Privacy Policy

Rivo AI ("Rivo AI", "we", "our", or "us") is committed to protecting your privacy and safeguarding the information you share with us. This Privacy Policy explains how we collect, use, store, and protect information when you use our platform and services.

Rivo AI provides an AI-powered conversational platform that helps businesses manage customer conversations, qualify leads, and schedule appointments through WhatsApp and other integrations.

By using our services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information provided directly by users and obtained through platform integrations to enable the lead-to-appointment lifecycle:

User & Organization Data

Full name, email address, phone number, company name, and the number of agents within the team.

Account Credentials

Encrypted authentication data and OAuth tokens for third-party calendar and WhatsApp API integrations.

Platform & AI Data

• Inbound and outbound WhatsApp message content, conversation transcripts, and lead contact details
• Appointment scheduling information
• Interaction metadata, such as timestamps

Knowledge Base Data

Users may provide information used to configure AI agents, including:

• Website URLs
• Property listing pages
• Internal notes and instructions
• Custom prompts or knowledge sources

This data helps AI agents generate accurate and relevant responses.

Usage and Analytics Data

We may collect technical and usage-related data such as:

• Device and browser information
• Log data
• Platform usage patterns
• Feature interaction data

2. How We Use Your Information

We use the information we collect for the following specific purposes:

Service Provision

• Provide instant AI-driven responses, manage lead qualification sequences, and negotiate appointment slots within WhatsApp and the platform
• Provide, maintain, and improve our AI services
• Process transactions and manage billing
• Manage platform accounts and users
• Authenticate users and prevent fraud
• Provide customer support and technical assistance

Lead Management

Information extracted from conversations may be used to:

• Create and update lead records
• Track lead lifecycle stages
• Assign lead scores or classifications
• Enable visibility of leads within the platform dashboard

AI Improvement

• Train and improve our AI models
• Analyze usage patterns to enhance features
• Develop new AI capabilities and services
• Ensure AI safety and reliability

Communication

• Send automated follow-ups and system notifications
• Send service updates and notifications
• Respond to customer support requests and inquiries
• Share product news and feature announcements
• Conduct surveys and gather feedback

3. Data Extraction & Lead Management

The system enables specific data extraction workflows to facilitate real estate business operations:

• Lead Record Creation: The system automatically extracts name and contact data from incoming WhatsApp messages to create Lead records.
• Export & Visibility: All conversational data and lead scores are extracted from interactions and displayed in a centralized Inbox for agent review.

4. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Account Information: Retained while your account is active and for 30 days after deletion
• Conversation History: Chat transcripts and lead data are retained to provide scoring history and context preservation, and may be used for model training
• Usage Data: Retained for up to 2 years for analytics and service improvement
• AI Training Data: May be retained longer for model training, but anonymized when possible
• Legal Requirements: Some data may be retained longer to comply with legal obligations

You can request earlier deletion of your data by contacting us, subject to legal and operational requirements.

5. Data Security and Protection

We implement industry-standard security measures to protect your information:

Technical Safeguards

End-to-end encryption for OAuth tokens and data isolated per organization to prevent cross-client access.

Service Providers

We may share information with trusted third-party service providers who assist us in operating our business:

• Cloud hosting and infrastructure providers
• Payment processors and billing services
• Analytics and monitoring services
• Customer support platforms

Legal Requirements

We may disclose information when required by law or to:

• Comply with legal obligations or court orders
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Enforce our terms of service

6. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will:

• Post the updated policy on our website
• Update the "Last Modified" date
• Notify you of material changes via email or service notifications
• Provide a reasonable notice period before changes take effect

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

7. Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to the same privacy protections.