1. Introduction
Mikla AI Inc. ("Mikla AI," "we," "our," or "us") is committed to safeguarding the personal information of our customers, their end users, and visitors to our digital properties. This Privacy Policy describes how we collect, use, disclose, and protect personal information when you interact with our website, applications, communication channels, and services (collectively, the "Services"). It also explains your rights and choices regarding your personal information.
Our privacy practices are designed to satisfy the requirements of Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA), the United Kingdom General Data Protection Regulation (UK GDPR), the Australian Privacy Act 1988 (Cth), and other privacy laws in the jurisdictions where we operate.
2. Scope
This Privacy Policy applies to personal information we process about:
- Visitors to our websites, marketing materials, demos, and social media pages.
- Business customers, prospective customers, and their representatives who use or consider our Services.
- End users whose interactions (such as calls, emails, messages, or appointment requests) are processed through the Services on behalf of our business customers.
It does not apply to aggregated or anonymized information that cannot reasonably be used to identify you, or to the practices of third parties we do not control.
3. Personal Information We Collect
The personal information we collect depends on your relationship with us and how you interact with the Services. The categories below describe the types of data we typically process, and examples are illustrative rather than exhaustive. We may receive any additional information you choose to provide to us or to route through the Services, and we handle that information in line with this Policy.
3.1 Information You Provide Directly
- Account and business profile details: name, company name, role or title, contact details (email address, phone number), postal code, preferred venues, venue descriptions, packages, floor plans, FAQs, policies, pricing notes, and authentication credentials.
- Billing and transaction data: payment card details processed by our payment partner, billing contact information, subscription tier, and transaction history.
- Support and communications: information contained in emails, chats, or calls with our support team, including troubleshooting notes, feedback, or survey responses.
3.2 Information Processed on Behalf of Customers
- Lead and caller information: names of couples or prospects, event dates, guest counts, contact information, budget ranges, preferred services, and any other details captured in calls, emails, web forms, direct messages, or transcripts.
- Content of interactions: call recordings, chat transcripts, voicemail recordings, attachments, knowledge base entries, and follow-up messages generated or stored through the Services.
- Scheduling data: appointment requests, availability windows, calendar identifiers, and reminders.
We process this information as a service provider/data processor acting on our customer’s instructions. Our customers are responsible for providing any required notices and obtaining necessary consents from their end users.
3.3 Information Collected Automatically
- Device and usage data: IP address, device identifiers, browser type, operating system, referring URLs, pages viewed, and date/time stamps.
- Analytics and advertising identifiers: information gathered through cookies, pixels, tags, and similar technologies (such as Google Analytics and Meta Pixel) to understand usage patterns, measure campaign performance, and improve the Services.
- Log data: system logs, error reports, and diagnostic information for performance monitoring and security purposes.
You can control or disable certain cookies through your browser settings or consent preferences.
3.4 Information from Third Parties
- Integration partners: data received from calendar providers, CRM systems, or other services you choose to connect to Mikla AI.
- Marketing or referral partners: contact information and preference details supplied when you attend an event, download content, or engage through a partner campaign.
4. How We Use Personal Information
We use personal information for the following purposes:
- Service delivery: to provide, operate, maintain, and improve the Services, including AI-powered answering, lead capture, message handling, appointment scheduling, and dashboards.
- Customer support: to respond to inquiries, provide training, resolve technical issues, and deliver onboarding services.
- Product development: to research and develop new features, enhance our AI models, and analyze usage trends while applying safeguards such as access controls and anonymization where feasible.
- Personalization: to tailor content, recommendations, and communications based on usage and preferences.
- Billing and account administration: to process payments, manage subscriptions, detect fraud, and ensure compliance with contractual commitments.
- Marketing and communications: to send product updates, invitations, promotional materials, and surveys consistent with your preferences or as permitted by law.
- Security and integrity: to protect against unauthorized access, monitor for suspicious activity, and enforce our Terms and policies.
- Legal compliance: to meet our legal obligations, establish or defend legal claims, respond to requests from regulators or law enforcement, and comply with record-keeping requirements.
5. Legal Bases for Processing (UK/EU/EEA and Similar Jurisdictions)
Where required by law, we rely on the following legal bases to process personal information:
- Performance of a contract: when processing is necessary to provide the Services you requested or to perform obligations under our customer agreements.
- Legitimate interests: for activities such as improving the Services, securing our systems, personalizing communications, and supporting customer relationships, provided these interests are not overridden by your rights.
- Consent: for optional uses such as sending marketing communications or enabling certain tracking technologies. You may withdraw consent at any time.
- Legal obligations: when processing is needed to comply with laws, regulatory requirements, or lawful requests.
6. How We Share Personal Information
We may disclose personal information in the following circumstances:
- Service providers and sub-processors: to vendors who perform services on our behalf, such as Amazon Web Services (hosting), Stripe (payments), Google Analytics (usage analytics), Meta (advertising analytics), email/SMS platforms, and customer support tools. These parties are contractually required to protect personal information and only process it for our instructed purposes.
- Customer-directed transfers: when you integrate Mikla AI with third-party applications (e.g., calendar systems or CRM platforms), we share data as needed to fulfill those integrations.
- Business transactions: in connection with a merger, acquisition, financing, reorganization, or sale of assets, provided appropriate safeguards are in place.
- Legal and compliance: to comply with applicable laws, regulations, legal processes, or governmental requests; to enforce our agreements, protect our rights, or prevent fraud or security threats.
- Aggregated or de-identified data: we may share insights that do not identify individuals.
We do not sell personal information, and we do not share personal information for cross-context behavioral advertising without your consent.
7. International Data Transfers
Mikla AI operates from Canada and uses service providers located in Canada, the United States, the United Kingdom, the European Union, and other jurisdictions. When personal information is transferred across borders, we implement appropriate safeguards such as contractual protections, data processing agreements, and Standard Contractual Clauses or UK International Data Transfer Agreements where applicable. By using the Services, you acknowledge that your information may be processed outside your home jurisdiction, where privacy laws may differ.
8. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Policy, comply with our contractual and legal obligations, resolve disputes, and enforce our agreements. Because retention needs vary by customer configuration and regulatory requirements, we apply criteria such as the nature of the data, the length of our customer relationship, statutory limitations periods, and technical feasibility. When data is no longer needed, we take steps to securely delete, anonymize, or aggregate it. You may contact us at any time to request deletion or to learn more about retention practices.
9. Security
We employ administrative, technical, and physical safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These safeguards include encrypted transmission, segmented storage environments, access controls, monitoring, and regular security assessments. While we work hard to protect your information, no system can be guaranteed entirely secure; we encourage you to keep your account credentials confidential and notify us immediately if you suspect any unauthorized activity.
10. Cookies and Similar Technologies
We use cookies, pixels, and similar technologies to run our Services efficiently, analyze usage, remember preferences, and support marketing efforts. You can manage cookie preferences through our consent banner (where available), your browser settings, or by using opt-out tools provided by our analytics and advertising partners. If you disable certain cookies, parts of the Services may not function as intended. For more information, please review our Cookie Notice or contact us at the email address below.
11. Your Privacy Rights
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- Access: request confirmation of whether we process your personal information and receive a copy.
- Correction: request that we correct or update inaccurate or incomplete information.
- Deletion: request that we delete personal information, subject to legal or contractual exceptions.
- Restriction: request that we limit processing under certain circumstances.
- Portability: receive your information in a structured, commonly used, and machine-readable format.
- Opt-out: opt out of marketing communications or, where applicable, out of targeted advertising, profiling, or data sales (which we currently do not conduct).
- Consent withdrawal: withdraw consent at any time for processing based on consent.
- Complaint: lodge a complaint with your local data protection authority.
We will respond to verifiable requests within the timelines required by law. To exercise your rights, email us at privacy@mikla.ai and include sufficient information to verify your identity. If you are an end user whose data is processed on behalf of a Mikla AI customer, please direct your request to the relevant customer; we will assist them with fulfilling your request as required.
Additional Disclosures for Specific Jurisdictions
- Canada: You may contact the Office of the Privacy Commissioner of Canada or your provincial privacy authority if you feel your concerns have not been addressed.
- California: You may designate an authorized agent to submit requests on your behalf (agent requests must include proof of authorization). We do not discriminate against individuals for exercising their CCPA/CPRA rights.
- United Kingdom: Our lawful bases for processing are outlined in Section 5. You may raise concerns with the Information Commissioner’s Office (ICO).
- Australia: To seek review of our decision or lodge a complaint, you may contact the Office of the Australian Information Commissioner (OAIC).
12. Children’s Privacy
Our Services are not directed to children under the age of 18, and we do not knowingly collect personal information from them. If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete it. If you believe a child has provided personal information to us, please contact privacy@mikla.ai.
13. Third-Party Links and Services
Our websites and Services may include links to third-party websites or integrations with third-party platforms. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing personal information or enabling integrations.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by updating the "Last updated" date and may provide additional notice (such as by email or platform notification). Your continued use of the Services after any changes take effect means you accept the revised Policy.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
- Email: privacy@mikla.ai
- Mail: You may request our current registered office mailing address by contacting privacy@mikla.ai. We will provide the address promptly for formal correspondence.
We are committed to working with you to resolve any privacy concerns and encourage you to reach out so we can assist.