usage data | Analytics, improvement |
| Audio/Visual | Call recordings | AI analysis, insights |
| Professional Information | Business name, role | Provide Services |
16.2. No Sale of Personal Information
We have not sold personal information in the preceding 12 months and do not sell personal information.
16.3. Retention Periods
We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, typically:
- Account information: Duration of account + 1 year
- Customer Data: Duration of subscription + 30 days
- Usage data: 2 years
- Marketing data: Until you opt out + 1 year
This Privacy Policy is effective as of the date stated above and applies to all information collected by Retaintive.ai.