1. Introduction

AVENA AI (“we”, “us”, “our”) provides artificial intelligence services, automation tools, and digital solutions for businesses.
We operate as a sole proprietorship (personne physique) based in Belgium and offer our services internationally.

This Privacy Policy explains how we collect, use, and protect personal data when users interact with our website, services,

AI tools, and communication channels.

We comply with:

GDPR (EU Regulation 2016/679)

General international privacy standards

Best practices for AI data handling

By using our services, you agree to the terms described below.

2. Contact Information

Business Name: AVENA AI
Address: Rue Jules Francqui 12, 1190 Forest, Belgium
Email: [email protected]
Website: https://avena.ai
Data Controller: AVENA AI (personne physique, Belgium)

3. Information We Collect

We collect the following categories of personal data:

3.1 User-Provided Information

Contact details (name, email, phone number)

Form submissions

Business information voluntarily provided by clients

3.2 AI Interaction Data

User inputs

Messages, prompts, and conversations processed by AI

Automated qualification or appointment data

3.3 Payment Information

Handled securely through Stripe.
We do not store full card numbers.

3.4 Usage & Tracking Data

Collected through:

Google Analytics

Facebook Pixel

Cookies and similar tracking technologies

System logs from GoHighLevel (GHL)

4. How We Use Your Data

We use personal data to:

4.1 Provide and Improve Services

Respond to your requests

Operate AI chatbots and automations

Improve user experience and system performance

4.2 Automated Processing

Our AI systems may:

Qualify leads

Route conversations

Assist with scheduling

No fully automated decisions produce legal or significant effects without human oversight.

4.3 Marketing & Communication

Email marketing (opt-out available)

Service notifications

Retargeting through tracking pixels

4.4 Compliance and Security

Fraud prevention

Legal compliance

System monitoring

5. Legal Basis for Processing (GDPR)

We process personal data under the following legal bases:

Performance of a contract (providing services)

Legitimate interests (improving systems, analytics)

Consent (cookies, marketing)

Legal obligation (accounting, compliance)

6. Cookies and Tracking Technologies

We use:

Google Analytics

Facebook Pixel

Essential cookies

Functional and performance cookies

Potential additional analytics tools via GHL

You may disable non-essential cookies via your browser settings or cookie banner (if implemented).

7. Third-Party Services

We share data with trusted processors only when necessary:

GoHighLevel (GHL)

CRM, form storage, user management, automations.
Servers primarily located in the United States.

OpenAI

Processes user prompts to generate AI responses.
Conversations may be retained according to OpenAI’s policies.

Stripe

Secure payment processing.
No card details are stored by AVENA AI.

Twilio

Messaging, phone automation, SMS delivery.

Each third-party operates under their own privacy policy and compliance standards.

8. International Data Transfers

Because we rely on GoHighLevel, OpenAI, and Twilio, some data may be transferred to the United States.
We rely on:

Standard Contractual Clauses (SCCs)

GDPR-compliant safeguards provided by these platforms

We do not sell data to third parties.

9. Data Retention

We keep personal data:

As long as your account exists,

Or until you request deletion,

Or as required for legal, tax, or compliance purposes.

AI conversations may be briefly retained for service quality and troubleshooting.

10. Your Rights (GDPR)

You have the right to:

Access your data

Correct your data

Delete your data

Restrict processing

Object to marketing

Withdraw consent at any time

Request data portability

To exercise your rights, contact: [email protected]

11. Security Measures

We take appropriate technical and organizational steps, including:

Encryption

Secure servers

Access controls

Monitoring and logging

SSL/TLS protection

No method of transmission is 100% secure, but we follow industry best practices.

12. Age Restrictions

Our services are intended for users aged 18 and older.
We do not knowingly collect data from minors.

13. Updates to This Policy

We may update this Privacy Policy to reflect changes in laws or our services.
The latest version will always be available on our website.

14. Contact

For privacy questions, concerns, or requests:

📧 [email protected]
🏢 Rue Jules Francqui 12, 1190 Forest, Belgium
🌐 https://avena.ai