1. Who we are
IonBuilt provides intelligent automation, AI product engineering, and managed AI operations for business customers. For purposes of applicable privacy law, IonBuilt is the controller of personal information described in this Policy (except where we process data solely on a client's instructions as a processor).
Contact: hello@ionbuilt.com
Website: https://ionbuilt.com/
2. Scope
This Policy applies to personal information we collect through the Site, email, calendar scheduling tools linked from the Site, and other channels where we direct you to this Policy.
This Policy does not apply to:
- Websites, products, or services operated by third parties (including AI model providers, cloud platforms, or your own systems), even if we link to them or integrate with them in a client project;
- Personal information we process on behalf of a client in a professional engagement (see your agreement with that client or our DPA with the client); or
- Information about IonBuilt personnel, which is handled under internal HR and workplace policies.
3. Information we collect
We collect only what we need to respond to you, operate the Site, improve our services, and meet legal obligations. Categories include:
3.1 Information you provide
- Contact and identity: name, work email, company name, job title, phone number (if you provide it), and any other details you include in a form or message.
- Enquiry content: description of workflows, systems, budget range, timing, tools, and other project details you submit when requesting an audit or proposal.
- Communications: content of emails, meeting notes, and support messages between you and IonBuilt.
- Contract and billing data (if you become a client): billing contact, purchase order details, tax identifiers where required, and payment-related metadata (we do not intentionally collect full payment card numbers on the Site).
3.2 Information collected automatically
- Device and usage data: IP address, browser type and version, operating system, referring URL, pages viewed, approximate location derived from IP, date and time of access, and interaction events (such as link clicks), where logged.
- Technical logs: server, CDN, and security logs used for reliability, abuse prevention, and debugging.
- Cookies and similar technologies: as described in Section 16.
3.3 Information from third parties
- Professional references, publicly available business profiles (for example LinkedIn), and information from referral partners when they introduce you to us with your knowledge;
- Service providers that host the Site, deliver email, or provide analytics, as configured from time to time.
4. Sources of information
We collect personal information directly from you, automatically from your device when you use the Site, from our service providers, and occasionally from third parties as described above. If you provide information about other people (for example colleagues on a project), you represent that you have authority to share it and that you have directed them to this Policy where required.
5. How we use information
We use personal information for the following purposes:
- Respond to enquiries: schedule audits, prepare proposals, and communicate about potential engagements;
- Deliver services: perform work under contract, manage projects, and provide support;
- Operate the Site: authenticate sessions where used, prevent fraud and abuse, and maintain security;
- Improve our offerings: understand how visitors use the Site and which topics drive legitimate business interest (using aggregated or de-identified data where feasible);
- Legal and compliance: enforce our terms, protect rights and safety, respond to lawful requests, and maintain business records;
- Marketing (where permitted): send relevant information about IonBuilt services with your consent or as allowed by law, and honor opt-out requests.
We do not use Site enquiry data to train public-facing AI models for unrelated third parties. Client project data is handled under project-specific agreements.
6. Legal bases (EEA, UK, and Switzerland)
If you are in the European Economic Area, the United Kingdom, or Switzerland, we rely on the following legal bases under the GDPR / UK GDPR:
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and pre-contract discussions | Legitimate interests (growing and operating our business) or steps at your request before a contract |
| Performing a client contract | Performance of a contract |
| Site security, fraud prevention, and basic analytics | Legitimate interests (securing our systems and understanding Site use) |
| Marketing email where required | Consent (withdraw anytime) |
| Legal obligations and recordkeeping | Compliance with law |
You may object to processing based on legitimate interests as described in Section 12. Where we rely on consent, you may withdraw it without affecting prior processing.
7. AI and automated processing
IonBuilt designs and deploys AI and automation systems for clients. This section clarifies what happens on the marketing Site versus in client work.
7.1 Site and sales process
We may use internal tools (including AI-assisted drafting or classification) to help route enquiries, summarize meeting notes, or prepare non-binding materials. These uses are subject to human review for significant decisions (for example whether to enter a contract) and are not intended to produce legal or binding effects solely through automated means without your involvement.
7.2 Client projects
When we build automations or AI features for you, we process data according to your instructions and our contract. That may include sending data to subprocessors such as cloud hosts or model API providers you approve. We document subprocessors in statements of work or DPAs where required.
7.3 Accuracy
AI-generated outputs can be incorrect or incomplete. You should not rely on AI outputs on the Site or in demos as factual, legal, or professional advice.
9. Service providers
We use reputable vendors for hosting, email, form handling, analytics, calendar scheduling, document storage, and collaboration. They may access personal information only to perform services for us and must protect it appropriately.
Representative categories (specific vendors may change):
- Web hosting and content delivery;
- Form and CRM tools (for example Formspree or similar, when enabled);
- Email and workspace providers;
- Analytics and error monitoring (if enabled on the Site);
- Payment processors (for client invoices, not typically for Site enquiries).
For a current list of subprocessors relevant to your client engagement, contact hello@ionbuilt.com.
10. International transfers
IonBuilt is based in the United States. If you access the Site from other regions, your information may be transferred to, stored in, and processed in the U.S. and other countries where we or our providers operate.
Where required, we implement appropriate safeguards for transfers from the EEA/UK, such as Standard Contractual Clauses and supplementary measures. You may request a copy of relevant transfer mechanisms by contacting us.
11. Retention
We retain personal information only as long as necessary for the purposes in this Policy, unless a longer period is required by law or needed to resolve disputes.
- Enquiries not converted to clients: typically up to 24 months from last contact, unless you ask us to delete sooner or we need longer for legal claims;
- Client records: duration of the contract plus applicable limitation periods and tax/archival requirements;
- Server logs: typically 30–90 days unless needed for security investigations;
- Marketing suppression lists: retained as long as needed to honor opt-outs.
We may retain aggregated or de-identified information without time limit.
12. Security
We implement administrative, technical, and organizational measures designed to protect personal information, including access controls, encryption in transit where supported, and least-privilege access for personnel. No method of transmission or storage is completely secure; we cannot guarantee absolute security.
If you believe your interaction with us is no longer secure, contact us immediately at hello@ionbuilt.com.
13. Your privacy rights
Depending on where you live, you may have rights to:
- Access and receive a copy of personal information we hold about you;
- Correct inaccurate information;
- Delete information (subject to exceptions);
- Restrict or object to certain processing;
- Data portability for information you provided in structured form;
- Withdraw consent where processing is consent-based;
- Lodge a complaint with a supervisory authority (EEA/UK).
To exercise rights, email hello@ionbuilt.com with "Privacy request" in the subject line. We may verify your identity before responding. We aim to respond within 30 days or as required by law.
14. U.S. state privacy notices
Residents of California, Colorado, Connecticut, Virginia, Utah, and other states with comprehensive privacy laws may have additional rights, including knowing categories of data collected, obtaining copies, correcting, deleting, and opting out of certain processing.
California (CCPA/CPRA): We do not sell personal information. We do not share personal information for cross-context behavioral advertising. Categories collected in the last 12 months may include identifiers, commercial information (enquiry content), internet activity (logs), and professional information. Sources and purposes are described above. You may designate an authorized agent with written permission.
Appeals: If we deny a request, you may appeal by replying to our decision email with "Privacy appeal." If unresolved, you may contact your state attorney general where applicable.
16. Marketing communications
If we send promotional email, you may unsubscribe using the link in the message or by emailing hello@ionbuilt.com. Transactional messages about an active enquiry or contract may still be sent even if you opt out of marketing.
17. Children
The Site and our services are directed to business professionals. We do not knowingly collect personal information from anyone under 16. If you believe a child provided information to us, contact us and we will delete it promptly.
18. Changes to this Policy
We may update this Policy to reflect changes in law, technology, or our practices. We will post the revised version on the Site with a new effective date. Material changes may also be communicated by email or notice on the Site where appropriate.
19. Contact us
Questions about this Privacy Policy or our privacy practices:
Email: hello@ionbuilt.com
Subject line: Privacy