At GroviaX, your privacy and data security are extremely important to us. This Privacy Policy outlines how we collect, use, and protect your information while you use our AI cold email personalization product and related services.

1. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email address, company details — collected when you sign up, fill out forms, book a consultation, or communicate with us.
• Account & Usage Data: Information related to your GroviaX dashboard activity, API key usage, credit consumption, and personalization runs — collected to deliver and improve the product.
• Lead Data (Provided by You): We may process lead lists (e.g., prospect names, company names, website URLs) that you upload or connect via Google Sheets for the purpose of generating personalized email openers. 
• Business & Technical Information: Details about your workflows, automation requirements, and objectives — gathered during onboarding or while delivering agency services.
• Website Analytics: Non-identifiable data such as IP address, browser type, device information, and page visits may be collected via cookies or analytics tools to improve our website and services.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the GroviaX Icebreaker product and related services
• Process your lead data to generate AI-personalized email openers as requested
• Manage your account, credits, and billing
• Customize campaigns and outreach plans for agency clients
• Communicate with you about your account, updates, or new features
• Ensure compliance with applicable legal requirements

3. How We Share Your Information

We do not sell or rent your personal, business, or lead data to any third party.

We may share your data only with:

• Trusted service providers (e.g., cloud platforms, payment processors, CRMs, email tools, and low-code platforms like n8n) strictly required to deliver our services
• Legal authorities, only when required to comply with applicable laws

All third-party tools are carefully selected and comply with relevant data protection standards.

4. Data Security

We implement strong technical and organizational measures to protect your data. This includes access controls, encryption, secure APIs, and routine security reviews. Your lead data and business information are only accessible to the team members directly involved in delivering your service. API keys are stored securely and never exposed publicly.

5. Your Rights

You have the right to:

• Request access to the personal data we hold about you
• Correct, update, or delete your information
• Withdraw consent for us to process your data
• Request details on how your lead data or business data is used and stored
• Request deletion of any lead data you have shared with us

6. Lead Data & Third-Party Sources

When you use GroviaX Icebreaker, you may connect data sourced from platforms such as Apollo, LinkedIn, or other lead databases. You are responsible for ensuring you have the appropriate rights and permissions to use and process such data. GroviaX processes this data solely on your behalf to deliver the personalization service.

7. External Links

Our website and service reports may link to third-party tools (e.g., LinkedIn, Apollo, Instantly, Google Sheets, or Chrome Web Store). We are not responsible for their content or data practices. Please review their privacy policies separately.

8. Changes to This Policy

We may update this Privacy Policy from time to time. All updates will be posted here with a revised effective date. We encourage you to review it periodically. Continued use of our product or services after any update constitutes acceptance of the revised policy.

9. Refund and Cancellation Policy

Credit Packs (Icebreaker Product): All credit pack purchases are non-refundable once the order is confirmed. Credits are valid for 6 months from the date of purchase. Unused credits will expire after this period.

Agency Services: Our pricing may be project-based or on a monthly retainer depending on the scope of work. Due to the custom-built nature of our automation and cold email systems, payments made for active work are non-refundable once a project has commenced or a monthly cycle has started. You may cancel upcoming project phases or monthly retainers by notifying us before the next billing cycle begins.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please reach out to us at:

jay@groviax.com