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Privacy Policy

CaellwynAI Privacy Policy

Effective Date: August 7, 2025
Last Updated: August 7, 2025
 

1. Introduction

CaellwynAI ("we," "us," or "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, book consultations, or use our services.

Important: This policy applies to information collected through our website and during our consulting services. For video conferencing platforms used during consultations, please also review the privacy policies of those third-party services.

AI Tool Privacy Notice: When we recommend or discuss third-party AI tools and platforms during consultations, the use of those tools is subject to their respective privacy policies and terms of service. Many AI providers retain user data, conversations, and inputs for their own purposes including model training and improvement. We strongly recommend reviewing the privacy policies of any AI tools before using them with sensitive or proprietary information.

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2. Information We Collect

2.1 Information You Provide Directly

When Booking Consultations:

  • Name and contact information (email, phone number)

  • Company name and role/title

  • Brief description of your AI implementation needs

  • Preferred consultation times and dates

  • Payment information (processed securely through Stripe)

During Consultations:

  • Business information you choose to share about your organization

  • Technical details about your current systems and processes

  • Strategic objectives and challenges you're facing

  • Any documents or materials you provide during sessions

Through Website Contact:

  • Information submitted through contact forms

  • Email communications with us

  • Feedback or questions you send us
     

2.2 Information Automatically Collected

Website Analytics:

  • IP address and general location information

  • Browser type and version

  • Pages visited and time spent on our website

  • Referral sources (how you found our website)

  • Device information (mobile vs. desktop)

  • This information is collected through Google Analytics

Technical Information:

  • Cookies and similar tracking technologies (primarily from our Wix website platform)

  • Website usage patterns and preferences
     

3. How We Use Your Information

3.1 Primary Business Purposes

To Provide Services:

  • Schedule and conduct consultations via Zoom

  • Prepare customized recommendations based on your needs

  • Follow up on consultation outcomes and next steps

  • Process payments for services through Stripe

  • Manage business finances through Found banking platform

To Improve Our Services:

  • Analyze consultation feedback to enhance service quality

  • Develop new service offerings based on client needs

  • Create general industry insights (without identifying specific clients)
     

3.2 Communication Purposes

Service-Related Communications:

  • Appointment confirmations and reminders

  • Session preparation materials and follow-up resources

  • Invoicing and payment communications

  • Service updates or changes that affect you

Future Marketing Communications:

  • We may develop newsletter or marketing communications in the future

  • If we do, we will provide clear opt-in choices and unsubscribe options

  • Any marketing will focus on AI implementation insights and educational content
     

3.3 Website Optimization

  • Improve website functionality and user experience

  • Analyze website traffic patterns and popular content through Google Analytics

  • Optimize our booking and payment processes

  • Ensure website security and prevent fraud
     

4. Information Sharing and Disclosure

4.1 We Do NOT Sell Your Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes.
 

4.2 Limited Sharing Scenarios

Service Providers: We share information with trusted service providers who help us operate our business:

  • Stripe (payment processing)

  • Zoom (video consultations)

  • Found (business banking and financial management)

  • Google Analytics (website analytics - anonymized when possible)

  • Wix (website hosting and functionality)

  • Microsoft OneDrive (secure document storage)

Legal Requirements: We may disclose information when required by law:

  • To comply with legal subpoenas or court orders

  • To protect our rights or property

  • To investigate suspected fraud or security breaches

  • To protect the safety of our clients or the public

Business Transfers: If we sell or transfer our business, client information may be included in the transaction, subject to the same privacy protections.
 

4.3 Consultation Confidentiality

Information shared during consultations is treated as confidential business information and is not shared with other clients or used for purposes other than providing services to you, except as noted in our Terms of Service.
 

5. Data Storage and Security

5.1 Security Measures

We implement appropriate technical and organizational measures to protect your information:

  • Encrypted data transmission (SSL/TLS)

  • Secure cloud storage through Microsoft OneDrive with enterprise-grade security

  • Limited access to personal information (need-to-know basis)

  • Regular security assessments and updates

  • Secure video conferencing through Zoom
     

5.2 Data Retention

Consultation Records: We retain consultation notes and materials for up to 3 years from the date of last consultation to support ongoing client relationships and provide continuity of service.

Payment Information: Financial information is retained as required by tax laws and regulations (typically 7 years from transaction date).

Website Data: Analytics and website usage data is retained for up to 2 years for business optimization purposes.

Contact Information: Contact information is retained until you request deletion or we determine it's no longer needed for business purposes.
 

5.3 Data Location

Your information is primarily stored on Microsoft OneDrive servers and with our service providers' secure systems located in the United States. Some service providers may store data internationally with appropriate security safeguards.
 

5.4 Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you by email within 72 hours of discovering the breach, along with information about what happened, what information was involved, and what steps we're taking to address the situation.
 

6. Your Privacy Rights

6.1 Access and Correction

You have the right to:

  • Request access to the personal information we have about you

  • Correct or update inaccurate information

  • Request a copy of your consultation records

  • Ask about how your information is being used
     

6.2 Data Portability and Deletion

You have the right to:

  • Request that we delete your personal information (subject to legal retention requirements)

  • Receive a copy of your data in a portable format

  • Object to certain types of data processing
     

6.3 How to Exercise Your Rights

To exercise any of these rights, contact us at:

  • Email: josh@caellwynai.com

  • Subject Line: "Privacy Rights Request"

  • Include: Your name, email address, and specific request

We will respond to your request within 30 days.
 

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

Essential Cookies: Required for basic website functionality through our Wix platform (booking system, secure connections)

Analytics Cookies: Google Analytics cookies help us understand how visitors use our website

Platform Cookies: Wix may set additional cookies for website functionality - we recommend reviewing Wix's cookie policy for complete details
 

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality, particularly our booking system.
 

7.3 Third-Party Cookies

Our website includes cookies from Google Analytics and the Wix platform. These are governed by their respective privacy policies.
 

8. Third-Party Services

8.1 Video Conferencing

We use Zoom for remote consultations. Zoom has its own privacy policy and data handling practices. We recommend reviewing Zoom's privacy policy before participating in video consultations.
 

8.2 Payment Processing

Payment information is processed by Stripe. We do not store your full credit card information on our systems. Stripe maintains PCI DSS compliance and appropriate security standards.
 

8.3 Website Platform

Our website is built and hosted on Wix, which may collect additional information about website visitors. Please review Wix's privacy policy for details about their data practices.
 

8.4 Business Banking

We use Found for business banking and financial management, which may process payment-related information in connection with our services.
 

8.5 Client Use of AI Tools

If during consultations you choose to demonstrate or share outputs from AI tools you're already using, please be aware that your prior interactions with those tools are governed by their respective privacy policies, not ours.
 

9. International Privacy Compliance

9.1 GDPR Compliance (EU Residents)

If you are located in the European Union, you have additional rights under GDPR:

  • Lawful basis for processing (legitimate business interest, consent, or contract performance)

  • Right to data portability and erasure

  • Right to object to processing

  • Right to lodge complaints with supervisory authorities
     

9.2 CCPA Compliance (California Residents)

If you are a California resident, you have rights under CCPA including:

  • Right to know what personal information we collect and how it's used

  • Right to delete personal information (with exceptions)

  • Right to opt out of the sale of personal information (we don't sell personal information)

  • Right to non-discrimination for exercising privacy rights
     

10. Children's Privacy

Our services are designed for businesses and professionals. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have collected information from someone under 18, we will delete it promptly.
 

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

  • Post the updated policy on our website with a new "Last Updated" date

  • Notify you by email if there are material changes that affect how we use your information

  • Provide at least 30 days' notice before material changes take effect

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.
 

12. Contact Us

For questions about this Privacy Policy or our privacy practices, contact:

We respond to all privacy-related inquiries within 2 business days, and formal privacy rights requests within 30 days as required by law.

This Privacy Policy is designed to be transparent about our data practices while protecting both your privacy and our ability to provide effective AI consulting services. We are committed to maintaining the confidentiality and security of your information.

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