Effective on: [10/6/25]

Introduction and Scope

Elefant Media is committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner.

This Privacy Policy explains how we collect, use, disclose, and safeguard your Personal Data

when you use our website and services (collectively, the “Services”), including:

Custom AI Chatbot Creation

AI Calling System Setup

Automated Appointment Booking Bot

AI Email Responder

AI Email Marketing

SEO Agent

Website Building

This Policy also applies to the data we process on behalf of our clients.

Controllership

In most cases, Elefant Media acts as a data processor, meaning we process Personal Data on behalf of our clients.

Our clients determine the nature and purpose of the Personal Data we handle.

We typically do not have a direct relationship with the individuals whose data we process on our clients' behalf.

Legal Basis for Processing

We process Personal Data based on one or more of the following legal grounds:

• Your explicit consent

• To fulfill a contract with you or our clients

• Our legitimate interests, such as improving our services or marketing

• To comply with legal obligations

• Any other lawful basis permitted by applicable laws

How We Collect Personal Data

We may receive or collect Personal Data from various sources:

• Directly from you when you use our Services or contact us

• From our clients (including their employees, customers, or partners)

• From our third-party service providers (e.g., CRMs, call platforms, marketing tools)

Categories of Personal Data We Process

We may process the following types of Personal Data:

• Biographical information: first and last name, company name, job title

• Contact information: email address, phone number, postal address

• Communication content: messages, support tickets, email/chat responses

• Usage data: website interactions, session duration, browser type, IP address

• Marketing preferences: opt-in/opt-out records for email or SMS marketing

• Appointment or interaction history (via bots, calls, or forms)

Purposes of Processing

We process Personal Data for the following purposes:

• To provide, operate, and improve our AI automation services

• To enable automated booking, AI interactions, and digital communications

• To fulfill service requests and client projects

• To send marketing communications (if legally permitted)

• To analyze performance and usage of our Services

• To comply with legal and contractual obligations

Data Retention

We retain Personal Data only for as long as necessary to fulfill the purposes described in this Policy or as required by law.

In general, we aim to delete or anonymize data within one year of its intended use being fulfilled,

unless otherwise required by our clients or legal obligations.

Sharing Personal Data with Third Parties

We may share your Personal Data with trusted third-party service providers who support us in delivering our Services. These may include:

• Cloud hosting providers (e.g., AWS, Google Cloud)

• Email and CRM tools (e.g., Mailchimp, ActiveCampaign)

• AI and automation platforms (e.g., OpenAI, Twilio)

• Web analytics tools (e.g., Google Analytics)

• All such third parties are contractually obligated to keep your data confidential and use it only to assist us.

Other Disclosures

We may also disclose your Personal Data:

• When required by law, regulation, subpoena, or court order

• In connection with an investigation or legal process

• In the event of a business transfer, acquisition, or merger

• To our subsidiaries and affiliates for legitimate business purposes

We also reserve the right to use aggregated and anonymized data (not Personal Data) for business insights and marketing.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Ensure website functionality

• Analyze user behavior

• Enable personalization and advertising

• Track user preferences and improve usability

We use both session cookies (which expire when you close your browser) and persistent cookies (which stay on your device for a set period).

Third-Party Cookies

Some third-party tools (e.g., Google, Meta) may place cookies through our website for analytics or advertising. Please review their privacy policies for more information.

Managing Cookies

You can adjust your browser settings to refuse cookies or notify you when cookies are used. Note that disabling cookies may impact functionality.

For more information, visit https://www.aboutcookies.org or https://allaboutdnt.com regarding Do Not Track (DNT) signals. Our Services do not currently respond to DNT signals.

Data Integrity and Security

We implement industry-standard technical, administrative, and physical safeguards to protect your Personal Data.

These include encryption, access control, and secure hosting environments to prevent unauthorized access, alteration, or destruction.

Your Rights

Depending on your location (e.g., under GDPR, CCPA), you may have the following rights:

• Access to your Personal Data

• Correction or updates to your data

• Deletion of your data

• Objection to processing

• Restriction of processing

• Portability of your data

To exercise these rights, please contact us at the email provided below.

Children’s Privacy

. We do not knowingly collect Personal Data from children. If you believe a child has provided us with data, please contact us so we can remove it.

Changes to This Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal obligations. We will:

• Post the updated version on this page

• Update the “Effective” date at the top

• Notify you via email if major changes occur

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, you can reach us at:

📧 [elefantmedia7@gmail.com]

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