Guidia AI — Privacy Policy

Effective date: 09/12/2025

1) Overview

This Privacy Policy explains how Guidia AI collects, uses, shares, and safeguards information when you visit our website, purchase downloads, or access member areas and AI tools.

2) Information we collect

  • Account & Contact Data: name, email, organization, role.

  • Transaction Data: purchase history, subscription details (handled by our payment processors; we do not store full card numbers).

  • Usage Data: pages visited, features used, device/browser info, approximate location, and log data.

  • Support Data: messages you send us and the information you choose to include.

  • AI Input Data: prompts you submit to our copilots/agents (do not include PHI or identifiable resident data).

3) No PHI policy & data minimization

  • We do not permit PHI in any field, prompt, or upload. Redact or anonymize all case details.

  • We collect only what is necessary to provide and improve the service.

4) How we use information

  • Provide, operate, and secure our website, downloads, and member areas.

  • Process transactions, subscriptions, and customer support.

  • Communicate about updates, new content, and service notices.

  • Analyze usage to improve features and performance.

  • Enforce our Terms and protect against fraud, abuse, and misuse.

5) Legal bases (if applicable)

For users in the EEA/UK, our processing is based on performance of a contract, legitimate interests (service operation, security, improvement, fraud prevention), consent (where required), and compliance with legal obligations.

6) Sharing with service providers

We share information with vendors who help us operate the service, such as:

  • Website & memberships: Squarespace

  • Payments: Stripe and/or PayPal

  • AI platform: Relevance AI (for embedding and serving AI features)

  • Analytics/communications: {{e.g., Google Analytics, email provider}}
    We require these providers to use your information only to provide services to us. We do not sell your personal information.

7) Data retention

  • Account and transaction records: retained as required by law and for legitimate business needs.

  • AI input logs: retained for troubleshooting and improvement for 90 days, then deleted or anonymized.

  • You may request deletion of your account; we will retain only what we must for legal, tax, or security purposes.

8) Security

We use reasonable administrative, technical, and physical safeguards. No method of transmission or storage is 100% secure; exercise caution and do not submit sensitive data.

9) Your choices & rights

  • Access/Update: Manage your profile in your account or contact us.

  • Marketing opt-out: Use unsubscribe links in emails.

  • Cookie controls: Adjust browser settings and use our cookie banner preferences.

  • Jurisdictional rights: If you are in a region with privacy rights (e.g., EEA/UK, California), you may have rights to access, delete, correct, or limit use of your data. Submit requests to info@guidia.ai

10) International transfers

If you access our services from outside the United States, your information may be transferred to and processed in the U.S. and other countries that may have different data protection laws.

11) Children

Guidia AI is not directed to children under 16, and we do not knowingly collect personal information from them.

12) Changes to this policy

We may update this Policy from time to time. We will post the new version with an updated effective date and notify you of material changes.

13) Contact us

Questions about privacy: {{privacy@contact}}.

Cookie Notice (Short Form)

We use cookies and similar technologies to run the site, keep you logged in, remember preferences, and analyze traffic. Some cookies are set by our providers (Squarespace, analytics, payments). You can control cookies via your browser settings. By using our site, you consent to our use of cookies as described in this notice.

Accessibility Statement (Optional)

Guidia AI is committed to providing a website that is accessible to the widest possible audience. If you experience any difficulty or need an accommodation to access content, please contact us at {{contact@email}}.

Footer & Squarespace placement checklist

  • Create Terms of Use, Privacy Policy, and Cookie Notice as Not Linked pages; add links in the footer navigation.

  • Add a short no‑PHI disclaimer banner to member-only pages with AI tools.

  • Update Customer Notifications (order/plan emails) to include: “Do not submit PHI” + links to Terms/Privacy.

  • In Cookies & Consent, enable the banner and link to Cookie Notice.

  • Insert your legal details: {{Legal Entity Name}}, mailing address, contact and privacy emails, governing law, refund policy, and data‑retention period.