Privacy Policy

This Privacy Policy describes the policies and procedures of gAI Ventures Inc. (“the Company”, “Gai Ventures”, "FastTrackr AI", "we", "our," or "us") on the collection, use, and disclosure of your information when you use our FastTrackr AI product (the "Service"). This policy informs you about your privacy rights and how the law protects you.
We use your Personal Data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions
For the purposes of this Privacy Policy:

• Account means a unique account created for you to access our Service or parts of our Service.

• Company (referred to as either "the Company", "We", “Gai Ventures”, "FastTrackr AI", "we", "our," or "us" in this Agreement) refers to gAI Ventures Inc.

• Cookies are small files that are placed on your computer, mobile device, or any other device by a website, containing the details of your browsing history on that website among its many uses.

• Country refers to: United States

• Device means any device that can access the Service such as a computer, a cellphone, or a digital tablet.

• Financial Advisor refers to individuals or entities that use our Service to enhance their client meetings, data processing and data management.

• Meeting Data refers to information collected during meetings where our Service is used, including but not limited to audio recordings, transcriptions, and any content shared during such meetings.

• Personal Data is any information that relates to an identified or identifiable individual.

• Service refers to the FastTrackr AI-powered platform which includes a meeting assistant and other modules (e.g. Documents Processing) 

• Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

• Third-party AI Service refers to external AI services and APIs that we use to process transcriptions, generate insights, and provide other functionalities of our Service.

• Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

• User or Client means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

• CRM Data refers to information imported from or exported to customer relationship management systems that the Service integrates with.

• Email Data refers to information accessed from email conversations that is used to prepare for meetings and provide other services.

• Document Processing Module refers to an optional service feature that allows users to upload, process, and analyze financial and legal documents including but not limited to brokerage statements, bank statements, tax forms, equity compensation statements, identification documents, wills, and trust documents.

• Financial Documents refers to documents containing financial information uploaded by users through the Document Processing Module, including brokerage statements, bank statements, tax forms, and equity compensation statements.

• Sensitive Documents refers to documents containing highly confidential information including identification documents, will statements, trust documents, and any documents containing social security numbers or other personally identifiable information.

• Document Data refers to information extracted, analyzed, or derived from documents uploaded through the Document Processing Module.

• Document Analysis Output refers to insights, summaries, extractions, and analyses generated by our Service from uploaded documents.

Information We Collect

Types of Data Collected

Personal Data
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

• Email address

• First name and last name

• Phone number

• Business name and address

• Payment information (for paid subscriptions)

• Usage Data

Meeting Data
Our FastTrackr Service is designed to join meetings between financial advisors and their clients. During these meetings, we collect:

• Audio recordings of meetings (processed and raw data retained temporarily)

• Transcriptions of meetings

• Notes and action items identified during meetings

• Client information discussed in meetings

• Follow-up tasks and commitments made during meetings

Email Data
To provide meeting preparation and other services, we may also access and process:

• Email conversations between you and your clients (with your permission)

• Calendar invitations and meeting details

• Attachments and documents shared via email (when relevant to meetings)

CRM Data
To facilitate the CRM automation features, we collect and process:

• Client record information from your CRM system (currently supporting Wealthbox CRM and preparing for other integrations)

• Updates made to client records based on meeting information

• Task and follow-up information synchronized with CRM systems

Document Processing Data (Optional Module)

The Document Processing Module is an optional service feature that users must explicitly opt into either during onboarding by notifying our team, at any time while using the Platform by requesting activation, or through email confirmation. If you choose to use the Document Processing Module, we collect and process:

• Financial documents including but not limited to brokerage statements, bank statements, tax forms, and equity compensation statements

• Legal documents including wills and trust documents

• Identification documents

• Any data, text, images, or information contained within uploaded documents

• Metadata associated with uploaded documents (file name, upload date, file type)

Important Notice: The Document Processing Module is designed for financial advisors to process their clients' documents. By uploading documents, you represent and warrant that you have obtained all necessary consents and authorizations from the document owners (including your clients) to upload, process, and analyze these documents through our Service.

Documents uploaded through this module may contain sensitive information including social security numbers, account numbers, and other personally identifiable information. While we do not specifically request social security numbers, if such information is contained within uploaded documents, it will be processed as part of the document analysis.

Usage Data
Usage Data is collected automatically when using the Service. Usage Data may include information such as your Device's Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When you access the Service by or through a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.

Tracking Technologies and Cookies
We use Cookies and similar tracking technologies to track the activity on our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

How We Use Your Information
We use the collected information for various purposes:

• To provide and maintain our Service

• To create and manage your account

• To notify you about changes to our Service

• To allow you to participate in interactive features of our Service when you choose to do so

• To provide customer support

• To gather analysis or valuable information so that we can improve our Service

• To monitor the usage of our Service

• To detect, prevent and address technical issues

• To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information

Specifically for FastTrackr Meeting Assistance
To join and monitor meetings between financial advisors and their clients

• To create real-time and post-meeting summaries

• To identify and extract action items and tasks

• To automate CRM data entry and management

• To provide insights and analytics on client interactions

• To prepare for upcoming meetings by analyzing email conversations and CRM data

• To spot trends and opportunities in conversations to help you provide more personalized service

Specifically for Document Processing Module

For users who have opted into the Document Processing Module, we use uploaded documents and Document Data to:

• Extract and structure information from financial and non-financial documents using OCR (Optical Character Recognition) and AI-powered analysis

• Generate Document Analysis Output including summaries, insights, and data extractions

• Identify key information, trends, and opportunities relevant to financial advisory services

• Provide analysis and reporting on financial positions, holdings, and obligations

• Cross-reference document information with meeting data and CRM data (where applicable) to provide comprehensive client insights

Document Data may be processed by third-party AI services and OCR providers as necessary to provide these services. We ensure that all such third-party providers maintain appropriate data protection standards and do not use your Document Data for training their AI models.

Retention of Your Data
We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
Specifically:

• Raw meeting recordings are deleted within 7 days after processing

• Processed meeting data (transcriptions, notes, insights) is retained for the duration of your active account plus 30 days after account termination

• Email data is not stored; it is accessed in real-time when needed to provide the service. The processed output may be stored for the duration of service. 

• CRM integration data is retained as long as the integration is active and deleted within 30 days after integration disconnection or account termination

Document Processing Module Data Retention

• Original uploaded documents are retained for as long as your account remains active, with periodic deletion of original documents after processing and extraction is complete

• Document Data and Document Analysis Output are retained for as long as your account remains active

• If you opt out of the Document Processing Module but maintain your account for other services, all documents and Document Data will be deleted within 90 days of your explicit request request

• Upon account termination or deletion request, all documents and Document Data will be deleted within 90 days

• To request deletion of specific documents or all Document Data, you must contact us at contact@fasttrackr.ai

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods. 

Transfer of Your Data
Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from your jurisdiction.
Currently, our data may be stored and processed in the United States and India.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
gAI Ventures Inc. will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure of Your Data

Business Transactions
If the Company is involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement
Under certain circumstances, the Company may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Other legal requirements
The Company may disclose your Personal Data in the good faith belief that such action is necessary to:

• Comply with a legal obligation

• Protect and defend the rights or property of the Company

• Prevent or investigate possible wrongdoing in connection with the Service

• Protect the personal safety of Users of the Service or the public

• Protect against legal liability

Service Providers
We may share your personal information with Service Providers to:

• Monitor and analyze the use of our Service

• Process payments

• Provide customer support

• Conduct quality assurance testing

• Provide technical support

• Provide other services to support the delivery of our Service

Third-Party AI Services
We utilize various third-party AI services through APIs to process meeting transcriptions and generate insights. These third-party services receive meeting audio and text data to perform their functions. These services don't train their models using the data we share with them for Services. 

Document Processing Third-Party Services

The Document Processing Module utilizes third-party OCR and AI services for document analysis and text extraction. When you upload documents, they may be transmitted to these services solely to provide the Document Processing functionality. These services do not use your Document Data to train their AI models and maintain appropriate security and data protection standards.

Security of Your Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
To protect your information, we take reasonable precautions and follow industry best practices, including:

• Use of SSL/TLS encryption for data in transit

• AES 256 encryption

• Access controls and authentication for our systems

• Regular security assessments and audits

• Employee training on data protection

• Contractual and technical safeguards with our service providers

Documents containing identification information, estate planning documents, and financial account information are subject to the same rigorous security standards as all other data processed through our Service.

Children's Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.

Financial Data Privacy
As our Service is specifically designed for financial advisors, we understand the sensitivity of financial data. While we are not directly regulated by financial authorities, we implement security measures appropriate for financial data:

• End-to-end encryption for sensitive financial information

• Data minimization practices (we only collect what's necessary for the Service)

• Access controls limiting who can see financial information

• Clear data boundaries between different clients' information

Third-Party AI and Processing Services
Our Service utilizes third-party AI technologies to process meeting recordings, generate transcriptions, and extract information. We use various AI models through APIs for:

• Speech-to-text conversion

• Natural language processing

• Meeting summarization

• Task identification

• Client insight generation

• CRM data processing

We ensure that any third-party services we use maintain appropriate privacy and security standards. 

CRM Integration
FastTrackr integrates with customer relationship management (CRM) systems to provide automated data management. Currently, we support integration with several CRM systems including but not limited to Wealthbox, Salesforce, Hubspot and OnePageCRM. When you connect your CRM:

• We access only the data necessary to provide our Service

• We update records based on meeting information only with your approval

• We maintain security practices required by the CRM provider

• We follow all terms and conditions of the CRM platform

Document Processing Module - Client Consent Requirements

The Document Processing Module is designed for financial advisors to process documents belonging to their clients. You are solely responsible for obtaining all necessary consents, authorizations, and permissions from your clients before uploading their documents to our Service.

By uploading any document through the Document Processing Module, you represent and warrant that:

• You have the legal right and authority to upload and process the document

• You have obtained all necessary consents from the document owner(s) or individuals whose information appears in the documents

• The document owner(s) have been informed that their documents will be processed using AI-powered analysis services

• You have complied with all applicable privacy laws and professional obligations in obtaining such consents

FastTrackr AI does not provide consent forms or legal guidance regarding consent requirements. You are responsible for ensuring your consent procedures comply with all applicable laws and regulations.

Opting Into and Out of Document Processing Module

• Opt-In: You may opt into the Document Processing Module either during initial onboarding by notifying our team or at any time thereafter. We will send you an email confirmation when the Document Processing Module is activated for your account.

• Opt-Out: You may opt out of the Document Processing Module at any time by writing to contact@fasttrackr.ai. 

Your Data Protection Rights
Depending on your location and applicable laws, you may have certain rights regarding your personal information, such as:

• The right to access — You have the right to request copies of your personal data.

• The right to rectification — You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

• The right to erasure — You have the right to request that we erase your personal data, under certain conditions.

• The right to restrict processing — You have the right to request that we restrict the processing of your personal data, under certain conditions.

• The right to object to processing — You have the right to object to our processing of your personal data, under certain conditions.

• The right to data portability — You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

• The right to opt out of the Document Processing Module - You have the right to request removal from the Document Processing Module at any time by contacting contact@fasttrackr.ai

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at contact@fasttrackr.ai.

California Privacy Rights

The California Consumer Privacy Act (CCPA) provides California residents with specific rights regarding their personal information, but these rights only apply to businesses meeting certain thresholds (annual gross revenue exceeding $25 million, buying/selling/sharing personal information of 100,000 or more California consumers or households per year, or deriving 50% or more of annual revenue from selling or sharing California consumers' personal information). As an early-stage startup, we do not currently meet these thresholds and therefore are not subject to CCPA requirements. However, we respect your privacy concerns and implement reasonable data protection practices. If you are a California resident and have questions about your personal information, please contact us at contact@fasttrackr.ai.

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International Data Transfer and Privacy Shield
As mentioned, your information may be transferred to—and processed in—countries other than the country in which you are a resident. These countries (including the United States and India) may have data protection laws that are different from the laws of your country.
If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United States and India and process it there.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Data Breach Notification

In the event of a data breach that affects your Personal Data or Document Data, we will notify you within 72 hours of becoming aware of the breach. Notification will be sent to the email address associated with your account and will include information about the nature of the breach and steps being taken to address it.

Relationship with Terms of Service
This Privacy Policy is part of and incorporated into our Terms of Service. Please review our Terms of Service at https://fasttrackr.ai/tos for additional terms and conditions that apply to your use of our Service. The Terms of Service may contain additional privacy and data-handling provisions that complement this Privacy Policy.

Changes to this Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

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

• By email: contact@fasttrackr.ai

• By visiting this page on our website: https://fasttrackr.ai/contact