Privacy Policy

1. Introduction

High Performance Ventures LLC ("Company," "we," "us," or "our") operates Executive Office AI, an artificial intelligence-powered executive assistant and business productivity platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy applies to all users of our Service, including website visitors, registered users, and organization administrators.

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide when using our Service:

• Account Information: Name, email address, password, job title, and organization details when you create an account.
• Profile Information: Professional information, preferences, and settings you configure in your account.
• Communication Data: Messages, queries, and instructions you provide to our AI agents, including chat transcripts and conversation history.
• Content and Files: Documents, data, and other content you upload to the knowledge base or provide for AI processing.
• Payment Information: Billing details, payment card information (processed securely through our payment processors), and transaction history.
• Support Communications: Information you provide when contacting customer support, including feedback and survey responses.

2.2 Information Collected Automatically

When you access our Service, we automatically collect certain information:

• Device Information: Device type, operating system, browser type and version, unique device identifiers, and mobile network information.
• Usage Data: Features used, actions taken, time spent on pages, click patterns, and interaction with AI agents.
• Log Data: IP addresses, access times, pages viewed, referring URLs, and error logs.
• Location Data: General geographic location based on IP address (we do not collect precise geolocation without consent).
• Performance Data: Response times, error rates, and system performance metrics.

2.3 Information from Third Parties

We may receive information from third-party sources:

• Integration Partners: Data from services you connect to Executive Office AI (Google Workspace, Notion, Slack, HubSpot, etc.).
• Authentication Providers: Basic profile information when you use third-party login (Google, Microsoft).
• Business Partners: Information from partners for joint service offerings or referrals.
• Public Sources: Publicly available business information for service enhancement.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Provide, operate, and maintain the Executive Office AI platform
• Process and respond to your queries through AI agents
• Manage your account and provide customer support
• Process transactions and send related information
• Enable integrations with third-party services you authorize

3.2 Service Improvement

• Analyze usage patterns to improve features and user experience
• Develop new products, services, and functionality
• Train and improve our AI models (with appropriate safeguards)
• Conduct research and analytics
• Debug and fix technical issues

3.3 Communication

• Send service-related notices, updates, and security alerts
• Respond to your inquiries and support requests
• Send promotional communications (with your consent)
• Notify you about changes to our Service or policies

3.4 Security and Compliance

• Detect, prevent, and address fraud, abuse, and security issues
• Enforce our Terms of Service and other policies
• Comply with legal obligations and regulatory requirements
• Protect the rights, property, and safety of our users and others

4. Information Sharing and Disclosure

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

4.1 With Your Consent

We share information when you explicitly consent to such sharing, including when you connect third-party integrations or share content with other users.

4.2 Within Your Organization

If you use the Service as part of an organization, certain information may be visible to other members of your organization based on role permissions and access controls configured by your administrator.

4.3 Service Providers

We engage trusted third-party service providers to perform functions on our behalf:

• Cloud infrastructure and hosting (e.g., Amazon Web Services, Google Cloud)
• AI and machine learning services (e.g., OpenAI, Anthropic)
• Payment processing
• Analytics and monitoring
• Email and communication services
• Customer support tools

These providers are contractually obligated to protect your information and use it only for the specific services they provide to us.

4.4 Legal Requirements

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

• Valid legal process (subpoenas, court orders, government requests)
• Enforcement of our agreements and policies
• Protection of our rights, privacy, safety, or property
• Emergency situations involving potential threats to safety

4.5 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and your choices regarding your information.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

5.1 Retention Periods

• Account Data: Retained while your account is active and for a reasonable period afterward for legal and business purposes.
• Conversation History: Retained according to your organization's settings and our data retention policies.
• Knowledge Base Content: Retained until you delete it or close your account.
• Usage Logs: Typically retained for 12-24 months for analytics and security purposes.
• Payment Records: Retained as required by tax and financial regulations.

5.2 Account Deletion

When you delete your account, we will delete or anonymize your personal information within 90 days, except where retention is required for legal compliance, dispute resolution, or fraud prevention.

6. Data Security

We implement comprehensive security measures to protect your information:

6.1 Technical Safeguards

• Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
• Access Controls: Role-based access controls and principle of least privilege.
• Authentication: Secure password hashing, multi-factor authentication support.
• Infrastructure: Secure cloud infrastructure with regular security assessments.
• Monitoring: 24/7 security monitoring and intrusion detection systems.

6.2 Organizational Measures

• Employee security training and confidentiality agreements
• Background checks for employees with data access
• Incident response procedures and data breach notification protocols
• Regular security audits and vulnerability assessments
• Vendor security assessments and due diligence

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 but are committed to promptly addressing any security incidents.

7. Your Privacy Rights

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

7.1 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 certain exceptions.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out: Unsubscribe from marketing communications at any time.

7.2 California Residents (CCPA/CPRA)

California residents have additional rights including:

• Right to know what personal information is collected, used, and shared
• Right to opt-out of the sale or sharing of personal information (we do not sell personal information)
• Right to limit use of sensitive personal information
• Right to non-discrimination for exercising privacy rights

7.3 European Residents (GDPR)

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

• Right to object to processing based on legitimate interests
• Right to restrict processing in certain circumstances
• Right to withdraw consent where processing is based on consent
• Right to lodge a complaint with a supervisory authority

Legal Basis: We process your data based on: (a) your consent, (b) contractual necessity to provide the Service, and (c) our legitimate interests in improving and securing the Service.

7.4 United Arab Emirates Residents (PDPL)

If you are a resident of the United Arab Emirates, under Federal Decree-Law No. 45 of 2021 on Personal Data Protection (PDPL), you have the following rights:

• Right to be informed about the collection and processing of your personal data
• Right to access your personal data
• Right to correct inaccurate personal data
• Right to request deletion or destruction of personal data
• Right to withdraw consent at any time
• Right to object to processing that causes harm
• Right to restrict processing in certain circumstances

Legal Basis: We process your data based on your explicit consent, which you provide by creating an account and using our Service. You may withdraw consent at any time by deleting your account or contacting us.

7.5 Sri Lanka Residents (PDPA)

If you are a resident of Sri Lanka, under the Personal Data Protection Act No. 9 of 2022 (PDPA), you have the following rights:

• Right to be informed about data processing activities
• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure of personal data
• Right to restrict processing
• Right to data portability
• Right to object to automated decision-making

Automated Decision-Making: Our AI-powered features constitute automated processing. These features are used solely for productivity and business assistance purposes and do not produce legal effects or similarly significant effects on you. You may request human review of any AI-generated output by contacting us.

7.6 Exercising Your Rights

To exercise any of these rights, please contact us at Results@JairekRobbins.com. We will respond to your request within the timeframe required by applicable law (typically 30-45 days). We may need to verify your identity before processing your request.

8. Cookies and Tracking Technologies

8.1 What We Use

We use the following tracking technologies:

• Essential Cookies: Required for the Service to function properly (authentication, security, preferences).
• Analytics Cookies: Help us understand how users interact with the Service.
• Performance Cookies: Monitor Service performance and identify issues.
• Local Storage: Store user preferences and session data locally.

8.2 Your Choices

You can control cookies through:

• Browser settings to block or delete cookies
• Our cookie preference center (where available)
• Opt-out mechanisms for specific analytics services

Note that disabling certain cookies may affect the functionality of the Service.

9. Third-Party Services and Integrations

Executive Office AI integrates with various third-party services to enhance functionality. When you connect these services:

• You authorize us to access and process data from those services as necessary to provide the integration.
• Your use of third-party services is subject to their respective privacy policies.
• You can disconnect integrations at any time through your account settings.
• We are not responsible for the privacy practices of third-party services.

We recommend reviewing the privacy policies of any third-party services before connecting them to your Executive Office AI account.

10. AI and Machine Learning

10.1 How AI Processes Your Data

Our AI agents process your queries and content to provide personalized assistance. This processing includes:

• Analyzing your queries to understand intent and generate responses
• Accessing relevant information from your knowledge base
• Learning from interactions to improve response quality over time
• Generating content, summaries, and recommendations based on your inputs

10.2 AI Model Training

Regarding the use of your data for AI training:

• We may use aggregated, anonymized data to improve our AI models and services.
• Your individual conversations and documents are not used to train models shared with other customers without explicit consent.
• Organization administrators can configure data processing preferences in account settings.
• Third-party AI providers (OpenAI, Anthropic) have their own data usage policies, which we review and monitor.

10.3 AI Limitations

AI-generated content should be reviewed for accuracy. While we strive to provide helpful and accurate information, AI systems can make errors or produce incomplete results. You are responsible for verifying AI outputs before relying on them for important decisions.

11. International Data Transfers

High Performance Ventures LLC is based in Puerto Rico, USA. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

11.1 Transfer Mechanisms

We rely on the following legal mechanisms for international data transfers:

• Your Consent: By creating an account and using the Service, you explicitly consent to the transfer of your data to the United States and other countries where our infrastructure and service providers operate.
• Standard Contractual Clauses: For transfers from the EEA, UK, or Switzerland, we use Standard Contractual Clauses approved by the European Commission.
• Contractual Protections: We require all service providers to maintain appropriate security measures and process data only as instructed.
• Adequacy Decisions: Where applicable, we rely on adequacy decisions issued by relevant authorities.

11.2 Data Processing Locations

Your data may be processed in the following locations:

• United States: Primary data storage and processing
• Cloud Infrastructure: We use cloud providers with data centers in multiple regions
• AI Processing: Data may be processed by AI service providers (OpenAI, Anthropic) in the United States

11.3 Regional Notice

For users in the UAE, Sri Lanka, EU/EEA, and other jurisdictions: By using the Service, you acknowledge and consent to the transfer and processing of your personal data outside your country of residence. We will take appropriate measures to ensure that your personal information remains protected in accordance with this Privacy Policy and applicable data protection laws.

12. Children's Privacy

Executive Office AI is designed for business use and is not intended for children under the age of 16 (or the applicable age of digital consent in your jurisdiction).

We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child without parental consent, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at Results@JairekRobbins.com.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.

When we make changes:

• We will update the "Last Updated" date at the top of this policy.
• For material changes, we will provide notice through the Service or via email.
• Your continued use of the Service after changes become effective constitutes acceptance of the updated Privacy Policy.

We encourage you to periodically review this Privacy Policy to stay informed about our data practices.

14. Contact Us

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