Privacy Policy

Introduction

At ULTEH , we are committed to ensuring the privacy and security of our users. We understand that your personal data is valuable, and we strive to protect it while providing you with seamless, high-quality services.

As an AI agent builder specializing in sales, customer support, and user engagement, ULTEH collects and processes certain types of personal data to improve our platform’s functionality and tailor our services to your needs. This Privacy Policy outlines our policies regarding data collection, use, protection, and your rights concerning your personal information.

We recognize that privacy is an evolving area, and as our services expand or regulations change, we may update this Privacy Policy periodically to reflect our latest practices. Our goal is transparency—ensuring you fully understand how we handle your data and empowering you to make informed choices about your privacy.

By using our website, products, or services, you agree to the collection and use of your personal information as described in this Privacy Policy. If you have any concerns or questions, we encourage you to reach out to us.

1. Contacting Us About Data Protection

How to Contact Us

If you need assistance, feel free to reach out to us via email at privacy@ulteh.com.au.

How We Handle Your Requests

• Response Time : We aim to respond to all inquiries as quickly as possible, typically within 30 days. If additional time is needed due to the complexity of the request, we will keep you informed.
• Verification Process : For security reasons, we may need to verify your identity before processing requests related to accessing or modifying your personal data.
• Your Rights : Depending on your location, you may have rights under GDPR (for EU users), CCPA (for California residents), or other privacy regulations. These may include the right to access, correct, delete, or restrict processing of your personal data, among others.

Why Your Privacy Matters to Us

At ULTEH , we prioritize your trust and security. We are continuously working to improve our privacy practices, comply with the latest data protection regulations, and provide a safe and transparent experience for our users. If you ever have concerns, do not hesitate to contact us—we are here to help.

2. How We Collect and Use (Process) Your Personal Information

ULTEH collects personal information about its website visitors, customers, and potential clients. The data we collect is used to enhance our services, provide personalized experiences, and maintain security standards. The information we gather is typically limited to:

• Name : Collected to personalize communications and provide a user-friendly experience.
• Job Title : Helps us understand your role and provide relevant service recommendations.
• Employer Name : Used to analyze industry trends and ensure targeted business solutions.
• Work Address : Necessary for professional engagements, billing, and support interactions.
• Work Email : Enables secure communication, account verification, and support correspondence.
• Work Phone Number : Used for customer support, business inquiries, and authentication purposes.

We collect this data directly from users who interact with our website, services, and customer support team. Our primary objective is to facilitate a seamless and efficient user experience by understanding user needs and delivering customized solutions.

Why We Collect This Information

The personal information we collect is used for the following purposes:

• Providing Services : Your data allows us to deliver and improve our products and services.
• Account Management : We use this information to manage and authenticate user accounts.
• Security Measures : To prevent unauthorized access, detect suspicious activities, and safeguard accounts.
• Communication : We may contact you for service updates, inquiries, or customer support assistance.
• Legal and Compliance : Ensuring compliance with applicable laws and regulations.

We do not sell personal information to third parties. However, we may share data with trusted partners who assist us in delivering services, such as cloud storage providers, payment processors, and customer support tools.

Third-Party Data Collection

Occasionally, ULTEH may receive personal information from third parties. This typically includes :

• Industry insights from professional platforms (e.g., LinkedIn) to tailor our outreach.
• Additional business-related data from analytics partners to improve our user engagement strategies.

Any data received from third parties is processed with the same level of security and privacy protection as the information collected directly from our users.

3. Use of the ULTEH Website

Like most modern websites, ULTEH collects certain technical and behavioral data from users automatically. This information is used to improve website functionality, enhance security, and optimize the user experience.

Types of Data Collected

The data collected automatically includes, but is not limited to:

• IP Addresses : Helps determine geographic trends and prevent security threats.
• Browser Type & Operating System : Ensures website compatibility across different devices.
• Page Visit History : Tracks engagement to improve website design and navigation.
• Referring URL : Identifies how users found our site to enhance marketing strategies.
• Session Duration & Click Patterns : Helps analyze user interaction for a better browsing experience.

How We Use This Data

The information collected from website visitors is used for the following purposes :

• Website Performance : To monitor site speed, stability, and accessibility.
• User Experience : To refine our interface and improve navigation.
• Security : To identify and mitigate cybersecurity threats.
• Analytical Insights : To track website usage trends and enhance our marketing efforts.

Legitimate Interest in Data Collection

ULTEH has a legitimate interest in understanding how users interact with our website. This enables us to:

• Enhance product offerings based on user preferences.
• Improve communication with customers and potential clients.
• Optimize staffing and resources based on website traffic insights.

By analyzing these trends, we can continue providing high-quality services while maintaining an efficient and user-friendly platform.

4. Cookies and Tracking Technologies

ULTEH uses cookies and similar tracking technologies to enhance user experience, improve website performance, and analyze visitor behavior. Cookies help us provide you with relevant content, maintain security, and optimize our services.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They allow websites to remember user preferences, track online activity, and improve navigation efficiency. Cookies help us personalize content, analyze web traffic, and enhance security.

Types of Cookies We Use

• Essential Cookies : Required for website functionality, such as secure logins and session management.
• Performance Cookies : Help us understand how users interact with our website and improve its performance.
• Functional Cookies : Store user preferences, such as language settings and customized features.
• Marketing Cookies : Used to track user activity for targeted advertising and promotional efforts.

Managing Cookies

You have control over your cookie settings and can manage or disable them through your browser settings. However, disabling certain cookies may affect website functionality and limit some features.

To learn more about how we use cookies and how you can adjust your preferences, please visit our Cookie Notice.

5. Sharing Information with Third Parties

At ULTEH , we prioritize your privacy and ensure that your personal data is only shared when necessary. The personal information we collect is securely stored in databases hosted by third-party providers located in the United States. These service providers facilitate cloud storage and retrieval but do not have independent access to your personal data for any other purpose.

When We Share Your Information

We only share your personal data under the following circumstances:

• With Your Consent : When you explicitly request or authorize data sharing.
• Service Providers : We work with trusted vendors who assist in delivering our services, such as cloud hosting, analytics, and communication tools.
• Legal Compliance : We may disclose information if required by law, such as responding to subpoenas, court orders, or government regulations.
• Business Operations : In connection with mergers, acquisitions, or business transitions where personal data transfer is required.
• Security Measures : To investigate and prevent fraudulent activities, security breaches, or violations of our policies.
• Aggregated Data : We may share anonymized and aggregated information with partners for research, marketing, and service improvement.

Third-Party Integrations

ULTEH integrates with third-party services, including social media platforms such as Facebook, LinkedIn, and Twitter. If you interact with our website using these services, your activity may be linked to your social media profile. We encourage users to review the privacy policies of these platforms before sharing personal data through integrations.

Protecting Your Data

We take extensive security measures to protect your personal information from unauthorized access, loss, or misuse. If you have concerns about how your data is shared, please contact us at privacy@ulteh.com.au.

6. Transferring Personal Data to the U.S.

As part of providing our services, ULTEH processes and stores user data on servers located in the United States. By using ULTEH , you acknowledge that your personal data may be transferred, stored, and processed outside your country of residence, including in jurisdictions that may have different data protection laws than those applicable in your home country.

Legal Basis for Data Transfers

The European Union’s General Data Protection Regulation (GDPR) imposes specific requirements for the transfer of personal data outside of the European Economic Area (EEA). The United States has not received an adequacy decision from the European Commission under Article 45 of the GDPR. However, ULTEH ensures compliance with Article 46 of the GDPR by implementing the following safeguards :

• Adopting Standard Contractual Clauses (SCCs) approved by the European Commission to ensure data security.
• Implementing additional security and privacy measures based on the guidance of the European Data Protection Board.
• Committing to updating these protections in accordance with evolving global privacy laws.

User Consent and Legitimate Interest

ULTEH only transfers personal data to the U.S. under the following conditions:

• With User Consent : When users explicitly agree to data transfers as part of our services.
• Contractual Necessity : When processing data is essential to fulfill our contractual obligations.
• Legitimate Interest : When data transfers support business operations while respecting user rights.

We continuously review and improve our security and privacy safeguards to protect your personal data against unauthorized access, loss, or misuse.

Government Data Requests

Since its inception, ULTEH has never received a government request for user data. Should we receive such a request, we are committed to ensuring full legal review and transparency where permitted by law.

Contact for Data Transfers

If you have any concerns or questions regarding data transfers, you may contact our Privacy Team at :

7. Data Subject Rights

The General Data Protection Regulation (GDPR) and other international privacy laws grant users specific rights regarding their personal data. ULTEH is committed to ensuring that you can exercise these rights effectively and transparently.

Your Rights Under GDPR

• Right to be Informed : You have the right to know how your data is collected and used.
• Right of Access : You can request a copy of the personal data we hold about you.
• Right to Rectification : If your data is inaccurate or incomplete, you can request corrections.
• Right to Erasure : You may request the deletion of your personal data under certain conditions.
• Right to Restrict Processing : You can limit how we process your personal data.
• Right to Data Portability : You have the right to receive your data in a structured format for transfer.
• Right to Object : You can object to the processing of your data for direct marketing or other purposes.
• Rights Related to Automated Decision-Making : You have the right to challenge decisions made by algorithms.

How to Exercise Your Rights

If you wish to access, modify, or delete your personal data, you can submit a request by contacting us. We will process all requests in accordance with applicable privacy laws and provide a response within 30 days. If additional time is required, we will notify you of the reason for the delay.

Information You Can Request

You have the right to request details about:

• The purpose of data collection and processing.
• The categories of personal data we store.
• Third parties with whom we have shared your data.
• The source of the data, if collected from a third party.
• The expected data retention period.

Complaints and Dispute Resolution

If you believe your data protection rights have been violated, you have the right to file a complaint with your local data protection authority. We encourage you to contact us first so we can address your concerns.

If you reside in the European Union, you may also escalate concerns to the European Data Protection Supervisor or your respective national data protection authority.

Contact for Privacy Requests

To exercise any of your rights, submit inquiries, or file complaints, please contact our Privacy Team at :

8. Use of Google Workspace APIs

ULTEH integrates with Google Workspace APIs to enhance the functionality of our services, enabling seamless interactions and improved automation for users who connect their accounts.

Our Commitment to Data Privacy

We want to explicitly affirm that any data obtained through Google Workspace APIs is used solely for the intended service functionalities and is never utilized to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.

How We Use Google Workspace APIs

When users grant permissions for Google Workspace APIs, we use the data strictly to :

• Enable features such as email automation, calendar scheduling, and document integration.
• Process and store only the necessary data required to fulfill service functionalities.
• Maintain security and compliance in handling user data.

9. Data Protection Mechanisms

At ULTEH, we prioritize the security and privacy of your personal data by implementing industry-leading data protection mechanisms.

Security Measures We Implement

• Encryption : All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
• Access Control : Strict role-based permissions ensure that only authorized personnel can access sensitive data.
• Rate Limiting : We implement request limits to prevent abuse and unauthorized access.
• Domain Allowlist : Users can define allowed domains to enhance security and prevent unauthorized agent embeddings.
• Infrastructure Security : Our platform is hosted on AWS infrastructure (us-east-1) and managed by reputable service providers including Supabase, Vercel, and Pinecone.
• Compliance : We comply with international security and data protection standards, including GDPR and SOC 2.
• No AI Training : We do not use your data to train AI models. Instead, we leverage Retrieval-Augmented Generation (RAG) to generate responses while keeping your data private.

10. Data Storage and Retention

ULTEH ensures secure and compliant data storage by hosting user data on protected servers. We store and process data on our servers as well as cloud-based database management services located in the United States.

Where We Store Your Data

User data is stored in encrypted databases managed by third-party cloud service providers. These providers are required to adhere to strict security and data protection policies.

How Long We Retain Your Data

The retention period of your data depends on the nature of the information and how we use it :

• Active Customer Data : Retained for the duration of your business relationship with ULTEH.
• Prospect Data : Retained until it no longer has business value and is purged from our systems.
• Historical & Archival Data : Some data may be retained for auditing, compliance, or analytics purposes.

Your Right to Data Erasure

Users have the right to request data deletion at any time. Upon receiving a verified request, we will securely delete personal data from our systems unless retention is required for legal or compliance reasons.

Requesting Data Deletion or Portability

If you wish to delete, export, or request more information about the storage of your personal data, please contact us at :

11. Children’s Data

ULTEH is committed to protecting the privacy of children. Our services are not designed for, nor do we knowingly collect, personal information from individuals under the age of 13 (or the equivalent minimum age required by applicable laws in specific jurisdictions).

Our Policy Regarding Minors

ULTEH does not knowingly solicit or process personal data from children. If we become aware that we have inadvertently collected information from a minor without verified parental consent, we will take immediate steps to delete such data.

Parental and Guardian Rights

If you believe that a child has provided us with personal data, we encourage you to contact us so that we can take appropriate action, including removal of the data from our systems.

Reporting a Concern

To report a concern or request the deletion of a child’s data, please reach out to us at :

12. Questions, Concerns, or Complaints

Your privacy matters to us. If you have any questions about this Privacy Policy, concerns regarding your personal data, or wish to exercise your privacy rights, we encourage you to contact us.

How to Reach Us

Our Privacy Team is available to assist with inquiries related to data access, modifications, and any complaints about how your personal information is handled.

Escalating a Complaint

If you are dissatisfied with our response or believe your data protection rights have been violated, you may have the right to lodge a complaint with a regulatory authority in your country.

Final Notes

We take all privacy-related concerns seriously and will make every effort to resolve your inquiries in a timely and transparent manner.