Privacy Policy for LiFet Media Inc.

1. Comprehensive Scope & Service-Specific Data Processing

LiFet Media Inc. ("LiFet," "we," "us," "our") operates a sophisticated ecosystem of AI-driven marketing and business operation technologies. This Privacy Policy applies universally to all services, platforms, applications, and integrations within the LiFet technology stack, including but not limited to:

1.1 Core Platform Services

• LiFet OS (All-in-One Business CRM): Our comprehensive Customer Relationship Management and business operations platform that integrates marketing, sales, customer service, project management, billing, analytics, and workflow automation into a unified system.
• Voice AI Services: Advanced voice recognition, natural language processing, conversational AI, voice analytics, call transcription, sentiment analysis, and automated voice response systems for customer engagement and business intelligence.
• Chatbot & Conversational AI: AI-powered chatbots, virtual assistants, messaging automation, customer support automation, and conversational marketing platforms deployed across websites, messaging apps, and social media channels.
• Predictive Analytics Engine: Machine learning algorithms that analyze customer behavior, predict trends, forecast sales, identify churn risks, and provide actionable business intelligence.
• Marketing Automation Suite: Email marketing automation, SMS campaigns, social media scheduling, lead scoring, behavioral tracking, and multi-channel campaign management tools.
• Advertising Intelligence Platform: Programmatic advertising optimization, ad performance analytics, audience segmentation, retargeting automation, and cross-platform ad management.

1.2 Partner Integrations & Third-Party Connectors

• LeadConnector Integration: Deep integration with LeadConnector for lead management, form processing, appointment scheduling, and communication tracking.
• Payment Processor Integrations: Connections with Stripe, PayPal, Square, and other payment processors for billing, invoicing, and financial transactions.
• Communication Platform Integrations: Integration with Twilio, Vonage, Zoom, Microsoft Teams, Slack, and other communication tools for unified communications.
• Social Media Platform APIs: Connections with Facebook, Instagram, LinkedIn, Twitter/X, TikTok, and other social platforms for social listening, content management, and advertising.
• E-commerce Platform Connectors: Integrations with Shopify, WooCommerce, Magento, BigCommerce, and other e-commerce systems for order management and customer data synchronization.
• Email Service Provider Integrations: Connections with Mailchimp, SendGrid, Constant Contact, HubSpot, and other email marketing platforms.

1.3 Data Collection Channels

We collect data through multiple channels, including:

• Direct user input through LiFet OS interfaces, forms, and applications
• Automated data collection via cookies, tracking pixels, and web beacons
• API integrations with third-party services (with explicit user consent)
• Voice and audio data captured through Voice AI services
• Chat transcripts and conversational data from Chatbot interactions
• Behavioral data from website and application usage analytics
• Transactional data from billing and payment systems
• Publicly available business information and commercial databases

2. Service-Specific Data Processing Details

2.1 Voice AI Service Data Processing

Our Voice AI services process the following specific data categories:

• Voice Recordings: Audio recordings of calls, voice commands, and spoken interactions captured through Voice AI interfaces.
• Transcription Data: Text transcriptions generated from voice recordings using automated speech recognition (ASR) technology.
• Voice Biometrics: Unique voice characteristics and patterns used for speaker identification and authentication (processed with explicit consent).
• Call Metadata: Call duration, timestamps, caller IDs, recipient information, call routing data, and performance metrics.
• Sentiment Analysis Data: Emotional tone, stress indicators, and conversational sentiment derived from voice patterns.
• Intent Recognition Data: User intentions and purposes extracted from spoken language for automated response generation.

Voice Data Retention & Security: Voice recordings are encrypted both in transit and at rest using AES-256 encryption. Raw voice recordings are automatically deleted after 30 days unless required for legal compliance or with explicit user consent for longer retention. Transcribed text data may be retained for up to 24 months for service improvement and analytics purposes. We do NOT use voice data for training third-party AI models or for purposes outside of providing the contracted Voice AI services.

2.2 Chatbot & Conversational AI Data Processing

• Chat Transcripts: Complete records of conversations between users and AI chatbots across all messaging platforms.
• User Intent Data: Classified user intentions, questions, and requests extracted from conversational interactions.
• Behavioral Patterns: Conversation flow patterns, response timing, engagement metrics, and user satisfaction indicators.
• Attachment & Media Data: Files, images, documents, and other media shared during chatbot conversations.
• Platform Metadata: Originating platform (Facebook Messenger, WhatsApp, website chat, etc.), device information, and session identifiers.

Chat Data Protection: All chatbot conversations are encrypted end-to-end. Personally identifiable information within chat transcripts is automatically redacted using our proprietary PII detection algorithms. Chat data is used exclusively for: (a) providing real-time conversational responses; (b) training our proprietary NLP models on anonymized data; (c) improving conversation quality and accuracy; and (d) generating analytics reports for business clients.

2.3 LiFet OS CRM Data Processing

LiFet OS functions as a comprehensive business operations platform processing extensive business data:

• Business Contact Information: Corporate contacts, client details, supplier information, partner data, and professional network connections.
• Sales & Pipeline Data: Deal stages, opportunity values, sales forecasts, conversion rates, and revenue projections.
• Customer Service Records: Support tickets, service requests, resolution histories, customer satisfaction scores, and service level agreements.
• Project Management Data: Task assignments, project timelines, resource allocation, deliverable tracking, and collaboration records.
• Financial & Billing Information: Invoices, payment records, billing addresses, tax information, credit card tokens (via PCI-compliant processors), and financial analytics.
• Marketing Campaign Data: Campaign performance metrics, lead generation statistics, marketing ROI calculations, and attribution modeling.
• Workflow Automation Data: Business process automation rules, trigger conditions, action sequences, and automation performance logs.

CRM Data Sovereignty: LiFet OS data is stored in geographically distributed data centers with customer-selectable region preferences. All data is encrypted at rest using AES-256 encryption and in transit using TLS 1.3. We implement strict access controls, audit logging, and data loss prevention mechanisms. Business clients maintain full ownership of their CRM data, and we process it only as a Data Processor under explicit Data Processing Agreements.

2.4 LeadConnector & Partner Integration Data Flow

When integrating with LeadConnector and other partner platforms, the following data exchange occurs:

• Lead Data Synchronization: Bi-directional synchronization of lead information, contact details, engagement history, and lead scoring between LiFet OS and LeadConnector.
• Appointment Scheduling Data: Calendar availability, booked appointments, meeting details, and follow-up tasks synchronized across platforms.
• Communication Tracking: Unified logging of emails, calls, SMS messages, and other communications across integrated platforms.
• Form Submission Processing: Web form submissions captured through LeadConnector are automatically imported into LiFet OS for lead management and workflow automation.
• API Token Management: Secure storage of OAuth tokens and API keys with encrypted credential management and automatic token rotation.

Integration Security Protocols: All partner integrations use OAuth 2.0 authentication where available. API connections are secured with mutual TLS authentication. Data exchanged between platforms is encrypted using industry-standard protocols. We conduct regular security assessments of all integration endpoints and maintain up-to-date API security documentation.

3. AI & Machine Learning Specific Data Usage Policies

3.1 AI Training Data Policies

We maintain strict policies regarding the use of data for AI and machine learning training:

• Prohibited Training Uses: We ABSOLUTELY DO NOT use Personal Information, customer data, voice recordings, chat transcripts, or any identifiable information to train generalized AI models, third-party AI systems, or publicly available AI services. Our AI training is strictly limited to improving our proprietary algorithms for the specific services contracted by our clients.
• Anonymized Training Data: When we use data for AI training, we employ advanced anonymization techniques including data aggregation, synthetic data generation, differential privacy, and k-anonymity to ensure no individual can be re-identified from the training datasets.
• Consent-Based Processing: Any use of client data for AI model improvement requires explicit opt-in consent through Data Processing Addendums or specific contractual provisions.
• Model Isolation: AI models trained on one client's data are never used to serve another client unless the training data has been fully anonymized and aggregated beyond recognition.

3.2 AI Service-Specific Data Protections

• Voice AI Model Training: Voice recognition models are trained only on: (a) publicly available voice datasets with appropriate licenses; (b) synthetic voice data generated through text-to-speech systems; (c) anonymized voice patterns with all personal identifiers removed.
• Chatbot NLP Training: Natural language processing models are trained on: (a) anonymized conversational datasets with all PII removed; (b) synthetic conversation data; (c) publicly available text corpora with appropriate usage rights.
• Predictive Analytics Training: Predictive models are trained exclusively on aggregated, anonymized business metrics without any personally identifiable information.
• Computer Vision Models: Any image or video processing AI is trained only on properly licensed datasets with explicit permissions for AI training.

3.3 Third-Party AI Service Integrations

When we integrate with third-party AI services (OpenAI, Google AI, Microsoft Azure AI, etc.), we implement the following safeguards:

• Data Minimization: We send only the minimum necessary data to third-party AI services required to complete specific tasks.
• API Data Policies: We strictly adhere to third-party API data usage policies, including Google API Services User Data Policy Limited Use requirements.
• Enterprise Agreements: Where available, we utilize enterprise-grade agreements with third-party AI providers that include explicit data protection commitments and prohibitions on using our data for model training.
• Proxy & Caching Layers: We implement proxy services and caching layers to minimize data exposure to third-party AI services.

4. Data Categories & Collection Methodology

4.1 Comprehensive Data Categories Processed

4.2 Collection Methods & Technologies

• Direct Collection: User-provided data through forms, account registration, profile setup, manual data entry, and direct communications.
• Automated Collection: Cookies (essential, functional, analytics, advertising); web beacons; tracking pixels; local storage; session storage; log files; and device fingerprinting (limited to fraud prevention).
• API Integrations: Automated data synchronization through OAuth 2.0, REST APIs, GraphQL endpoints, webhooks, and real-time data streams from integrated services.
• Sensor Data Collection: Device sensors (with explicit permission) for location services, motion detection, and environmental context.
• Third-Party Data Enrichment: Supplementing user-provided data with publicly available business information, commercial databases, and data enrichment services (for B2B contexts only).

5. Legal Bases, Purposes & Use Cases

5.1 Contractual Necessity Processing

We process data necessary to fulfill our contractual obligations to you:

• Account creation, authentication, and user management for LiFet OS access
• Processing payments, generating invoices, and managing billing through [email protected]
• Providing Voice AI transcription and analysis services as contracted
• Operating Chatbot services and conversational AI interfaces
• Delivering marketing automation and campaign management services
• Maintaining CRM functionality and business operation tools
• Providing customer support and technical assistance

5.2 Legitimate Business Interests Processing

We process data based on legitimate business interests, balanced against individual rights:

• Improving and optimizing our AI algorithms and service performance
• Preventing fraud, security breaches, and unauthorized access
• Conducting business analytics and market research
• Personalizing user experiences and service recommendations
• Marketing our services to existing and prospective clients
• Ensuring network and information security
• Developing new products, features, and service offerings

5.3 Consent-Based Processing

We obtain explicit consent for specific processing activities:

• Marketing communications and promotional emails
• Voice recording and biometric processing for Voice AI services
• Location tracking and geolocation services
• Sensitive personal information processing
• Third-party data sharing for advertising purposes
• Cookie usage beyond essential functionality

5.4 Legal Obligation Processing

We process data to comply with legal requirements:

• Tax reporting and financial record keeping (7-year retention)
• Response to lawful requests from law enforcement
• Compliance with data protection regulations (GDPR, CCPA, etc.)
• Legal dispute resolution and litigation requirements
• Regulatory compliance and audit requirements

6. Data Sharing & Third-Party Disclosure Framework

6.1 Service Provider Categories

We engage the following categories of service providers with strict contractual data protection obligations:

• Cloud Infrastructure Providers: AWS, Google Cloud Platform, Microsoft Azure for hosting and data storage
• Payment Processors: Stripe, PayPal, Square for billing and transaction processing
• Communication Services: Twilio, Vonage, SendGrid for email, SMS, and voice communications
• Analytics Providers: Google Analytics, Mixpanel, Amplitude for usage analytics (anonymized data only)
• Customer Support Platforms: Zendesk, Intercom for customer service management
• Marketing Automation Tools: HubSpot, Marketo for marketing campaign execution
• Security Services: Cloudflare, Auth0 for security, DDoS protection, and authentication

6.2 Partner Integration Data Flows

Specific data sharing arrangements with key partners:

• LeadConnector: Bi-directional lead data synchronization, appointment scheduling data, form submission processing
• Social Media Platforms: Anonymized advertising performance data, campaign metrics, audience insights
• E-commerce Platforms: Order data, customer information, product details for integrated commerce operations
• Business Intelligence Tools: Aggregated analytics data, performance metrics, business insights

6.3 Strict Non-Disclosure Commitments

• NO Sale of Personal Information: We ABSOLUTELY DO NOT sell, rent, or trade Personal Information to third parties for monetary compensation.
• NO Cross-Context Behavioral Advertising: We do not share Personal Information for cross-context behavioral advertising without explicit opt-in consent.
• NO Training Data Sharing: We do not share any data with third-party AI companies for model training purposes.
• NO Unauthorized Data Broker Sharing: We do not provide data to data brokers, list brokers, or information resellers.

7. International Data Transfers & Compliance Certifications

7.1 Data Privacy Framework Certifications

LiFet Media Inc. maintains comprehensive international data transfer compliance:

• EU-U.S. Data Privacy Framework: Certified compliance with EU-U.S. DPF Principles for data transfers from the European Union
• UK Extension to EU-U.S. DPF: Certified compliance for data transfers from the United Kingdom
• Swiss-U.S. Data Privacy Framework: Certified compliance for data transfers from Switzerland
• Standard Contractual Clauses: Implementation of EU-approved SCCs for transfers not covered by DPF
• Binding Corporate Rules: Internal data protection policies governing cross-border transfers within our organization

7.2 Geographic Data Storage Options

We offer data residency options for regulated clients:

• North America Region: Primary data centers located in Canada with failover to U.S. facilities
• European Union Region: Data centers located in Germany and Ireland for EU data residency requirements
• Asia-Pacific Region: Data centers in Singapore and Australia for APAC clients
• Client-Designated Storage: Private cloud and on-premises deployment options available for enterprise clients

8. Data Security Architecture & Protection Measures

8.1 Technical Security Controls

• Encryption: AES-256 encryption for data at rest; TLS 1.3 for data in transit; end-to-end encryption for sensitive communications
• Access Controls: Role-based access control (RBAC), multi-factor authentication (MFA), privileged access management, and just-in-time access provisioning
• Network Security: Web application firewalls (WAF), DDoS protection, intrusion detection/prevention systems (IDS/IPS), and network segmentation
• Vulnerability Management: Regular security assessments, penetration testing, vulnerability scanning, and patch management
• Data Loss Prevention: Content-aware DLP systems, data classification, and unauthorized transfer prevention

8.2 Organizational Security Measures

• Security Training: Comprehensive security awareness training for all employees with regular phishing simulations
• Incident Response: 24/7 Security Operations Center (SOC), incident response plan, and breach notification procedures
• Vendor Risk Management: Third-party security assessments, vendor due diligence, and contract security requirements
• Compliance Monitoring: Continuous compliance monitoring, audit logging, and regulatory reporting

8.3 AI-Specific Security Protections

• Model Security: AI model integrity verification, adversarial attack prevention, and model inversion protection
• Data Poisoning Prevention: Input validation, training data verification, and anomaly detection in AI training pipelines
• Privacy-Preserving AI: Implementation of federated learning, differential privacy, and homomorphic encryption where applicable
• Bias Mitigation: Regular bias audits, fairness testing, and demographic parity monitoring in AI systems

9. Data Subject Rights & Request Management

9.1 Comprehensive Rights Framework

Depending on your jurisdiction, you may exercise the following rights:

• Right to Know/Access: Request information about what Personal Information we collect, use, disclose, and sell
• Right to Deletion: Request deletion of your Personal Information, subject to legal exceptions
• Right to Correction: Request correction of inaccurate Personal Information
• Right to Opt-Out: Opt out of sale/sharing of Personal Information and targeted advertising
• Right to Limit: Limit use of Sensitive Personal Information
• Right to Portability: Request portable copy of your Personal Information in machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw previously given consent at any time
• Right to Non-Discrimination: Not receive discriminatory treatment for exercising privacy rights

9.2 Request Submission Process

To exercise your rights, submit verifiable requests through:

• Online Portal: Privacy request portal accessible through your LiFet OS account
• Email: [email protected] for general privacy inquiries; [email protected] for billing-related data requests
• Phone: Dedicated privacy hotline: +1-XXX-XXX-XXXX (available in privacy dashboard)
• Mail: LiFet Media Inc., Attn: Privacy Office, [Corporate Address], Toronto, ON, Canada

9.3 Verification & Response Procedures

• Identity Verification: Multi-factor verification process including knowledge-based authentication and device confirmation
• Response Timeline: 45-day response period with possible 45-day extension for complex requests
• Authorized Agents: Accept requests from authorized agents with proof of authorization and identity verification
• Appeal Process: Right to appeal denied requests through internal review and external dispute resolution
• No Fee Policy: No charge for reasonable requests; may charge reasonable fee for excessive or manifestly unfounded requests

10. Service-Specific Contact Information

10.1 Departmental Contact Points

• General Privacy Inquiries: [email protected]
• Billing & Financial Data: [email protected]
• Technical Support: [email protected]
• Sales & Business Development: [email protected]
• Data Protection Officer: [email protected]
• Security Incidents: [email protected]
• Legal & Compliance: [email protected]

10.2 Geographic Contact Information

• Headquarters: LiFet Media Inc., [Corporate Address], Toronto, Ontario, Canada
• European Representative: [EU Representative Details] for GDPR Article 27 compliance
• UK Representative: [UK Representative Details] for UK GDPR compliance

10.3 Regulatory Complaint Channels

• Canadian Privacy Commissioner: Office of the Privacy Commissioner of Canada
• EU Supervisory Authorities: Contact your local Data Protection Authority
• UK Information Commissioner: Information Commissioner's Office (ICO)
• California Privacy Protection Agency: CPPA for CCPA/CPRA complaints
• DPF Dispute Resolution: JAMS Mediation, Arbitration, and ADR Services

This Privacy Policy is effective as of the Last Updated date above. We reserve the right to update this policy at any time. Material changes will be communicated through platform notifications and email alerts. Continued use of our services constitutes acceptance of updated terms.

For the most current version of this Privacy Policy, always refer to https://lifet.ca/privacy. For detailed technical security information, visit our Trust Center.