1. Who We Are

• SSYP Solutions LLC (“Company,” “we,” “our,” or “us”) is the customer-facing entity responsible for providing the Services and acting as the Data Controller of your personal information.

• IdealAi, LLC owns the trademarks, core intellectual property, and proprietary technology licensed to SSYP Solutions LLC but does not act as the Data Controller.

2. Scope

This Policy applies to all idealAi products and applications, including but not limited to:

• idealAi Notetaker (meeting transcription, analytics, and insights)

• idealAi Coach (personalized AI coaching)

• idealAi Roleplays & Simulations

• idealAi Relationship Manager & TeamPulse

• idealAi Habit Tracks (habit tracking and personal development)

• idealAi Social (collaboration and peer-to-peer learning)

• idealAi Admin Panels and Dashboards

• idealAi Websites and related online services

3. Information We Collect

3.1 Information You Provide

• Account & Profile Data: Name, email address, phone number, password, optional demographics (age, role, organization, location).

• Coaching, Roleplays & Simulations: Written/spoken responses, uploaded files, assessments, feedback, and goals.

• Relationship & TeamPulse Data: Relationship ratings, team dynamics, peer feedback.

• Habits & Growth Data: Habit logs, streaks, reflections, well-being entries, custom metrics.

• Meeting Data (Notetaker): Audio/video recordings, transcripts, summaries, action items, emotional tone analysis (only when you initiate recording).

• Social & Community Data: Posts, comments, reactions, peer interactions.

• Admin & Organization Data: Role assignments, permissions, integrations, uploaded benchmarking data.

• Support Requests: Bug reports, feedback, survey responses, or communications with our support team.

3.2 Information Collected Automatically

• Device & Usage Data: IP address, device identifiers, app interactions, crash logs.

• Cookies & Analytics: Use of cookies and third-party analytics to understand usage.

3.3 Integrated Data Sources (Optional)

If you choose to connect third-party services, we may process:

• Calendars (Google, Outlook)

• Wearables (e.g., Garmin, Fitbit, WHOOP, via integrations)

• Collaboration Tools (e.g., Slack, Teams, Asana, Trello)

• Project & HR Systems (optional integrations chosen by your organization)

4. How We Use Your Information

We use your information to:

1. Provide and Improve Services – operate features, generate transcripts, insights, coaching outputs, and recommendations.

2. Personalize Experiences – tailor content to your goals, values, communication style, and personality.

3. Support Collaboration – track team health, habits, and engagement to strengthen performance and trust.

4. Ensure Security and Compliance – protect accounts, monitor misuse, and meet SOC 2, GDPR, and CCPA/CPRA obligations.

5. Communicate With You – respond to requests, send updates, and share optional educational content.

6. Research and Improve – develop anonymized and aggregated benchmarks, analytics, and new features.

5. Artificial Intelligence & Data Processing

• Processing: Our AI models process transcripts, inputs, and other data to provide outputs such as summaries, role-fit analyses, and coaching recommendations.

• Ownership: You or your organization retain ownership of outputs. SSYP Solutions LLC and IdealAi, LLC own the underlying models.

• No Training of Public Models: We do not use your personal data to train public AI systems.

• Accuracy: Outputs may not always be correct. You should validate before relying on them.

• Sensitive Decisions: AI outputs may not be used for employment, housing, credit, health, or other legally significant decisions without human oversight.

6. Sharing of Information

We may share information only under limited circumstances:

• With Your Consent – e.g., if you share transcripts, reports, or analytics.

• With Service Providers – sub processors under contract (e.g., hosting, analytics, transcription, payments).

• For Legal/Safety Purposes – to comply with law, protect rights, or prevent fraud.

• As Aggregated/De-Identified Data – for benchmarking and research, without identifying you.

• Never for Independent Marketing – we do not sell or share your data for third-party advertising.

7. Security

We use industry-standard safeguards, including:

• Encryption in transit (TLS) and at rest (AES-256).

• Role-based access controls and multi-factor authentication.

• Continuous monitoring, auditing, and alignment with SOC 2 requirements.

No system is completely secure. If a data breach occurs, we will notify you as required by law.

8. Data Retention

• Meeting transcripts, relationship data, and habit logs are retained while your account is active or until you delete them.

• Account and billing information may be retained as required by law (e.g., for tax or auditing).

• If your account is provisioned by an employer/organization, retention and deletion may be governed by that organization’s policies.

9. Your Rights

Depending on your location, you may have rights under GDPR, CCPA/CPRA, or other privacy laws, including:

• Access & Portability – request a copy of your data.

• Correction – request correction of inaccurate data.

• Deletion – request deletion of your personal information (“right to be forgotten”).

• Restriction/Objection – limit or object to processing.

• Withdrawal of Consent – opt out of marketing or optional processing.

• Automated Decisions – not be subject to AI-only decisions with legal effects.

If your account is managed by an organization, some rights may be exercised through your administrator.

10. International Data Transfers

We may transfer data across regions to operate the Services. Where required, we use safeguards such as Standard Contractual Clauses (SCCs) for cross-border transfers.

11. Changes to this Policy

We may revise this Policy from time to time. The most current version will always be posted on our website. If changes are material, we will notify you or your organization.

12. Contact Us

For questions or to exercise your rights:

privacy@theideal.ai

1910 Pacific Ave

Suite 2000 - 1507

Dallas, TX 75201

United States

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‍Disclaimer: idealAi is a product owned by theIdealAi, LLC and licensed to Envizien LLC, which provides services to customers under this Policy.

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