Privacy Policy

This Privacy Policy for Intellema LLC ("Company," "we," "us," or "our") explains how and why we may access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

Visit our website at https://www.intellema.com or any website of ours that links to this Privacy Notice
Engage with us in related ways, such as through sales, marketing, research collaborations, or events

Questions or concerns? Reading this Privacy Policy will help you understand your privacy rights and choices. We are responsible for determining how your personal information is processed. If you do not agree with our policies and practices, we kindly ask that you refrain from using our Services. For any questions or concerns, please reach us at connect@intellema.com.

SUMMARY OF KEY POINTS

This summary highlights the key points from our Privacy Policy. For full details, you can follow the link provided with each point or use the table of contents below to navigate to a specific section.

What personal information do we process? When you visit, use, or interact with our Services, we may process personal information depending on your activities, preferences, and the products and features you use.
Do we process any sensitive personal information? Some jurisdictions classify data such as racial or ethnic origin, religious beliefs, or sexual orientation as "special" or "sensitive." We do not process sensitive personal information.
Do we collect any information from third parties? No. We do not collect personal information from third parties.
How do we process your information? We use your information to provide, improve, and administer our Services; to communicate with you; for security and fraud prevention; and to comply with applicable laws. In certain cases, we may process your data with your consent for additional purposes.
In what situations and with which parties do we share information? We may share information in specific situations and with specific categories of trusted third parties.
How do we keep your information safe? We apply organizational and technical safeguards to protect your data. However, no system can be 100% secure, and we cannot guarantee absolute protection against unauthorized access.
What are your rights? Depending on your jurisdiction, you may have rights to access, update, delete, restrict, or object to how we process your personal information.
How do you exercise your rights? You can submit a data subject access request or contact us directly. We review and act on all valid requests under applicable data protection laws.

Want to learn more about what we do with the information we collect? Please review the full Privacy Policy below.

1. WHAT INFORMATION DO WE COLLECT?
2. HOW DO WE PROCESS YOUR INFORMATION?
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
6. HOW LONG DO WE KEEP YOUR INFORMATION?
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
8. DO WE COLLECT INFORMATION FROM MINORS?
9. WHAT ARE YOUR PRIVACY RIGHTS?
10. CONTROLS FOR DO-NOT-TRACK FEATURES
11. USE OF DATA FOR AI TRAINING AND IMPROVEMENT
12. RESPONSIBLE AI AND FAIRNESS
13. DATA RETENTION IN AI SYSTEMS
14. INTERNATIONAL DATA TRANSFERS
15. RESEARCH AND COLLABORATION
16. AUTOMATED DECISION-MAKING AND AI PROCESSING
17. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?
18. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
19. DO WE MAKE UPDATES TO THIS NOTICE?
20. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide directly.

We collect personal information that you voluntarily provide when you register for our Services, request information, participate in activities, or otherwise contact us.

Personal Information Provided by You

The type of information depends on your interaction with us, the choices you make, and the Services or features you use. This may include:

Name
Email address
Date of birth

Sensitive Information

We do not process sensitive information.

All personal information provided must be true, complete, and accurate. You are responsible for notifying us of any updates or changes.

Information automatically collected

In Short: Certain technical and usage information is automatically collected when you use our Services.

This information does not reveal your specific identity (e.g., name or contact details) but may include device and usage details such as:

• Internet Protocol (IP) address

• Browser type and version

• Device characteristics and operating system

• Language preferences and referring URLs

• Access time, frequency, and activity patterns

We collect this data primarily to maintain security, improve functionality, and support internal analytics.

Examples of automatically collected data include:

• Log and Usage Data: Diagnostic, usage, and performance information such as IP address, device details, browser settings, date/time stamps, pages viewed, searches performed, and features used.

• Device Events: System activity, error reports ("crash dumps"), and hardware configurations.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your personal information to provide, maintain, and enhance our Services, to communicate with you, to protect the integrity and security of our systems, to comply with legal requirements, and when necessary, with your explicit consent.

We process personal information for multiple purposes, depending on how you interact with our Services. These include:

1. Service Delivery and Account Management
• Account Creation and Authentication: We use your information to create, verify, and manage your account, ensuring only authorized access.
• Service Provision: Your information enables us to deliver the specific features and functionalities you request.
• User Account Maintenance: We process data to maintain account accuracy, keep it up-to-date, and ensure it remains active and secure.
2. Customer Support and Interaction
• Responding to Inquiries: We process your data when you reach out for assistance, enabling us to answer questions and resolve concerns.
• Technical Support: Information such as error reports and device details may be used to diagnose and fix issues.
• User-to-User Communication: Where applicable, we may facilitate interactions between users within our platform.
3. Transactions and Operations
• Order Fulfillment: If you purchase products or services, we process your information to complete transactions, including orders, subscriptions, or bookings.
• Payments and Billing: We use your payment and billing details to process payments securely and handle refunds, returns, or chargebacks.
• Recordkeeping: Transactional data may be retained to maintain accurate financial and operational records.
4. Feedback, Research, and Service Improvements
• Requesting Feedback: We may contact you to provide feedback or participate in surveys to improve our offerings.
• Usage Analysis: Your activity data helps us understand usage trends and how features are being used.
• Improving User Experience: We process information to optimize interfaces, simplify workflows, and deliver a seamless experience.
5. Marketing and Personalization
• Promotional Communications: With your consent or in accordance with your preferences, we may send updates, offers, and newsletters.
• Personalized Content and Advertising: We process your data to recommend features, content, or ads tailored to your interests and behaviors.
• Campaign Effectiveness: We analyze engagement with our marketing campaigns to improve relevance and reach.
6. Security, Compliance, and Fraud Prevention
• Fraud Monitoring: We monitor activity to detect, prevent, and respond to suspicious or fraudulent activity.
• Service Protection: Information is processed to secure our systems against unauthorized access, cyberattacks, and misuse.
• Legal Compliance: We may process your data to comply with applicable laws, regulatory obligations, and legal processes.
7. Protection of Vital Interests
• User Safety: In rare circumstances, we may process data to protect someone's vital interests, such as preventing physical or digital harm.
• Emergency Situations: We may act on your information to assist with urgent safety, health, or security matters.
8. Processing with Consent
• For purposes beyond those listed above, we will process your personal information only with your explicit, informed consent. You have the right to withdraw this consent at any time.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We process personal data only when we have a valid legal basis, such as consent, contractual necessity, legal obligations, legitimate interests, or protection of vital interests.

Depending on the context, our legal bases may include:

Consent: You have given permission for a specific purpose. Consent may be withdrawn at any time.
Performance of a Contract: Processing necessary to fulfill our contractual obligations or take pre-contractual steps at your request.
Legitimate Interests: Processing reasonably necessary for our business operations without overriding your rights, including: • Sending relevant updates or offers • Personalizing content or advertising • Analyzing usage to improve Services • Supporting marketing initiatives • Preventing and addressing fraud or misuse
Legal Obligations: Processing required to comply with applicable laws, regulations, or legal proceedings.
Vital Interests: Processing necessary to protect your safety or that of others in emergency circumstances.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: Yes, we may use cookies and similar technologies to improve functionality, security, performance, and personalization of our Services.

We use cookies and tracking technologies (such as web beacons, pixels, and tags) to collect and store information when you interact with our Services. These tools help us:

Maintain the security and integrity of our Services and your account
Identify bugs, prevent crashes, and improve performance
Remember your preferences, such as language or display settings
Enhance usability and site functionality
We may also collaborate with trusted third-party providers who use their own tracking technologies for:
Analytics and performance measurement
Advertising and campaign management
Delivery of personalized content or advertisements tailored to your preferences
Reminder notifications, such as abandoned cart messages (where applicable and subject to your preferences)
Your Choices
You have control over cookies and tracking technologies. Most browsers are set to accept cookies by default, but you can adjust settings to remove or block them. Please note that disabling cookies may affect the availability or functionality of some features.

For detailed information on the types of cookies we use and your choices, please review our Cookie Notice.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We retain your information only for as long as needed to fulfill the purposes described in this Privacy Policy, unless longer retention is required by law.

We will keep your personal information only for as long as:

It is necessary to deliver our Services, maintain your account, or support your ongoing relationship with us
It is required for legitimate business purposes such as compliance, recordkeeping, fraud prevention, or security monitoring
It is necessary to comply with legal, regulatory, tax, or accounting obligations

When there is no longer a valid business need to retain your data, we will securely delete, anonymize, or isolate it. If immediate deletion is not possible (for example, when stored in backup archives), your data will be securely stored and restricted from further processing until deletion is feasible.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We implement organizational, technical, and administrative safeguards to protect your personal information.

As an AI consultancy, we understand the importance of data security. Our measures include:

Administrative safeguards such as role-based access controls and staff training
Technical safeguards such as encryption, firewalls, and intrusion detection
Regular monitoring and auditing of our systems
Secure data storage and transfer practices
Incident detection and response protocols

While we strive to protect your information, no method of electronic storage or transmission can be guaranteed 100% secure. We cannot guarantee that unauthorized actors will never circumvent our safeguards.

Your Role in Security

We encourage you to also protect your information by:

Using secure devices and networks when accessing our Services

Keeping login credentials private and strong

Contacting us promptly if you suspect unauthorized access or suspicious activity

8. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect or market personal data from individuals under 18 years of age (or the age of majority in your jurisdiction).

We do not intentionally collect, solicit, or market personal information from minors. By using our Services, you confirm that you are at least 18 years old (or the legal age of majority where you live), or that you are the parent/guardian providing consent for a minor.

If we become aware that we have inadvertently collected personal information from a minor without proper consent, we will:

Promptly deactivate the related account
Take steps to securely delete the information from our records

If you believe we may have collected data from a minor in violation of this policy, please contact us immediately at connect@intellema.com so we can take corrective action.

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: Depending on applicable data protection laws, you may have rights that allow you greater control over your personal information.

Your rights may include the ability to:

Request access to the personal information we hold about you
Receive details on how your information is processed
Request corrections or updates to your information
Request deletion of your personal information
Restrict or object to specific processing activities
Request data portability (transfer of your personal information to another service provider, where feasible)
Decline automated decision-making that has legal or similarly significant effects, with the option to request human review of such decisions
Withdrawing Consent
If we rely on your consent to process your personal information, you may withdraw it at any time by contacting us. Withdrawal will not affect the lawfulness of processing carried out prior to withdrawal.
Opting Out of Marketing
You may unsubscribe from marketing communications by:
Clicking "unsubscribe" in our emails
Replying "STOP" or "UNSUBSCRIBE" to our SMS messages
Contacting us at connect@intellema.com
We may still send non-promotional messages (e.g., account notices, service updates).
Account Information
You may request to review, update, or delete your account at any time by contacting us. Upon request, we will deactivate or delete your account from our active databases. Some information may be retained for legal or compliance purposes.
Cookies and Similar Technologies
Most browsers accept cookies by default. You can remove or reject them in your browser settings, though certain Services may not function as intended without them.

If you have any questions about your rights, please contact us at connect@intellema.com.

10. CONTROLS FOR DO-NOT-TRACK FEATURES

In Short: At present, there is no universal standard for "Do-Not-Track" (DNT) signals, and our Services do not respond to them.

Some browsers and mobile applications include a "Do-Not-Track" (DNT) setting that allows you to indicate your preference not to have your online activity monitored. However, there is currently no widely accepted standard for recognizing or responding to DNT signals.

Because of this, our Services do not respond to DNT or similar mechanisms. If industry standards are developed in the future that require us to act differently, we will update this Privacy Policy accordingly.

11. USE OF DATA FOR AI TRAINING AND IMPROVEMENT

In Short: We may use anonymized or aggregated data to train, test, and improve our AI models, but we do not use personally identifying data for training without your explicit consent.

No direct identifiers used: We do not use your personal data that directly identifies you (such as your name, email, or contact information) for AI training without permission.
Anonymized and aggregated: Any data used for model development is stripped of personal identifiers and used in aggregated or anonymized form.
Purpose: This helps us enhance the quality, fairness, and reliability of our AI-driven solutions.

12. RESPONSIBLE AI AND FAIRNESS

In Short: We are committed to developing and using AI responsibly, with attention to fairness, transparency, and ethics.

Our practices include:

Conducting regular reviews to identify and minimize potential bias in AI models
Ensuring outputs align with ethical standards and applicable laws
Refining training datasets to reduce discriminatory or harmful outcomes
Providing transparency about how our AI systems operate and how they impact users

13. DATA RETENTION IN AI SYSTEMS

In Short: While personal data is only stored for as long as necessary, anonymized patterns and insights may remain within AI models.

Retention of raw data: Personal information is kept only for the duration outlined in "How Long Do We Keep Your Information?"
AI training outputs: Once anonymized or aggregated, patterns may persist in trained AI models, but these do not identify individual users.
Use limitation: Such outputs are retained solely to improve system functionality and performance.

14. INTERNATIONAL DATA TRANSFERS

In Short: Your personal information may be processed or stored in countries other than where you are located, with safeguards in place.

Cross-border processing: Our infrastructure and service providers may be located in multiple jurisdictions.
Data safeguards: When transferring data internationally, we implement legal mechanisms such as standard contractual clauses or equivalent protections to ensure your data remains secure and protected.
User rights: You may request further information about how your data is protected during international transfers by contacting us at connect@intellema.com.

15. RESEARCH AND COLLABORATION

In Short: We may engage in research collaborations with trusted partners, but we protect your data by using strict safeguards.

Purpose: Research collaborations may be conducted with academic institutions, industry partners, or nonprofit organizations to advance technology and improve Services.
Anonymization: Data shared in these contexts is anonymized or aggregated to prevent identification of individuals.
Restrictions: Collaborators are contractually bound to use data only for the agreed purpose and must comply with strict confidentiality and security obligations.

16. AUTOMATED DECISION-MAKING AND AI PROCESSING

In Short: We may use AI-powered systems to analyze information and enhance our Services, but we do not make solely automated decisions that produce legal or similarly significant effects without human oversight.

We may use automated systems and artificial intelligence (AI) to:

Provide personalized recommendations, content, or advertising
Detect unusual activity for fraud monitoring and security
Support natural language interactions, such as chatbots or automated responses
Improve the accuracy and performance of our systems through usage analysis

Human Oversight: Where automated processing is involved, decisions are not made solely by machines. A human review process is available where required by law or upon request.

17. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: Yes, individuals in different regions may have additional privacy rights depending on local data protection laws.

Privacy regulations vary globally, and your rights may include:

Right to Access and Portability: You may request a copy of the data we hold about you in a structured, machine-readable format.
Right to Correction: You may request updates to ensure your information is accurate and complete.
Right to Restrict Processing: You may limit how we use your information in certain circumstances.
Right to Object: You may object to specific uses of your data, such as direct marketing.
Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
Right to Lodge a Complaint: You may file a complaint with your local data protection authority if you believe your rights are being violated.

We encourage you to contact us first at connect@intellema.com so we can address your concerns directly.

18. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

In Short: You may request to access, correct, update, or delete your personal information at any time.

You have the right, under applicable data protection laws, to:

Request access to the personal data we hold about you
Receive details about how we process your information
Correct inaccuracies or update incomplete information
Request deletion of your personal data, subject to applicable legal or business requirements
Withdraw consent for data processing (where applicable)

To exercise these rights, please contact us at connect@intellema.com and submit a data subject access request. We will handle your request in line with relevant data protection laws.

19. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we update this Privacy Policy as needed to remain compliant and transparent.

We may revise this Privacy Policy from time to time. The updated version will be indicated by the "Last Updated" date at the top of this page.

If significant changes are made, we may provide additional notice (such as an email or a banner on our website). We encourage you to review this Notice regularly to stay informed about how we are protecting your data.

20. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have any questions, comments, or concerns about this Privacy Policy or how we handle your personal information, you may contact us at:

Email: connect@intellema.com

We aim to respond to all privacy-related inquiries promptly and fairly.