Privacy Policy

1. Introduction

Adonna ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Client Intelligence Operating System and related services.

We are a Colorado-based company and comply with applicable federal and state privacy laws, including the Colorado Privacy Act (CPA).

2. Information We Collect

Information you provide

• Account information: Name, email address, password, and billing information when you create an account.
• Client data: Information about your clients that you input into our platform, including names, contact information, notes, and relationship history.
• Communications: Messages you send to us for support or feedback.

Information collected automatically

• Usage data: How you interact with our platform, features used, and performance metrics.
• Device information: Browser type, operating system, and device identifiers.
• Log data: IP address, access times, and pages viewed.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices, updates, and support messages
• Respond to your comments and questions
• Analyze usage patterns to improve your experience
• Protect against fraudulent or illegal activity

4. Data Sharing and Disclosure

We do not sell your personal information.

We may share your information only in the following circumstances:

• Service providers: Third-party vendors who assist in providing our services (e.g., payment processing, hosting).
• Legal requirements: When required by law or to protect our rights.
• Business transfers: In connection with a merger, acquisition, or sale of assets.
• With your consent: When you explicitly authorize us to share your information.

5. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS) and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Secure data centers with physical security measures

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. You may request deletion of your data at any time by contacting us.

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate personal data.
• Deletion: Request deletion of your personal data.
• Portability: Request a portable copy of your data.
• Opt-out: Opt out of certain data processing activities.

To exercise these rights, please contact us.

8. Cookies and Tracking

We use cookies and similar technologies to improve your experience, analyze usage, and personalize content. You can control cookies through your browser settings.

9. Third-Party Subprocessors and AI Processing

We use trusted third-party providers ("subprocessors") to operate the platform. Some process data on our behalf to deliver core features; others receive data only when you choose to connect an integration. Each has its own privacy policy, which we encourage you to review.

AI processing

Adonna is an AI-powered assistant. To generate insights, drafts, briefings, and voice interactions, relevant content you provide is sent to third-party AI providers for processing. On supported features we replace common identifiers — email addresses, phone numbers, Social Security numbers, payment card numbers, and street addresses — with placeholder tokens before sending content for analysis, and these placeholder mappings are held in memory only and are never stored. This tokenization is pattern-based, covers a limited set of identifiers, and is not applied to every feature, so some content (for example meeting transcripts, email analysis, and briefings) may be sent to AI providers without tokenization.

Protected health information (PHI): Adonna is not configured for, and is not intended to process, protected health information. Please do not enter PHI. We do not currently offer HIPAA Business Associate Agreements.

Current subprocessors

• AI / language models: OpenAI, Groq, and Anthropic — generate analysis, insights, and drafts.
• Voice: Google (real-time voice), Deepgram (speech-to-text), and OpenAI (speech) — power voice interactions.
• CRM (only if you connect one): Salesforce, HubSpot, and Follow Up Boss — sync your client and contact data.
• Email & calendar (only if you connect one): Google and Microsoft — read and manage your messages and events.
• Communications: Resend (transactional email) and Twilio (SMS notifications).
• Payments: Stripe — processes subscription billing; we do not store full card numbers.
• Infrastructure: cloud hosting, storage, and secrets-management providers that run the platform.

This list reflects our subprocessors as of the "Last updated" date above and may change as we add or remove providers. We will update this page when the set materially changes.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy, please contact us:

The Wow Factory
Contact us
Colorado, USA