Privacy Policy

TechManager AI is operated by Aiivars LLC, an Arizona limited liability company, doing business as TechManager AI ("Company," "we," "our," or "us"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

1. Information We Collect

Information You Provide

We collect information you voluntarily provide, including:

• Account Information: Name, email address, company name, job title, phone number
• Billing Information: Payment card details, billing address (processed by third-party payment processors)
• Communications: Messages you send us, support tickets, feedback
• User Content: Data you upload or input into our services

Information Collected Automatically

When you visit our website or use our services, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent, clicks, referring URLs
• Cookies and Tracking: See "Cookies and Tracking Technologies" section below

2. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Google Analytics to understand how visitors use our site
• Marketing Cookies: To measure advertising effectiveness
• Live Chat Cookies: Tawk.to live chat to provide real-time support and remember your chat history

Third-Party Services:

• Google Tag Manager (GTM) and Google Analytics: We use these services for website analytics and marketing measurement. These services may collect data according to their own privacy policies. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
• Tawk.to: We use Tawk.to to provide live chat support on our website. Tawk.to may collect your IP address, browser information, pages visited, and any information you provide during a chat session (such as your name, email, or questions). This data is processed by Tawk.to according to their Privacy Policy.
• Cal.com: We use Cal.com for appointment scheduling. When you book a meeting, Cal.com processes the information you provide according to their privacy policy.

Global Privacy Control (GPC) & Do Not Track: We honor the Global Privacy Control (GPC) browser signal. When detected, analytics and advertising cookies are automatically denied. GPC is the successor to the legacy "Do Not Track" (DNT) signal and is recognized under the CCPA/CPRA. You can also manage your cookie preferences at any time using the cookie banner or the "Cookie Settings" link in our footer.

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send promotional communications (with your consent)
• Respond to your comments, questions, and support requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and security incidents
• Comply with legal obligations

4. AI and Customer Data

TechManager AI uses an ensemble of large language models from Anthropic (Claude), OpenAI (ChatGPT / GPT-4), and Microsoft (Copilot / Azure OpenAI) to deliver the platform's capabilities. Specific queries are routed to the model best suited to the task. The following applies:

• No training on Customer Data: Customer Data sent to these providers is processed in their US-based enterprise environments and is not used to train their general-purpose models, per each provider's API and business terms.
• HIPAA workloads: For HIPAA-covered workloads, we route Protected Health Information only to providers with an executed Business Associate Agreement (BAA).
• Our own models: We do not use your personal data or Customer Data to train our own artificial intelligence or machine learning models without your explicit consent. Aggregated, anonymized data may be used for service improvement.
• Automated decision-making: Some service actions (ticket triage, routing, suggested responses) are produced by AI. High-risk actions require human approval. Customers retain the right to request human review of any AI-generated decision affecting them by contacting privacy@techmanager.ai.

For the complete list of subprocessors that receive Customer Data, see our Compliance & Security page.

5. How We Share Your Information

We may share your information with:

• Service Providers: Third parties who perform services on our behalf (hosting, payment processing, analytics)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, subpoena, or government request
• Protection of Rights: To protect our rights, privacy, safety, or property

We do not sell your personal information.

6. Data Retention

We retain your personal information for the following periods:

• Account Information: Duration of your account plus 3 years after account closure
• Billing and Payment Records: 7 years (as required for tax and legal compliance)
• Support Communications: 5 years from date of communication
• Usage and Analytics Data: 3 years from date of collection
• Marketing Preferences: Until you unsubscribe, plus 3 years to honor opt-out requests
• Security Logs: 1 year for standard logs; longer if related to an incident investigation

HIPAA-Covered Data: For customers with a Business Associate Agreement (BAA), Protected Health Information (PHI) is retained for a minimum of 6 years as required by HIPAA, or longer if required by state law.

Enterprise Customers: Custom retention periods may be negotiated as part of your service agreement.

When you delete your account, we will delete or anonymize your personal information within 90 days, unless retention is required by law or contract. You may request earlier deletion by contacting privacy@techmanager.ai.

7. HIPAA Business Associate Role

When a healthcare customer (Covered Entity) uses TechManager AI to process Protected Health Information (PHI), Aiivars LLC acts as a Business Associate under HIPAA. In that role, we process PHI only on the customer's documented instructions and only under an executed Business Associate Agreement (BAA). To request a BAA, contact legal@techmanager.ai. Customers should not submit PHI to the platform before a BAA is executed. See our Data Processing Agreement for full processor obligations.

8. Data Security

We implement appropriate technical and organizational security measures, including:

• Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256)
• Access controls and authentication requirements
• Regular security assessments and monitoring
• Employee training on data protection

Security Incident Notification. If we become aware of a confirmed security incident affecting your personal information, we will notify affected customers without undue delay, and in no event later than 72 hours after discovery, consistent with applicable breach notification laws (including HIPAA where a BAA applies). Notification will include the nature of the incident, the categories of data affected, and the measures we have taken or recommend in response.

No method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

9. Your Privacy Rights

All Users

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of marketing communications
• Request human review of any AI-generated decision that materially affects you

US State Privacy Rights

If you are a resident of California, Colorado, Connecticut, Oregon, Texas, Utah, or Virginia, you have additional rights under your state's privacy law, which may include:

• Right to Know / Access: Request disclosure of the categories and specific pieces of personal information we collected about you
• Right to Delete: Request deletion of your personal information
• Right to Correct: Request correction of inaccurate personal information
• Right to Portability: Receive a copy of your personal information in a portable format
• Right to Opt-Out of Sale or Sharing: We do not sell your personal information. We do not share it for cross-context behavioral advertising.
• Right to Opt-Out of Profiling: For decisions that produce legal or similarly significant effects
• Right to Non-Discrimination: We will not discriminate against you for exercising these rights

Sensitive Personal Information. Where you submit categories of information classified as Sensitive Personal Information under California (CPRA) or other applicable state law, including health information, we limit processing to what is necessary to provide the service you requested or as otherwise required by law.

To exercise any of these rights, contact us at privacy@techmanager.ai. We will verify your identity and respond within the timeframe required by your state's law (generally 45 days, with one extension permitted where allowed).

10. Geographic Scope and Data Location

TechManager AI services are intended for businesses operating in the United States. All Customer Data and personal information is processed and stored in the United States. We do not actively market to or serve customers outside the United States. If you access the service from outside the United States, you do so at your own risk and are responsible for compliance with local laws.

11. Children's Privacy

Our services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn we have collected personal information from a child under 16, we will delete that information promptly. If you believe we have collected information from a child under 16, please contact us at privacy@techmanager.ai.

12. Third-Party Links and Services

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any personal information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after such changes constitutes acceptance of the updated Privacy Policy.

14. Related Policies

This Privacy Policy should be read together with the following documents, which form one cohesive policy set:

• Terms of Service — service agreement, acceptable use, billing
• Compliance & Security — security controls, subprocessor list, certifications
• Data Processing Agreement — for business customers processing personal data through the platform

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Privacy Inquiries: privacy@techmanager.ai
General Support: support@techmanager.ai
Company: Aiivars LLC
Website: techmanager.ai