1. Introduction
Welcome to Leadix AI ("Leadix AI," "we," "our," or "us"). Leadix AI is operated by Leadix AI LTD, a company registered in England and Wales (Company No. 14591821), with registered office at 128 City Road, London, EC1V 2NX, United Kingdom.
We are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Lead Relationship Management (LRM) platform, website at leadix.ai, and related services (collectively, the "Services").
By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.
2. Information We Collect
2.1 Information You Provide Directly
- Account Information: Name, email address, phone number, company name, and authentication credentials when you create an account.
- Business Information: Company details, industry, business address, and other information you provide to set up your campaigns.
- Communication Data: Messages, conversations, and communication metadata when you use our messaging features.
- Knowledge Base Content: Documents, FAQs, website content, and other materials you upload to train your AI agent.
- Payment Information: Billing details processed securely through our payment provider (Stripe). We do not store your full credit card details.
- Support Communications: Information you provide when contacting our support team.
2.2 Information Collected Automatically
- Usage Data: Information about how you interact with our platform, including features used, pages visited, and actions taken.
- Device Information: Browser type, operating system, IP address, device identifiers, and similar technical data.
- Log Data: Server logs that record system activity, errors, and access times.
- Cookies and Tracking Technologies: Information collected through cookies, pixels, and similar technologies.
2.3 Information from Third Parties
- Messaging Platforms: Data from WhatsApp, Facebook Messenger, Instagram, and LinkedIn when you connect these services.
- CRM Integrations: Lead and contact data from connected CRM systems (HubSpot, Salesforce, Pipedrive, Zoho).
- Authentication Providers: Basic profile information when you sign in using third-party authentication services.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide, maintain, and improve our LRM platform and AI-powered features.
- Campaign Management: To process and manage your lead engagement campaigns and messaging automation.
- AI Training: To train and customize your AI agent using your knowledge base content.
- Communications: To send you technical notices, updates, security alerts, and support messages.
- Analytics: To monitor and analyze trends, usage patterns, and platform performance.
- Security: To detect, investigate, and prevent fraudulent transactions, abuse, and security threats.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes.
- Business Operations: To operate, protect, and optimize our business and Services.
4. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA) or UK, we process your personal data based on the following legal grounds:
- Contract Performance: Processing necessary to provide our Services under our agreement with you.
- Legitimate Interests: Processing for our legitimate business interests, such as improving our Services and preventing fraud.
- Consent: Processing based on your explicit consent, which you may withdraw at any time.
- Legal Obligation: Processing necessary to comply with our legal obligations.
5. Information Sharing and Disclosure
We may share your information in the following circumstances:
- Service Providers: With third-party vendors who assist us in providing our Services (hosting, analytics, payment processing).
- Platform Integrations: With messaging platforms and CRMs you choose to connect, as necessary to provide the integration.
- AI Providers: With AI service providers (OpenAI, Anthropic, Google) to power AI features. Your data is processed according to their data processing agreements.
- Legal Requirements: When required by law, legal process, or government request.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections.
- With Your Consent: When you have given us explicit permission to share your information.
We do not sell your personal information to third parties.
6. Third-Party Services
Our platform integrates with the following third-party services:
- Meta Platforms (Facebook, Instagram, WhatsApp): For messaging channel integration
- LinkedIn: For professional messaging integration
- Stripe: For secure payment processing
- AI Providers (OpenAI, Anthropic, Google): For AI-powered conversation and analysis features
- CRM Platforms (HubSpot, Salesforce, Pipedrive, Zoho): For lead synchronization
Each third-party service has its own privacy policy governing their use of your data. We encourage you to review their policies before connecting these services.
7. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data at rest and in transit using industry-standard protocols (TLS 1.2+)
- Secure authentication with multi-factor authentication options
- Regular security assessments and penetration testing
- Access controls and role-based permissions
- Secure infrastructure hosted on reputable cloud providers
- Employee training on data protection and security practices
While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
8. Data Retention
We retain your personal information for as long as necessary to:
- Provide our Services and maintain your account
- Comply with legal obligations and resolve disputes
- Enforce our agreements and protect our rights
Conversation data retention periods vary by subscription plan (7-90 days). When you delete your account, we will delete or anonymize your personal information within 30 days, unless we are required to retain it for legal purposes.
9. Your Rights
Depending on your location, you may have the following rights:
- Access: Request access to your personal information and receive a copy.
- Rectification: Request correction of inaccurate or incomplete information.
- Erasure: Request deletion of your personal information ("right to be forgotten").
- Restriction: Request restriction of processing in certain circumstances.
- Portability: Request transfer of your data in a structured, machine-readable format.
- Objection: Object to processing based on legitimate interests or direct marketing.
- Withdraw Consent: Withdraw consent at any time where processing is based on consent.
To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United Kingdom and countries where our service providers operate. These countries may have different data protection laws.
When we transfer data internationally, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) to ensure your data remains protected.
11. Cookies and Tracking Technologies
We use cookies and similar technologies for:
- Essential Cookies: Required for the platform to function properly.
- Analytics Cookies: To understand how users interact with our Services.
- Preference Cookies: To remember your settings and preferences.
You can control cookies through your browser settings. Disabling certain cookies may affect platform functionality.
12. Children's Privacy
Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete it promptly.
13. Changes to This 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 with a new "Last updated" date
- Sending you an email notification for significant changes
- Displaying a notice within the platform
Your continued use of our Services after changes become effective constitutes acceptance of the updated policy.
14. Contact Us
If you have any questions about this Privacy Policy, our data practices, or wish to exercise your rights, please contact us:
15. UK-Specific Provisions
We comply with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You have the right to:
- Access, correct, or delete your personal data
- Object to processing or request restriction
- Data portability — receive your data in a structured, machine-readable format
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk