Privacy Policy (aidena.ai)
Last updated: May 12, 2026
This Privacy Policy describes how aidena.ai (“Aidena”, “aidena,” “we,” “us,” or “our”), a service owned and operated by Aidena LLC, collects, uses, discloses, and protects information when you access or use our websites, applications, APIs, and AI-powered phone-answering services (collectively, the “Services”).
The aidena.ai domain, brand, and Services are the exclusive property of Aidena LLC and are protected by applicable intellectual property and trademark laws.
1. Scope and Roles (B2B Platform)
Individual users
When you create an account or use the Services directly, Aidena acts as a data controller for your personal information.
Business customers
When a business customer uses the Services to process calls, orders, reservations, or other business communications (“Customer Content”), Aidena acts as a data processor / service provider, and the business customer is the data controller.
Business customers are responsible for providing legally required notices and obtaining consent from callers.
2. Information We Collect
A. Account and Identity Information
- Name
- Email address
- Organization name
- Workspace information
- Authentication credentials and SSO identifiers
- Login timestamps and IP addresses
B. Call Data and Communications
- Audio recordings of phone calls (if enabled)
- Call metadata (time, duration, caller number, routing)
- Call transcripts
- AI-generated responses and summaries
C. Customer Content
- Orders, reservations, messages, configurations, scripts, and business data submitted through the Services
D. AI Inputs and Outputs
- Prompts, system instructions, structured data, and generated outputs related to your use of AI features
E. Usage and Technical Data
- Feature usage
- Pages viewed
- Performance metrics
- Error logs
- Device and browser information
F. Support Communications
- Emails, tickets, and feedback you send to us
G. Cookies and Tracking Technologies
- Essential cookies for authentication and security
- Analytics cookies (if enabled and permitted by law)
3. How We Use Information
We use information to:
- Provide, operate, and maintain the Services
- Process phone calls and AI requests
- Authenticate users and prevent fraud
- Provide technical support
- Improve system reliability and performance
- Monitor security and prevent abuse
- Communicate service updates and legal notices
- Comply with legal obligations
- Enforce our Terms of Service
We do not sell personal information.
4. Legal Bases for Processing (GDPR)
Where applicable, we rely on:
- Performance of a contract
- Legitimate business interests
- Legal compliance
- Your consent (where required)
5. AI Processing and Model Providers
Our Services use AI systems, including Microsoft Azure OpenAI.
What we send
We may transmit relevant portions of Customer Content (including call transcripts or structured data) to AI providers to perform requested tasks.
Model training
We do not use Customer Content to train foundation models unless a customer explicitly opts in.
Azure OpenAI
- Customer prompts and outputs are not used to train foundation models
- Limited retention for abuse monitoring may occur depending on configuration
Service improvement
We may use aggregated and anonymized data to improve system performance, reliability, and AI accuracy.
6. Call Recording & Legal Compliance
The Services may record and transcribe calls.
Business customers are solely responsible for:
- determining whether recording is lawful
- providing caller disclosures
- obtaining legally required consent
Aidena does not provide legal advice regarding recording or wiretapping laws.
7. Automated Communications & TCPA
If you use automated calling or SMS features:
- You are responsible for obtaining legally required consent
- You must comply with the Telephone Consumer Protection Act (TCPA) and similar laws
- Aidena acts solely as a service provider.
8. Sharing of Information
Service Providers / Subprocessors
Including:
- Cloud hosting (Microsoft Azure, Google Cloud)
- Telecom providers
- Identity providers
- Monitoring & analytics tools
- Email & messaging providers
- AI model providers
They may process data only to provide services to us and are bound by confidentiality and security obligations.
Legal Authorities
If required by law, subpoena, or to protect rights and safety.
Business Transfers
In connection with mergers, acquisitions, or asset sales.
We maintain a current subprocessor list upon request.
9. International Data Transfers
Your data may be processed in the United States or other countries.
We use appropriate safeguards such as standard contractual clauses where required.
10. Data Retention
We retain data only as necessary:
| Data Type | Retention |
|---|---|
| Call reports & metadata (call duration, time, caller number, status) | Up to 2 years from call end date |
| Call recordings & transcripts | Up to 2 years (configurable) |
| AI prompts & outputs | Up to 90 days |
| Logs & diagnostics | Up to 90 days |
| Uploaded business data | Up to 2 years or per customer configuration |
| Assigned phone numbers (after subscription cancellation) | Released back to the carrier 30 days after cancellation; cannot be guaranteed to be reassigned to your account after release |
| Account data | Until account closure + 30–90 days |
Backups may persist longer for disaster recovery.
11. Cookies & Tracking
We use:
- Essential cookies for login and security
- Analytics cookies (where permitted)
You may control cookies via browser settings.
12. Security
We implement reasonable administrative, technical, and organizational safeguards including:
- Encryption in transit
- Access controls
- SSO support
- Monitoring
No system is 100% secure.
13. Your Rights
Depending on location, you may have rights to:
- Access
- Correction
- Deletion
- Restriction
- Objection
- Data portability
For Customer Content, requests should be directed to the business customer (your employer or service provider).
Contact: support@aidena.ai
14. U.S. State Privacy Rights (CCPA/CPRA)
California residents may:
- request disclosure
- request deletion
- opt out of sale (we do not sell data)
- not be discriminated against
We act as a “service provider” for Customer Content.
15. Children’s Privacy
The Services are not directed to children under 13.
We do not knowingly collect children’s data.
16. Data Breach Notification
We will notify customers of security incidents as required by law.
17. Changes to This Policy
We may update this policy periodically.
Material changes will be communicated where required.
18. Contact
Aidena LLC
support@aidena.ai
Last updated: May 12, 2026