Privacy Policy

Perennia AI (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Perennia AI platform (“Service”), visit our website at www.perenniaai.com, or interact with us in any other way.

1. Information We Collect

a. Information You Provide

• Account Information: Name, email address, phone number, company name, NMLS number, and password when you register for an account.
• Borrower Data: Information about your borrowers that you input into the platform, including names, contact information, financial details, loan information, and documents.
• Communications: Messages, emails, SMS content, call recordings, and other communications sent or received through the platform.
• Payment Information: Billing details processed through our third-party payment processor. We do not store full credit card numbers on our servers.

b. Information Collected Automatically

• Usage Data: Pages visited, features used, click patterns, session duration, and other interaction data.
• Device Information: Browser type, operating system, device type, IP address, and screen resolution.
• Cookies and Tracking: We use cookies and similar technologies to maintain sessions, remember preferences, and analyze usage patterns.

2. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Service.
• Process transactions and manage your subscription.
• Send communications related to your account, including service updates, security alerts, and support messages.
• Improve and personalize the Service, including AI features and recommendations.
• Analyze usage trends to enhance platform performance and user experience.
• Comply with legal obligations and enforce our Terms of Service.
• Detect, prevent, and address fraud, security issues, or technical problems.

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who help us operate the Service (e.g., cloud hosting, email delivery, SMS providers, payment processors). These providers are contractually obligated to protect your data.
• Integrations: When you connect third-party services (e.g., Microsoft Outlook, loan origination systems), data is shared as necessary to enable the integration.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
• With Your Consent: When you explicitly authorize the sharing of your information.

4. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest.
• Role-based access controls and multi-tenant data isolation.
• Regular security assessments and monitoring.
• Secure authentication with RS256 JSON Web Tokens.

While we take reasonable precautions, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After account termination, we retain data for up to 30 days to allow for data export requests. We may retain certain data longer as required by law or for legitimate business purposes such as resolving disputes and enforcing our agreements.

6. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Delete your personal information, subject to legal and contractual obligations.
• Export your data in a portable format.
• Opt Out of marketing communications at any time.
• Withdraw Consent where processing is based on consent.

To exercise any of these rights, contact us at [email protected]. We will respond to your request within 30 days.

7. SMS and Communication Privacy

When borrowers opt in to receive SMS messages through the platform, we collect their phone number and consent status. SMS communications are processed through third-party providers subject to their own privacy practices.

Phone numbers collected for SMS communication will not be shared with third parties for marketing purposes. Borrowers may opt out of SMS communications at any time by replying STOP. See our SMS Consent Policy for full details.

8. AI and Automated Processing

Our Service uses AI and machine learning to analyze data, generate insights, and automate workflows. This processing may include analyzing borrower profiles, scoring leads, suggesting actions, and generating communications.

We do not use borrower data to train general-purpose AI models. AI processing is performed solely to provide and improve the Service for your account and organization.

9. Cookies

We use cookies and similar technologies to operate the Service. Essential cookies are required for authentication and basic functionality. Analytics cookies help us understand how you use the Service. You can manage cookie preferences through your browser settings, but disabling essential cookies may impair functionality.

10. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete such information promptly.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt out of the sale of personal information. We do not sell personal information.

To exercise your CCPA rights, contact us at [email protected].

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the “Last Updated” date. Your continued use of the Service after changes are posted constitutes your acceptance of the revised policy.