Effective Date: November 17, 2025
Last Updated: November 17, 2025
Introduction
Welcome to Seneca Voice AI and Seneca Automation (collectively, "Seneca," "we," "us," or "our"). We are committed to protecting your privacy and handling your personal information with transparency, security, and respect. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website, use our services, or interact with us through webinars, sales funnels, email marketing, or other channels.
By accessing our website or using our services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our website or services.
Information We Collect
We collect several types of information from and about users of our website and services, including information by which you may be personally identified. The categories of personal information we collect include:
Information You Provide Directly
When you interact with our website or services, you may voluntarily provide us with personal information, including but not limited to:
Contact Information: We collect your name, email address, phone number, company name, job title, and mailing address when you fill out contact forms, request information, register for webinars, download resources, or sign up for our email newsletter.
Account Information: If you create an account with us, we collect your username, password, and any other information you choose to provide in your profile.
Communication Data: When you communicate with us via email, phone, chat, or other channels, we collect the content of your communications, including any attachments, and metadata such as the date and time of communication.
Payment Information: If you purchase our services, we collect payment card information, billing address, and transaction details. Payment processing is handled by secure third-party payment processors, and we do not store complete payment card numbers on our servers.
Webinar and Event Registration: When you register for webinars, training sessions, or other events, we collect registration information including your name, email address, company name, and any questions or preferences you provide.
Survey and Feedback Data: We may collect information you provide when participating in surveys, providing feedback, or responding to requests for testimonials or case studies.
Information Collected Automatically
When you access our website or use our services, we automatically collect certain information about your device and usage patterns:
Device and Browser Information: We collect information about the device and browser you use to access our website, including IP address, device type, operating system, browser type and version, and unique device identifiers.
Usage Data: We collect information about how you interact with our website and services, including pages visited, links clicked, time spent on pages, referring URLs, search queries, and other navigation patterns.
Cookies and Similar Technologies: We use cookies, web beacons, pixel tags, and similar tracking technologies to collect information about your browsing activities and preferences. For detailed information about our use of cookies, please see our Cookie Policy.
Location Information: We may collect general location information based on your IP address to provide localized content and comply with regional legal requirements.
Information from Third-Party Sources
We may receive information about you from third-party sources, including:
Business Partners: We may receive information from companies that partner with us to provide services, such as marketing agencies, event organizers, or technology providers.
Publicly Available Sources: We may collect information about you from publicly available sources, such as social media profiles, business directories, or professional networking sites.
Data Enrichment Services: We may use third-party data enrichment services to supplement the information you provide with additional business contact information or company details.
How We Use Your Information
We use the information we collect for various business purposes, including:
To Provide and Improve Our Services
We use your information to deliver the AI automation and voice AI services you request, including lead qualification workflows, sales agent automation, proposal creation, contract generation, and onboarding systems. We analyze usage patterns and feedback to improve our services, develop new features, and optimize system performance.
To Communicate With You
We use your contact information to respond to your inquiries, provide customer support, send service-related notifications, and deliver important updates about your account or our services. We may also send you marketing communications about our products, services, webinars, and resources, but you can opt out of these communications at any time.
To Conduct Marketing and Sales Activities
We use your information to conduct sales outreach, qualify leads, schedule appointments, send personalized proposals, and manage our sales pipeline. We may use automated systems, including AI-powered voice agents, to contact you via phone or email as part of our sales and marketing processes. We also use your information to deliver targeted advertising and measure the effectiveness of our marketing campaigns.
To Host Webinars and Events
When you register for webinars or events, we use your information to send registration confirmations, reminders, and follow-up communications. We may record webinars and use attendee information to provide access to recordings and related materials.
To Process Payments and Transactions
We use your payment information to process transactions, manage subscriptions, issue invoices, and handle billing inquiries. We work with secure third-party payment processors to protect your financial information.
For AI and Machine Learning Purposes
We may use aggregated and anonymized data to train and improve our AI algorithms and machine learning models. We use AI technology to power our voice agents, automate workflows, and provide intelligent recommendations. We do not use your personal information to train AI models without your explicit consent, and we do not share your personal information with third-party AI platforms for training purposes unless disclosed in this policy.
To Ensure Security and Prevent Fraud
We use your information to monitor for suspicious activity, prevent fraud, protect against security threats, and enforce our Terms and Conditions. We may use automated systems to detect and respond to potential security incidents.
To Comply With Legal Obligations
We use and disclose your information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests. This includes responding to subpoenas, court orders, or other legal demands.
For Analytics and Business Intelligence
We use your information to analyze trends, measure the effectiveness of our services, understand user behavior, and make data-driven business decisions. We may use third-party analytics tools to help us understand how users interact with our website and services.
How We Share Your Information
We do not sell your personal information to third parties. However, we may share your information in the following circumstances:
Service Providers and Business Partners
We share your information with trusted third-party service providers who perform services on our behalf, including:
Technology Infrastructure Providers: Cloud hosting services, database management, and IT infrastructure providers who help us store and process data securely.
AI and Voice Technology Platforms: Third-party AI platforms and voice technology providers that power our voice agents and automation workflows. These providers process data according to our instructions and are contractually obligated to protect your information.
Customer Relationship Management (CRM) Systems: CRM platforms that help us manage customer relationships, track sales activities, and organize contact information.
Email Marketing and Communication Tools: Email service providers, marketing automation platforms, and communication tools that help us send newsletters, webinar invitations, and other communications.
Payment Processors: Secure payment processing services that handle credit card transactions and billing operations.
Analytics and Advertising Partners: Analytics platforms and advertising networks that help us measure website performance, understand user behavior, and deliver targeted advertising.
Webinar and Event Platforms: Third-party platforms that host our webinars, training sessions, and virtual events.
All service providers are carefully vetted for security and privacy compliance and are contractually required to use your information only for the purposes we specify and to maintain appropriate security measures.
Business Transfers
If Seneca is involved in a merger, acquisition, asset sale, bankruptcy, or other business transaction, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.
Legal Requirements and Protection of Rights
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court, government agency, or law enforcement). We may also disclose your information when we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
With Your Consent
We may share your information with third parties when you have given us explicit consent to do so. For example, if you agree to participate in a case study or testimonial, we may share your information with marketing partners or publish it on our website.
Aggregated and Anonymized Data
We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you. This information may be used for research, analytics, marketing, or other business purposes without restriction.
Your Data Privacy Rights
Depending on your location and applicable laws, you may have certain rights regarding your personal information:
Right to Access
You have the right to request access to the personal information we hold about you and to receive a copy of that information in a commonly used format.
Right to Correction
You have the right to request that we correct inaccurate or incomplete personal information we hold about you.
Right to Deletion
You have the right to request that we delete your personal information, subject to certain exceptions (e.g., when we need to retain information to comply with legal obligations or complete transactions).
Right to Opt-Out of Sale or Sharing
We do not sell your personal information. However, if you are a California resident, you have the right to opt out of the "sharing" of your personal information for cross-context behavioral advertising purposes.
Right to Limit Use of Sensitive Personal Information
If you are a California resident, you have the right to limit our use and disclosure of sensitive personal information to purposes specified by law.
Right to Data Portability
You have the right to request that we provide your personal information in a structured, machine-readable format and to transmit that information to another controller where technically feasible.
Right to Object
You have the right to object to our processing of your personal information for direct marketing purposes or when we process your information based on legitimate interests.
Right to Withdraw Consent
If we process your personal information based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing based on consent before its withdrawal.
Right to Non-Discrimination
We will not discriminate against you for exercising any of your privacy rights, including by denying you goods or services, charging different prices, or providing a different level of service.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the contact information provided at the end of this Privacy Policy. We will respond to your request within the timeframe required by applicable law, typically within 30-45 days. We may need to verify your identity before processing your request.
Email Marketing and Communications
Subscription and Consent
When you provide us with your email address, you may receive marketing communications from us about our products, services, webinars, resources, and industry insights. By providing your email address through our website forms, webinar registrations, or other channels, you consent to receive these communications.
Opt-Out Rights
You have the right to opt out of receiving marketing emails at any time. Every marketing email we send includes an unsubscribe link that allows you to immediately remove yourself from our mailing list. You can also contact us directly to request removal from our email list.
We will process opt-out requests promptly, typically within 10 business days. Please note that even if you opt out of marketing communications, we may still send you transactional emails related to your account, services you have purchased, or other non-marketing communications.
CAN-SPAM Compliance
Our email marketing practices comply with the CAN-SPAM Act and other applicable anti-spam laws. We do not use false or misleading header information, deceptive subject lines, or fail to identify messages as advertisements. All marketing emails include our physical business address and a clear opt-out mechanism.
AI and Automated Decision-Making
Use of AI Technology
Seneca uses artificial intelligence and machine learning technology to provide our services, including AI-powered voice agents that make outbound calls to leads, automated lead qualification systems, and intelligent workflow automation. Our AI systems may process your personal information to deliver these services.
AI Voice Agents
Our AI voice agents may call you using the phone number you provide to qualify leads, schedule appointments, answer questions, and provide information about our services. These calls are conducted by AI technology and may be recorded for quality assurance and training purposes. You will be informed at the beginning of the call that you are speaking with an AI agent.
Automated Decision-Making
We may use automated systems to make decisions about lead qualification, lead scoring, and sales prioritization. These automated decisions help us provide more efficient service and ensure timely follow-up. However, significant decisions that affect your rights (such as contract terms or pricing) are reviewed by human personnel.
AI Training and Data Use
We use aggregated and anonymized data to train and improve our AI algorithms. We do not use your personal information to train third-party AI models without your explicit consent. When we use AI platforms provided by third parties, we ensure that these providers are contractually obligated to protect your information and use it only for the purposes we specify.
Your Rights Regarding AI Processing
You have the right to object to automated decision-making that significantly affects you. You may also request human review of automated decisions. If you have concerns about our use of AI to process your information, please contact us using the information provided at the end of this Privacy Policy.
Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
Encryption: We use industry-standard encryption protocols (such as SSL/TLS) to protect data transmitted between your browser and our servers. Sensitive data stored on our systems is encrypted at rest.
Access Controls: We restrict access to personal information to employees, contractors, and service providers who need access to perform their job functions. All personnel with access to personal information are bound by confidentiality obligations.
Security Monitoring: We continuously monitor our systems for potential security threats and vulnerabilities. We conduct regular security assessments and penetration testing to identify and address potential risks.
Incident Response: We maintain an incident response plan to quickly detect, respond to, and recover from security incidents. In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by law.
Third-Party Security: We carefully vet all third-party service providers for security and privacy compliance. We require our service providers to maintain appropriate security measures and to notify us of any security incidents.
While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information using industry-standard practices.
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. The specific retention period depends on the nature of the information and the purposes for which we process it:
Contact and Lead Information: We retain contact information and lead data for as long as you remain an active prospect or customer, plus a reasonable period thereafter to comply with legal obligations and resolve disputes.
Account Information: If you create an account, we retain your account information for as long as your account is active, plus a period after account closure to comply with legal requirements.
Transaction Records: We retain payment and transaction records for the period required by tax, accounting, and financial regulations, typically 7 years.
Marketing Communications: We retain email marketing data until you unsubscribe or request deletion, plus a reasonable period to honor your opt-out preferences.
Webinar and Event Data: We retain webinar registration and attendance data for up to 3 years for marketing and analytics purposes.
Analytics and Usage Data: We may retain anonymized or aggregated usage data indefinitely for analytics and business intelligence purposes.
When we no longer need your personal information, we will securely delete or anonymize it in accordance with our data retention and deletion policies.
International Data Transfers
Seneca is based in Baltimore Maryland. If you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, or other countries where our service providers operate.
These countries may have data protection laws that differ from the laws of your country. However, we take steps to ensure that your personal information receives an adequate level of protection wherever it is processed. When we transfer personal information internationally, we use appropriate safeguards such as:
Standard contractual clauses approved by the European Commission or other relevant authorities
Data processing agreements that require service providers to protect your information
Compliance with applicable data protection frameworks and regulations
By using our website or services, you consent to the transfer of your information to countries outside your country of residence, including countries that may not provide the same level of data protection as your home country.
Children's Privacy
Our website and services are not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete that information as quickly as possible.
If you believe that we have collected information from a child under 16, please contact us immediately using the contact information provided at the end of this Privacy Policy.
Third-Party Links and Services
Our website may contain links to third-party websites, applications, or services that are not owned or controlled by Seneca. This Privacy Policy applies only to information collected by Seneca. We are not responsible for the privacy practices of third-party websites or services.
We encourage you to review the privacy policies of any third-party websites or services before providing them with your personal information. The inclusion of a link to a third-party website does not imply endorsement of that website or its privacy practices.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes to this Privacy Policy, we will notify you by:
Updating the "Last Updated" date at the top of this Privacy Policy
Posting a notice on our website homepage
Sending you an email notification (if you have provided us with your email address)
We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. Your continued use of our website or services after we post changes constitutes your acceptance of those changes.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Seneca Voice AI / Seneca Automation / Seneca Solutions
Email: info@senecavoice.ai
Phone: +1(410)705-2154
Mailing Address: 20 S Charles St Ste 403 #2090, Baltimore, Maryland 21201 US
We will respond to your inquiry within a reasonable timeframe, typically within 30 days.
Additional Information for Specific Jurisdictions
California Residents
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected the information, the business purposes for collecting the information, and the categories of third parties with whom we share the information.
Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions.
Right to Opt-Out: You have the right to opt out of the "sale" or "sharing" of your personal information. We do not sell your personal information in the traditional sense, but we may share information with advertising partners for targeted advertising purposes. You can opt out of this sharing by contacting us.
Right to Limit Use of Sensitive Personal Information: You have the right to limit our use of sensitive personal information to purposes permitted by law.
Right to Correct: You have the right to request correction of inaccurate personal information.
Shine the Light: California residents may request information about our disclosure of personal information to third parties for their direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.
To exercise these rights, please contact us using the contact information provided above. We will not discriminate against you for exercising your CCPA/CPRA rights.
European Union and United Kingdom Residents
If you are located in the European Union or United Kingdom, you have rights under the General Data Protection Regulation (GDPR) and UK GDPR:
Legal Basis for Processing: We process your personal information based on one or more of the following legal bases: (1) your consent, (2) performance of a contract with you, (3) compliance with legal obligations, or (4) our legitimate interests in operating our business and providing services.
Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe we have violated your data protection rights.
Data Protection Officer: info@senecavoice.ai
Representative in the EU/UK: info@senecavoice.ai
By using our website or services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
