Effective Date: January 1, 2026
Last Updated: February 9, 2026
This Privacy Policy describes how AIMA NEXUS LLC (“AIMA NEXUS,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with our websites, software, applications, platforms, dashboards, and related services (collectively, the “Services”).
This Privacy Policy is designed for a B2B SaaS + marketing automation model where our customers (“Customers”) may upload or otherwise provide data relating to their leads, contacts, clients, and end users (“Customer Data”). Where we process Customer Data on behalf of a Customer, we act as a service provider / processor (as applicable) and the Customer is the controller / business responsible for lawful collection and use of that data.
Services include our SaaS platform, automation tools, AI features and agents, integrations, professional services, and support.
Personal Data means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked to an individual.
Customer Data means data, including Personal Data, submitted to the Services by or on behalf of a Customer or its authorized users, including data about the Customer’s leads, contacts, prospects, clients, employees, or end users.
Account Data means information about a Customer and its authorized users used to create and administer accounts.
We may collect:
Account Data: name, business name, job title, email, phone number, billing address, login credentials, and account preferences.
Payment and Transaction Data: subscription plan, invoices, payment status, limited payment details (typically processed by third-party payment processors).
Support and Communications: messages, tickets, recordings or transcripts (where permitted by law), and troubleshooting details you provide.
Professional Services Inputs: information you provide for onboarding, setup, implementation, consulting, automation building, AI configuration, or training.
We may collect:
Device and Usage Data: IP address, browser type, device identifiers, OS, language, time zone, session activity, pages viewed, log files, and diagnostic/telemetry data.
Cookies and Similar Technologies: cookies, pixels, tags, SDKs, and similar tracking technologies for analytics, security, functionality, and marketing (see Section 6).
Customers may upload or connect data to the Services, including:
Lead/contact data: names, emails, phone numbers, addresses, demographics, preferences, tags, notes, conversation history.
Marketing and engagement data: message interactions, email opens/clicks (where enabled), SMS delivery status, call logs, appointment scheduling, opt-in/opt-out status.
Business records: CRM entries, pipeline stages, tasks, orders, quotes, invoices, and related metadata.
AI-related inputs/outputs: prompts, conversation content, generated text, recommendations, and other AI-assisted artifacts.
Important: Customers control what they upload. Customers are responsible for ensuring they have valid legal bases and notices/consents for any Customer Data they provide and for any marketing they conduct using the Services.
Unless expressly agreed in writing, do not provide sensitive personal data (e.g., government IDs, precise health data, biometric identifiers) through the Services. If such data is submitted, it is treated as Customer Data and processed per Customer instructions, but may increase risk.
We use information to:
Provide, operate, and maintain the Services (account creation, authentication, access control, feature delivery).
Process transactions and manage subscriptions, billing, and collections.
Deliver professional services (onboarding, implementation, automation building, AI configuration, support).
Improve and secure the Services (debugging, performance, monitoring, fraud prevention, incident detection).
Communicate about updates, service messages, security notices, and support.
Analytics and product usage insights (aggregated where possible).
Marketing our Services to businesses (e.g., newsletters, webinars, ads), subject to applicable opt-out rights and law.
Comply with legal obligations and enforce agreements.
No Sale of Personal Data: We do not sell Personal Data as that term is defined under applicable privacy laws.
Where GDPR/UK GDPR applies, we rely on one or more of the following legal bases:
Performance of a contract (providing the Services to Customers).
Legitimate interests (security, fraud prevention, product improvement, B2B marketing), balanced against your rights.
Consent (where required, e.g., certain cookies/marketing).
Legal obligation (compliance, lawful requests).
For Customer Data, the Customer is responsible for identifying and documenting the appropriate legal basis and providing required notices.
We may share information with:
We use vendors to help provide the Services, such as hosting, analytics, customer support tools, email/SMS/calling providers, payment processors, and security providers. These vendors process data under contractual restrictions consistent with this Policy.
Customers may connect third-party services (e.g., CRM, email providers, SMS gateways, calendars, analytics, ad platforms, webhooks, APIs). When enabled by the Customer, data may be shared with or pulled from those third parties. The Customer is responsible for reviewing third-party privacy practices.
Lawyers, auditors, accountants, insurers, and other advisors as needed.
We may disclose information if required by law or if we believe disclosure is necessary to:
comply with legal process,
protect rights, safety, and security of AIMA NEXUS, Customers, users, or others,
investigate fraud, abuse, or security incidents,
enforce our agreements.
If we engage in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to appropriate safeguards.
We and our service providers may use cookies and similar technologies to:
enable core functionality (authentication, session management),
remember preferences,
measure performance and usage,
protect against fraud and abuse,
deliver or measure advertising for our Services (where applicable).
Your choices: You can manage cookies via browser settings and, where available, our cookie preference controls. Some features may not function if you disable certain cookies.
We may send B2B marketing communications about our Services. You may opt out by:
using the unsubscribe link in emails,
adjusting account preferences (where available),
contacting us at the address in Section 14.
Customer marketing: If a Customer uses the Services to send email/SMS/calls or other marketing to their contacts, the Customer is solely responsible for legal compliance (including consent, opt-out handling, and required disclosures).
Our Services may include AI-assisted features, automation, and AI agents that help generate content, recommendations, summaries, workflows, or responses.
AI assists; it does not replace human judgment.
AI outputs may be inaccurate, incomplete, or inappropriate.
Customers are responsible for reviewing, approving, and validating outputs before use, especially for marketing, legal, financial, medical, employment, or other high-impact decisions.
Customers control whether and how AI features are used within their account and workflows.
We may process inputs and outputs as necessary to provide the AI features, maintain safety and security, prevent abuse, and improve service reliability. Where required, we apply contractual and technical controls to restrict vendor use of Customer Data.
We retain information only as long as necessary for the purposes described in this Policy, including:
to provide the Services,
to meet legal, accounting, or reporting obligations,
to resolve disputes and enforce agreements.
Retention of Customer Data generally follows the Customer’s subscription term and configuration. Customers may delete Customer Data within the Services, subject to limitations and backups.
We implement administrative, technical, and physical safeguards designed to protect information. However, no system is 100% secure. Customers are responsible for maintaining strong passwords, securing credentials, and configuring access appropriately.
We may process and store information in the United States and other countries where we or our service providers operate. Where required (e.g., under GDPR/UK GDPR), we rely on appropriate safeguards such as Standard Contractual Clauses and/or other lawful transfer mechanisms.
You may have rights to:
access, correct, or delete Personal Data,
restrict or object to processing,
data portability,
withdraw consent (where processing is based on consent),
lodge a complaint with a supervisory authority.
Depending on your status and the context, you may have rights to:
know what personal information is collected, used, disclosed,
request deletion,
correct inaccurate information,
opt out of “sale” or “sharing” (we do not sell; “sharing” for cross-context behavioral advertising may be limited or offered with controls where applicable),
limit use of sensitive personal information (if applicable),
not be discriminated against for exercising rights.
B2B/Account context: Some state laws provide limited rights in B2B contexts or where we act as a service provider on behalf of a Customer.
Contact us using Section 14. We may verify your request. If we process data on behalf of a Customer, we may direct you to that Customer to fulfill the request.
The Services are intended for business use and are not directed to children under 13 (or higher age where required). We do not knowingly collect Personal Data from children.
AIMA NEXUS LLC
Attn: Privacy / Legal
632 Green St
Lawrenceville, GA, 30046, USA
Email: [email protected]
Phone: 7867128785
We may update this Policy from time to time. We will post the updated version with a revised “Last Updated” date. Material changes may be communicated via the Services or email where appropriate.