Privacy Policy
1. Introduction
This Privacy Policy explains how MAIVIZEN LTD handles personal information in connection with AI Business OS.
It applies to the AI Business OS platform, the maivizen.com website, and MAIVIZEN applications used in connection with supported third-party services, including services provided by Meta Platforms.
2. Who we are
MAIVIZEN LTD is a technology company registered in England and Wales under company number 17313635, with its registered office at:
A13 82a James Carter Road
Bury St. Edmunds
Suffolk IP28 7DE
United Kingdom
MAIVIZEN LTD develops and operates AI Business OS.
You can contact us about privacy matters at:
3. Scope of this Privacy Policy
This Privacy Policy covers personal information processed when a business uses AI Business OS and information processed in connection with this website.
Businesses may choose to connect third-party communication services to AI Business OS. Those third-party services operate under their own terms and privacy policies, and this Privacy Policy does not govern how those providers independently process personal information.
MAIVIZEN LTD does not use analytics, advertising trackers or marketing cookies on this website.
Our hosting and security providers may process basic technical information, such as IP address, browser information, request metadata and security-related data, as necessary to deliver, protect and operate the website.
4. Roles of MAIVIZEN LTD and business customers
AI Business OS is provided to businesses.
Where a business uses AI Business OS to manage its own customer records, conversations and related operational information, that business determines the purposes of that processing, and MAIVIZEN LTD processes the information on its behalf and in accordance with its instructions.
Where MAIVIZEN LTD processes personal information for its own purposes — for example, account administration, service administration, security, communications with business customers or compliance with legal obligations — MAIVIZEN LTD determines the purposes of that processing.
The applicable data-protection role therefore depends on the specific processing activity.
5. Categories of information that may be processed
Depending on how a business configures and uses AI Business OS, the following categories of personal information may be processed:
- account and Workspace information;
- customer and contact information supplied or imported by the business;
- conversation and message content;
- attachments associated with conversations;
- identifiers and metadata from connected communication services;
- authorisation information required to establish and maintain a connection;
- technical, security and audit information required to operate and protect the service.
6. Account and Workspace information
When a business creates or uses a Workspace, we process information required to establish, administer and secure it.
This may include the names and email addresses of individuals authorised to use the Workspace, their role within the Workspace, and information associated with their access to the service.
Each business operates within its own Workspace, and Workspace records are separated from those of other Workspaces.
7. Customer and contact information supplied by business customers
A business may record or import information about organisations and individuals with whom it works.
This information is supplied, imported or generated through the business's authorised use of the service and remains under the control of that business, subject to applicable law and the arrangements between the business and MAIVIZEN LTD.
AI Business OS uses this information to support the business's authorised operational activities within its Workspace.
8. Conversation and message information
Where a business connects a supported communication service, messages exchanged through that service may be received and stored so that authorised users of the business can view, manage and respond to them.
Depending on the connected service, this may include:
- message text;
- attachments such as images or documents;
- timestamps;
- message direction;
- technical metadata associated with the conversation.
9. Connected services and platform identifiers
Connected communication platforms may provide identifiers relating to the connected account, Page, channel or person involved in a conversation.
AI Business OS may store these identifiers in order to associate messages and related activity with the correct:
- connected service;
- Workspace;
- conversation;
- customer record, where the business chooses to make that association.
10. Facebook and Meta-connected services
A business may choose to connect a Facebook Page or another supported Meta service that it is authorised to manage.
The connection is established through Meta's authorisation process. MAIVIZEN LTD does not ask businesses to provide their Facebook passwords and does not take ownership or control of a business's Page.
Once a supported Page is connected, information made available through the authorised connection may be received by AI Business OS so that the business can view and respond to relevant conversations within the platform.
A business may disconnect a supported Meta connection. Once disconnected, AI Business OS will no longer use that connection to retrieve new information from the connected service, subject to any processing necessary to complete, secure or record activity already received.
11. Other connected communication services
A business may choose to connect other communication services supported by AI Business OS.
Each connection is initiated or authorised by the business and is subject to the permissions, technical requirements, terms and privacy practices of the relevant third-party provider.
The same principles described in this Privacy Policy apply to personal information processed through those supported connections.
12. Credentials and authorisation information
Maintaining a connection to a third-party service may require authorisation information issued by that provider.
AI Business OS is designed to protect such information using encrypted or sealed storage and access controls.
Stored authorisation credentials are not intended to be exposed through normal user interfaces after storage and are designed not to appear in routine application logs.
They are used only as necessary to operate the connection within the permissions authorised by the business.
13. Purposes for processing
Depending on the context and MAIVIZEN LTD's role, personal information may be processed to:
- provide, administer and maintain AI Business OS;
- establish and manage business accounts and Workspaces;
- receive, organise and display authorised conversations;
- enable authorised business users to respond through supported connections;
- maintain customer and conversation records;
- maintain the security, integrity and reliability of the service;
- investigate errors, misuse or security incidents;
- communicate with business customers;
- comply with applicable legal obligations.
14. Lawful bases
Where MAIVIZEN LTD acts as a controller, we process personal information on an appropriate lawful basis under applicable data-protection law.
Depending on the processing activity, this may include:
- performance of a contract or taking steps connected with a contract;
- compliance with a legal obligation; and
- our legitimate interests in operating and securing AI Business OS, preventing misuse, maintaining service integrity and communicating with business customers.
Where we rely on legitimate interests, we consider whether those interests are appropriate in light of the rights and interests of the individuals concerned.
Where MAIVIZEN LTD processes personal information on behalf of a business customer, that business is responsible for determining the lawful basis for the processing it instructs us to perform.
15. AI-enabled functionality
AI-enabled capabilities are being developed as part of AI Business OS.
They are intended to be optional and controlled by each business.
Where such capabilities become available and a business chooses to enable or configure them, information necessary to provide those capabilities may be processed using the AI provider or configuration selected for that purpose.
AI Business OS does not automatically process every message.
16. Service providers
MAIVIZEN LTD may use third-party service providers to support the technical infrastructure and operation of AI Business OS, including services such as hosting, storage and communications infrastructure.
These providers may process personal information only to the extent necessary to provide the relevant services to MAIVIZEN LTD and subject to applicable contractual and data-protection requirements.
MAIVIZEN LTD does not sell personal information.
17. Security
MAIVIZEN LTD applies technical and organisational measures appropriate to the nature of the information handled through the service.
These measures may include:
- protection of authorisation credentials;
- separation of Workspace data;
- role-based access controls;
- restrictions intended to prevent sensitive credentials from appearing in routine application logs.
No method of electronic transmission or storage is completely secure.
MAIVIZEN LTD does not claim any security certification or regulatory accreditation.
18. International transfers
Personal information may be processed in a country other than the country in which it was originally collected.
Where applicable law requires safeguards for an international transfer, MAIVIZEN LTD takes steps intended to ensure that the transfer is made using an appropriate lawful mechanism and remains subject to appropriate protection.
19. Data retention
MAIVIZEN LTD retains personal information only for as long as reasonably necessary for the purposes for which it is processed, subject to the instructions of the relevant business customer where MAIVIZEN LTD processes information on that customer's behalf.
Different categories of information may require different retention periods because of operational, security, fraud-prevention, dispute-resolution, audit, record-keeping or legal requirements.
When information is no longer required, it may be deleted, anonymised or otherwise removed in accordance with the applicable retention process.
Information removed from active systems may remain for a limited period in backups or other protected recovery systems until those copies are rotated or expire in accordance with the applicable backup-retention process.
20. Data deletion
Requests relating to deletion of information can be made as described on our Data Deletion page:
https://maivizen.com/data-deletion
The handling of a deletion request may depend on whether MAIVIZEN LTD processes the relevant information for its own purposes or on behalf of a business customer.
Where MAIVIZEN LTD processes information on behalf of a business customer, we may need to work with or refer the request to that business.
21. Individual privacy rights
Depending on applicable law and the circumstances of the processing, individuals may have rights in relation to their personal information, including rights of:
- access;
- correction;
- deletion;
- restriction;
- objection;
- portability.
Where MAIVIZEN LTD processes information on behalf of a business customer, requests concerning that information will normally be handled by the business that controls the relevant records.
If you contact MAIVIZEN LTD directly about information processed on behalf of a business customer, we may assist that business in responding or direct you to the relevant business.
Individuals in the United Kingdom may also have the right to raise a concern with the Information Commissioner's Office (ICO).
22. Third-party services
Third-party platforms connected to AI Business OS operate independently under their own terms, privacy policies and technical rules.
This Privacy Policy does not govern how those third-party providers independently handle personal information.
23. Children's information
AI Business OS is a service for businesses and is not directed at children.
MAIVIZEN LTD does not knowingly seek to collect personal information directly from children through AI Business OS.
If we become aware that personal information relating to a child has been processed in circumstances that require action under applicable law, we will take appropriate steps, including working with the relevant business customer where that business controls the information.
24. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to AI Business OS, our processing activities or applicable requirements.
The version published on this page is the current version.
When this Privacy Policy changes, the updated version will be published on this page.
25. Contact
For privacy-related questions, please contact:
MAIVIZEN LTD
A13 82a James Carter Road
Bury St. Edmunds
Suffolk IP28 7DE
United Kingdom
Company number: 17313635
Email: contact@maivizen.com