Covena is committed to protecting the privacy of users of the Covena Portal CRM service ("Service"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service. By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

To provide the Covena Portal service, we collect information from your connected email account(s) and your usage of the Service. This includes:

• Email Account Information: When you connect your email account, you grant us full access to your inbox. We access and collect data including:

• Email Content: The full content of emails in your connected inbox (both inbound and outbound).

• Email Metadata: Information such as sender, recipient(s), CC/BCC, subject line, date, time, and technical headers.

• Attachments: We may process information about attachments, although we typically do not store the full content of attachments unless necessary for specific features [Adjust this if you do store attachment content].

• Analytics Data: We generate analytics based on your email data, specifically inbound and outbound email analytics, communication frequency, patterns, response times, and other interaction metrics. This data is derived from your email content and metadata but is processed to provide aggregated insights.

• Usage Data: Information about how you access and use the Service, such as the pages you visit, features you use, and the time and duration of your activity.

• Account Information: Information you provide when you create an account, such as your name, email address, and company name.

2. How We Use Your Information

We use the information we collect solely for the following purposes:

• To Provide and Maintain the Service: Accessing and processing your email data is fundamental to providing the core CRM functionality of Covena Portal, including displaying email history, organizing communications, and generating analytics.

• To Generate Analytics: We use your email data to generate insights into your communication patterns (inbound and outbound email analytics) to help you understand and manage your customer interactions.

• To Improve the Service: We use usage data and aggregated/anonymized email analytics to understand how the Service is used and identify areas for improvement.

• To Communicate with You: To send you service updates, technical notices, security alerts, and support and administrative messages.

• To Ensure Security: To monitor for and prevent fraudulent, abusive, or illegal activity.

We will never use the content of your emails for purposes other than providing and improving the Covena Portal service for you.

3. How Information is Shared

We do not sell or rent your personal information. We may share your information in the following circumstances:

• With Third-Party Service Providers: We use third parties to assist us in providing the Service. This includes Unipile, which is used for email integration. These providers are obligated to protect your information and use it only for the purposes for which they were engaged. They will have access to your email data as necessary to perform their functions, but are not permitted to use it for other purposes.

• For Legal Reasons: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency request).

• In Case of Business Transfer: If Covena is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.

• With Your Consent: We may share your information with your explicit consent.

4. Data Security

We take reasonable measures to protect the data we collect and store. We use a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosure. We store your data safely. However, no method of transmission over the Internet or method of electronic storage is 100% secure.

5. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When your account is terminated and you disconnect your email, we will delete or anonymize your email data within a reasonable timeframe, subject to any legal obligations to retain certain data.

6. Your Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal data, including:

• The right to access the personal data we hold about you.

• The right to request correction of inaccurate personal data.

• The right to request deletion of your personal data.

• The right to object to or restrict the processing of your personal data.

• The right to data portability.

To exercise any of these rights, please contact us using the contact information provided below.

7. Third-Party Links

The Service may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18.

9. Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

10. Contact Information

If you have any questions about this Privacy Policy, please contact us at: support@covena.ai