Privacy Policy

rAIma operates through two providers:

• rAIma Canada: Raima Integration Technologies, a registered business name in the Province of Alberta, Canada.
• rAIma Ghana: Raima Integration Technologies Ltd., a company incorporated in the Republic of Ghana and registered with the Data Protection Commission of Ghana.

In this policy, "rAIma", "we", "us" and "our" mean whichever provider collects or handles your information. For clients, this is the provider named in your proposal, Statement of Work, order form or invoice. If none is named, it is rAIma Canada.

For any question about this policy or your information, contact us at legal@raima.io.

How we handle information depends on whose information it is.

• When you deal with us directly, for example when you visit our website, book a discovery call, or become a client, we decide how your information is used and we are responsible for it under this policy.
• When we build or run systems for our clients, for example a chatbot on a client's website or an event assistant at a client's conference, we handle information on our client's behalf and follow their reasonable written instructions. Our client remains the owner of that data and is responsible for having the right to collect it. In those cases, the client's own privacy policy applies, and you should contact them first. We will support them in responding to you.

Information you give us

• Enquiries and bookings: your name, work email, company, phone or WhatsApp number, the services you are interested in, and anything you tell us about your business.
• Client relationships: contact details for your team, billing details, project information, and the materials, access and data you provide so we can deliver the services.
• Support requests: your name, email and the details of your request.
• Event and speaking enquiries: details about your organization and event.

Information collected automatically

• Basic technical information when you visit our website, such as browser type, device, approximate location (country or city) and pages viewed.
• Cookies and similar technologies, as described in Section 9.

Conversations with our AI assistants

• When you chat with an assistant on our own website, your messages and the replies are recorded so we can answer you, follow up and improve our service.

Event information (AI Conference Experience)

• When we run an AI Conference Experience, we may handle session recordings and transcripts, questions sent to the event assistant, poll responses and engagement data. We do this on the event organizer's behalf, as described in Section 2. Speakers may opt out of transcription or publishing, and a recording notice is shown at the venue and in the assistant's welcome message.

We use your information to:

• Respond to your enquiries and arrange discovery calls.
• Prepare proposals and deliver, manage and support the services you ask for.
• Send you information you request, project updates and service notices.
• Invoice, collect payment and keep business records.
• Improve our website, services and assistants.
• Keep our systems and your data secure, and prevent misuse.
• Meet our legal, tax, accounting and regulatory obligations.

We only send marketing messages if you have agreed to receive them, and you can unsubscribe at any time.

• Our assistants answer using approved information about the business or event they serve. When an assistant does not know the answer, it says so and points you to a person.
• We use trusted AI model and cloud providers to power our systems. Information is shared with them only as needed to provide the service, and we choose providers that apply appropriate data protection measures.
• We do not use your personal information, or our clients' data, to train public AI models.
• Our team reviews AI-generated content, such as event session summaries, before it is published.
• AI can make mistakes. Important decisions about people should always involve human review, as set out in our Terms of Service.

We do not sell your personal information. We share it only with:

• Service providers that help us run our business and deliver our services, such as website hosting, forms and email, scheduling, cloud storage, automation platforms, messaging platforms such as WhatsApp, payment processors, and AI model providers. They may only use your information to provide services to us.
• rAIma team members and contractors who need it to deliver the services, under confidentiality obligations.
• Our clients, when we handle information on their behalf (see Section 2).
• Professional advisers, such as lawyers, accountants and auditors.
• Authorities, when the law requires it, or to protect our rights, our clients or the public.
• A successor business, if rAIma is restructured, merged, acquired or sold, under the same protections.

We may name business clients and show their logos in our portfolio, as allowed in our Terms of Service. We never publish case studies, testimonials or results about a client without their written approval.

We serve clients internationally, and our team and service providers work from several countries, including Ghana and Canada. This means your information may be stored or handled outside your own country. When it is, we take reasonable steps to keep it protected in line with applicable law.

We keep personal information only as long as we need it:

• Enquiries and bookings that do not become projects: up to 24 months.
• Client records: for the length of our relationship, then as required for legal, tax and accounting purposes, or to support or defend a claim.
• Client data on rAIma-managed systems: kept for at least 30 days after an engagement ends so the client can request an export, then deleted or returned, unless the law requires us to keep it.
• Backups: copies in routine backups are removed when those backups are overwritten in the normal course.

Our website uses:

• Essential cookies, which the site needs to work, such as remembering your cookie choice. These are always on.
• Analytics cookies, which help us understand how visitors use the site so we can improve it. These are only used if you accept them.

You can change your choice at any time using "Cookie settings" at the bottom of every page, or through your browser settings.

We use commercially reasonable technical and organizational safeguards, including access controls, encrypted connections, secure credential handling and trusted providers. Only people who need your information to do their work can access it.

No system is completely secure. If a security incident affects personal information we are responsible for, we will act quickly to contain it, and notify affected clients without undue delay, as well as individuals and regulators where the law requires.

Depending on where you live, you may have the right to:

• Ask what personal information we hold about you and get a copy.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete your information.
• Object to or limit how we use your information.
• Withdraw your consent at any time, where we rely on consent.
• Make a complaint to a data protection authority.

To use any of these rights, email legal@raima.io. We may need to confirm your identity first, and we will respond within the time the law requires. If your request is about information we handle for one of our clients, we will pass it to them and help them respond.

If you are not satisfied with our response, you can contact:

• In Ghana: the Data Protection Commission.
• In Canada: the Office of the Information and Privacy Commissioner of Alberta, or the Office of the Privacy Commissioner of Canada.

Our clients keep ownership of their data. When we handle personal information for a client, we use it only to provide the services, limit access to those who need it, and return or delete it at the end of the engagement, as set out in Section 18 of our Terms of Service. Clients who need a separate Data Processing Agreement can request one at legal@raima.io.

Our services are designed for businesses and organizations. We do not knowingly collect personal information from children through our website. If you believe a child has given us information, contact us and we will delete it.

Our website and assistants may link to other sites and platforms, such as WhatsApp, Instagram and Facebook. Their own privacy policies apply when you use them.

We may update this policy to reflect changes in our services, technology or the law. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will also notify clients with active services by email.

Privacy questions and requests: legal@raima.io
Client support: support@raima.io
General enquiries: info@raima.io
Website: raima.io