Last Updated: [Insert Date]

1. Introduction

Koomaya (“we,” “our,” or “us”) is committed to protecting your privacy and maintaining your trust. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, submit forms, interact with our AI systems, or use any of our marketing and automation services.

By accessing our website or submitting your information, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We collect information you voluntarily provide and information automatically collected through website analytics and communication systems.

2.1 Information You Provide

Name Email address Phone number Business details Service inquiries Booking and appointment details Messages submitted through website forms Consent preferences (SMS, email, marketing)

2.2 Information Collected Automatically

IP address Browser type and device information Pages visited Referral URLs Time and date of visits Cookies and tracking technologies

2.3 Information Collected Through AI Interactions

When interacting with our AI receptionist, AI chatbots, or automation tools, we may collect:

Call transcripts Voicemail or audio responses (if authorized) Message content Caller intent information

This information is used strictly for service delivery, appointment handling, and customer support.

3. How We Use Your Information

We use the information we collect to:

Respond to inquiries Provide customer support Book appointments Send confirmations and updates Deliver marketing and promotional content (if consent is provided) Improve our website, services, and AI agent interactions Monitor system performance and prevent fraud Fulfill legal and regulatory requirements

4. SMS Communications & Consent

When you submit your information on our website or booking forms, you may choose to receive SMS messages from Koomaya.

4.1 How Consent Is Collected

Consent is obtained through a required checkbox on our forms stating:

“I agree to receive SMS messages from Koomaya related to my inquiries, appointments, and service updates. Message & data rates may apply. Reply STOP to unsubscribe.”

You must check this box before submitting the form. This constitutes express written consent.

4.2 Types of SMS Messages We Send

Appointment confirmations Appointment reminders Follow-up messages Service updates Lead nurture messages AI receptionist responses Links to scheduling or resources

4.3 Opt-Out Instructions

You may opt out of SMS communication at any time by replying:

STOP – to unsubscribe

HELP – for assistance

4.4 We Do NOT Send SMS Without Consent

We do not send unsolicited messages.

We do not purchase or rent phone lists.

We do not share your phone number with third-party marketers.

5. Email Communications

We may send emails to:

Respond to service inquiries Deliver confirmations or updates Send newsletters or promotions (if opted in)

You may unsubscribe from promotional emails at any time.

6. Cookies and Tracking Technologies

We use cookies, analytics tools, and tracking pixels to enhance user experience and monitor site performance.

These may collect:

Behavioral data Session data Device identifiers

You may disable cookies in your browser settings, though the site may not function optimally.

7. Sharing of Information

We do not sell your personal information.

We may share your information only with:

Service providers that support our operations SMS and communication platforms (GoHighLevel, Twilio, etc.) AI processing tools for appointment handling Payment processors (if applicable) Legal authorities when required by law

All partners are required to protect your information and use it only for service-related purposes.

8. Data Security

We implement physical, administrative, and technical safeguards to protect your information, including:

Encryption Secure servers Access restrictions Compliance with PIPEDA and applicable U.S. data protections

While we take strong measures, no system is 100% secure. You share information at your own risk.

9. Data Retention

We retain data only as long as necessary for:

Service delivery Legal compliance Client support Operational records

You may request deletion of your personal data at any time (unless prohibited by law).

10. Your Rights

Depending on your location, you may have the right to:

Access your data Request corrections Withdraw consent Request deletion Opt out of marketing Request information about data sharing

To make a request, email us at:

[email protected]

11. Third-Party Links

Our website may contain links to third-party sites.

We are not responsible for their content, privacy practices, or policies.

12. Children’s Privacy

Our services are not intended for children under 13.

We do not knowingly collect data from minors.

13. Updates to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with the “Last Updated” date.

14. Contact Information

For questions about this Privacy Policy or to request data changes, contact us at:

Koomaya – Privacy Department

Email: [email protected]

Website: https://koomaya.com/privacy.