Privacy Policy

Brainverse LLC (“Brainverse,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at brainverse.ai or use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of our website and services.

Business clients: If you are engaging Brainverse for consulting or agentic team deployment services that involve the processing of personal data of your employees, customers, or other individuals, a separate Data Processing Addendum (“DPA”) governs those data processing activities. Please contact us to request the DPA before engagement commencement.

1. Information We Collect

Information you provide directly

We collect information you provide when you:

• Fill out a contact form, book a consultation, or request information: name, email address, phone number, company name, and company size
• Engage our services: business information, project details, documents, and data shared in connection with service delivery
• Correspond with us by email, phone, or other means: the content of those communications
• Create an account for our tools or dashboards: account credentials, profile information

Information collected automatically

When you visit our website, we automatically collect:

• IP address, browser type, operating system, and device type
• Pages visited, time spent on pages, referring URLs, and navigation patterns
• Cookies and similar tracking technologies (see Section 6 and our Cookie Policy)
• General geographic location based on IP address (country or region level)

Information from third-party tools

We use third-party tools including a CRM platform (GoHighLevel) and scheduling tools. If you book a call or submit a form, information may be collected and stored in those third-party platforms in addition to our own systems. Please review those platforms’ privacy policies if you have questions about how they handle your information.

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and schedule consultations
• Provide, deliver, and improve our consulting and agentic deployment services
• Send follow-up communications related to services you have requested or expressed interest in
• Send marketing communications (you may opt out at any time using the unsubscribe link in any email or by contacting us)
• Analyze website usage to improve our website and user experience
• Comply with legal obligations and enforce our Terms of Service
• Protect the security and integrity of our systems

3. Legal Basis for Processing (EEA/UK Visitors)

If you are located in the European Economic Area (EEA) or United Kingdom (UK), we process your personal data under the following legal bases:

• Contractual necessity: Processing necessary to perform services you have requested
• Legitimate interests: Responding to inquiries, improving our services, website analytics, and direct marketing to business contacts (you may object at any time)
• Legal obligation: Compliance with applicable laws
• Consent: Where we have obtained your specific consent (for example, for certain marketing communications)

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties for their marketing purposes. We share your information only in the following circumstances:

• Service providers: With third-party vendors who assist in operating our website and delivering our services (CRM, scheduling, email, analytics, AI model providers, cloud infrastructure). These providers are contractually bound to process data only as directed by us and to maintain appropriate security measures.
• AI subprocessors: Documents or data you provide for AI processing may be sent to third-party AI model providers (including Anthropic, OpenAI, and Google) to perform extraction, analysis, or generation tasks. See Section 5 for details.
• Professional advisors: With attorneys, accountants, or other professional advisors as necessary and subject to confidentiality obligations.
• Legal requirements: With law enforcement or government agencies when required by law, court order, or legal process. Where legally permissible, we will notify you before disclosing.
• Business transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership.

5. AI Data Processing and Subprocessors

Brainverse uses third-party AI model providers and infrastructure services to deliver its services. When you use our tools or engage our services, documents and data you provide may be processed by these providers.

Current AI subprocessors include: Anthropic (Claude), OpenAI (GPT models), Google (Gemini and Vertex AI), and others as required for specific service delivery. A current complete list of AI subprocessors is available upon written request. We will provide at least 30 days advance notice before adding a new AI subprocessor that will process your personal data.

How AI providers handle your data: Brainverse selects AI providers that offer enterprise-grade data handling and does not use providers that use your data to train their general models under standard enterprise agreements. Data sent to AI providers is used solely to process your request. However, each provider’s terms govern their data practices, and we encourage you to review their policies for complete information.

Retention: We retain extracted data and analysis results associated with your account for as long as your account is active. We do not retain copies of your original uploaded documents beyond what is needed to deliver results, unless you specifically request extended storage.

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze website usage, and support our marketing efforts. Our full Cookie Policy at brainverse.ai/cookies describes the specific cookies we use, their purpose, and how to manage your preferences.

Types of cookies used:

• Essential cookies: Required for the website to function. Cannot be disabled.
• Analytics cookies: Help us understand how visitors use our website (e.g., Google Analytics). You may opt out using the controls in your browser or the opt-out mechanisms provided by each analytics provider.
• Marketing cookies: Used to deliver relevant advertising and track campaign performance. You may opt out using our cookie preference center or browser controls.

You may set your browser to refuse all cookies or to alert you when cookies are being sent. If you disable cookies, some portions of the website may not function properly.

7. Data Retention

We retain personal information for the following periods, unless a longer period is required by law:

• Contact form submissions and inquiry records: 3 years from the date of submission
• Client engagement records: 7 years from the end of the engagement (consistent with standard business record-keeping obligations)
• Account data: For the duration of the account, plus 12 months after account closure
• Uploaded document content: Deleted within 30 days of service delivery or account closure, whichever is sooner, unless extended storage is requested
• Extracted data and analysis results: Retained for the duration of the engagement plus 12 months, or until you request deletion
• Website analytics data: Retained in aggregated form for up to 26 months; raw event data deleted after 14 months
• Email and communication records: 3 years from the last communication

You may request deletion of your personal information at any time as described in Section 8. We will honor deletion requests subject to any legal obligations to retain records.

8. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention obligations
• Portability: Request a machine-readable copy of personal information you have provided to us
• Objection: Object to processing based on legitimate interests, including direct marketing
• Restriction: Request that we restrict processing of your personal information in certain circumstances
• Withdrawal of consent: Where processing is based on consent, withdraw consent at any time without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. We may need to verify your identity before processing your request.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with specific rights regarding your personal information. In addition to the rights in Section 8, California residents have the right to:

• Know what categories of personal information we collect, the purposes for which we use it, and with whom we share it
• Opt out of the sale or sharing of personal information (Brainverse does not sell personal information)
• Limit the use and disclosure of sensitive personal information
• Non-discrimination for exercising your privacy rights

To submit a California privacy rights request, contact us at [email protected]. We will respond within 45 days.

In the past 12 months, Brainverse has collected the following categories of personal information: identifiers (name, email, IP address), commercial information (service records), internet or other electronic network activity (website usage data), and professional information (business and company information). We collect this information for the purposes described in Section 2. We do not sell personal information.

10. Data Security

We implement reasonable technical and organizational security measures to protect your personal information, including encryption at rest and in transit, access controls, and security monitoring. However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

If we become aware of a confirmed data breach that affects your personal information, we will notify you in accordance with applicable law and our Terms of Service.

11. Children’s Privacy

Our website and services are directed to business users and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected such information, contact us and we will delete it promptly.

12. Third-Party Links

Our website may contain links to third-party websites, including scheduling platforms and social media sites. We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies before providing any information.

13. International Transfers

Brainverse is based in the United States. If you access our website or services from outside the United States, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using our website or services, you consent to this transfer. Where required by applicable law (for example, for EEA/UK personal data), we use appropriate safeguards for international transfers, including Standard Contractual Clauses.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this page. For material changes, we will provide additional notice (such as an email notification to active clients or a prominent notice on our website) at least 30 days before the changes take effect. By continuing to use our website or services after changes take effect, you acknowledge the updated policy.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, or to exercise your privacy rights, contact us at:

Brainverse LLC
Privacy Inquiries
[email protected]