Privacy Policy

1. Introduction

Ottreon is an AI automation agency that builds and operates workflow automation, AI chatbots, voice AI, CRM integrations, appointment scheduling, and custom business automation on behalf of its clients. This Privacy Policy explains how Ottreon collects, uses, stores, and protects information when you visit https://ottreon.com or engage Ottreon to deliver automation services for your business.

2. Information We Collect

Personal & Business Information

When you contact Ottreon, request a consultation, sign up for our services, or communicate with our team, we may collect information such as your name, email address, phone number, company name, job title, and other details you voluntarily provide. To design, configure, and manage your AI automations, we may also collect business-related information including workflow preferences, integration requirements, operational processes, CRM details, scheduling preferences, and other data necessary to deliver the services you have requested. We collect only the information that is relevant to providing and improving our services.

Connected Services & Integrations

• To provide secure, reliable, and efficient AI automation services, you may choose to authorize Ottreon to connect with trusted third-party platforms such as Google Workspace, Microsoft 365, HubSpot, Slack, Calendly, Stripe, WhatsApp Business, and other supported applications. These connections enable our workflows to perform the tasks and automations you have specifically requested.
• We request and access only the permissions and information that are necessary to deliver the approved automation services. Ottreon does not request excessive permissions, access unrelated files or emails, modify information outside your authorized workflows, or interact with data that is not required to provide the requested functionality.
• All connected accounts and integrations are used solely to operate, maintain, and improve the automation services you have authorized. We are committed to handling connected service data responsibly and securely, ensuring that your information is accessed only for its intended purpose and in accordance with this Privacy Policy.

3. OAuth Permissions

Ottreon integrates with Google, Microsoft, and other platforms using OAuth 2.0 authentication. When you grant Ottreon OAuth access to your account, we request only the permissions required to perform the automations you have explicitly authorized. We do not read emails unrelated to your workflow, access files outside your approved automation scope, modify data you have not authorized us to change, or perform any actions beyond the workflows you have approved. Google user data is never sold or shared with unauthorized parties. Access to your Google account is limited to the scopes granted, and you can revoke Ottreon's access at any time through your Google account settings at myaccount.google.com/permissions.

4. How We Use Information

We use the information collected through Ottreon's services to deliver, operate, and improve our AI automation solutions. This includes executing automated workflows, scheduling appointments and reminders, synchronizing CRM records, managing lead generation and follow-up processes, enabling API and third-party software integrations, providing customer support, monitoring system performance, and maintaining the reliability and security of our services. Your information is processed only for the purposes necessary to provide the services you have requested or authorized. We do not use your data for unrelated activities, and we remain committed to handling your information responsibly, transparently, and in accordance with this Privacy Policy.

5. Credential Handling

Ottreon uses secure OAuth authentication whenever it is supported by a third-party platform, allowing you to connect your accounts without sharing your passwords with us. We request only the permissions required to deliver the AI automations and workflow services you have authorized, ensuring that access is limited to the specific functionality necessary to operate your workflows.

OAuth access tokens and related credentials are handled using appropriate security measures and are accessible only to authorized systems and personnel responsible for maintaining your automations. We do not request unnecessary permissions, store passwords when OAuth authentication is available, or use your credentials for any purpose outside the services you have approved.

You remain in full control of your connected accounts at all times. If you choose to disconnect a service, you can revoke Ottreon's access directly through the security or account settings of the relevant third-party platform, which immediately prevents further authorized access to your account.

6. Data Storage

Ottreon stores and processes your information using secure cloud infrastructure operated by trusted hosting and technology providers. Depending on the services you use, data may be stored on servers and platforms that support the reliable delivery of our AI automation, workflow automation, and integration services.

We implement appropriate technical and organizational safeguards to protect your information throughout its lifecycle. Data is encrypted during transmission using secure protocols and, where supported, encrypted while stored. Access to stored information is restricted to authorized systems and personnel who require it to operate, maintain, and support the services you have requested.

To help ensure service continuity and reduce the risk of data loss, we maintain secure backup procedures and monitor our infrastructure on an ongoing basis. While no method of electronic storage or internet transmission can guarantee absolute security, Ottreon takes reasonable measures to protect your information against unauthorized access, loss, misuse, alteration, or disclosure.

7. Data Sharing

Ottreon does not sell, rent, or trade your personal information to third parties. We share information only when it is necessary to provide the services you have requested, when required to work with trusted third-party service providers, when required by applicable law or a valid legal process, or when you have given your explicit authorization.

When we work with trusted service providers, they receive only the information necessary to perform their specific role in delivering our services. We carefully select providers that support appropriate privacy and security practices and expect them to handle your information responsibly and in accordance with their applicable privacy commitments.

Any information shared with third-party providers is used solely for the purpose of operating, maintaining, and improving the services you have requested. Ottreon does not permit third parties to use your information for their own marketing purposes, and we never sell your personal data.

8. Third-Party Services

Depending on the automations configured for your business, Ottreon may interact with platforms including Google Cloud, Google Workspace, Microsoft 365, n8n, OpenAI, Anthropic, Meta, Slack, Twilio, Stripe, HubSpot, Calendly, AWS, Cloudflare, DigitalOcean, Hostinger, and similar technology providers. Each provider operates under its own privacy and security standards.

9. AI Processing

Ottreon uses artificial intelligence technologies to power certain automation features and workflow capabilities. AI models process only the information necessary to perform the specific task or request you have authorized, such as generating responses, summarizing information, or assisting with automated workflows.

We use AI services solely to deliver the functionality you have requested and do not use your customer data to train or fine-tune AI models on Ottreon's behalf. Information processed by third-party AI providers remains subject to their applicable privacy policies and data handling practices.

10. Data Retention

Ottreon retains personal information only for as long as necessary to provide the services you have requested, fulfill contractual obligations, resolve disputes, maintain legitimate business records, and comply with applicable legal requirements.

When your account is closed or your service engagement ends, we take reasonable steps to delete, anonymize, or securely dispose of your personal information within a reasonable period, unless a longer retention period is required or permitted by applicable law.

Backup copies may be retained for a limited period as part of our disaster recovery and business continuity processes before they are securely removed in accordance with our data retention practices.

11. Security

Ottreon implements appropriate technical and organizational security measures to protect personal information from unauthorized access, disclosure, alteration, misuse, or loss. We use HTTPS encryption for data transmitted between your device and our services, encryption at rest where supported by our infrastructure and service providers, multi-factor authentication (MFA) for administrative access, and role-based access controls (RBAC) to ensure that access to information is limited to authorized users based on their responsibilities.

Our systems and infrastructure are regularly maintained, monitored, and updated to support the confidentiality, integrity, and availability of your information. While no method of electronic storage or internet transmission can guarantee absolute security, Ottreon takes reasonable measures to safeguard the information entrusted to us.

12. Client Rights

Depending on your location and applicable laws, you may have the right to access the personal information Ottreon holds about you, request corrections to inaccurate information, request the deletion of your personal data, and receive a copy of your information where applicable.

If you have connected third-party services through OAuth, you may revoke Ottreon's access to your accounts at any time through the account or security settings of the relevant platform. Revoking access may affect the availability of certain automation features that rely on those connections.

To exercise any of your privacy rights or if you have questions about how your personal information is handled, please contact Ottreon at [email protected]. We will review and respond to your request in accordance with applicable laws and our internal privacy practices.

13. Cookies

Ottreon's website uses necessary cookies to keep the site functioning, session cookies to maintain your browsing session, and analytics cookies to understand how visitors interact with the site. You can adjust cookie preferences through your browser settings.

14. Children's Privacy

Ottreon's services are intended for business use and are not directed at children under the age of 13. Ottreon does not knowingly collect personal information from children.

15. International Data Transfers

To deliver our AI automation services, your information may be processed or stored by Ottreon and our trusted third-party service providers in countries where their infrastructure or data centers are located. These providers may include cloud hosting, AI platforms, communication services, and business software integrations that are necessary to operate our services.

Whenever personal information is transferred internationally, Ottreon takes reasonable steps to help ensure it is handled securely and in accordance with this Privacy Policy. We work with reputable service providers that maintain appropriate privacy and security measures to support the protection of your information during storage, processing, and transmission.

Regardless of where your information is processed, Ottreon remains committed to protecting your privacy and using your personal information only for the purposes described in this Privacy Policy. We do not transfer your information for unauthorized purposes or sell your personal data to third parties.

16. Changes to This Privacy Policy

Ottreon may revise this Privacy Policy from time to time to reflect updates to our services, technology, or legal obligations. Any changes will be posted on https://ottreon.com with an updated Effective Date. We encourage you to review this page periodically to stay informed about how your information is handled. By continuing to use our website or services after the revised policy becomes effective, you acknowledge and accept the updated Privacy Policy.

17. Contact Us

We value your privacy and are committed to being transparent about how your information is handled. If you have any questions, requests, or concerns regarding this Privacy Policy or our data handling practices, please contact Ottreon using the information below. Our team will be happy to assist you.

Ottreon

Website: https://ottreon.com Email: [email protected]