Privacy Policy

Privacy Policy – Hi360x

Last Updated: September 2026

1. Introduction

360 Technologies USA LLC (“Company”, “we”, “us”, “our”) operates Hi360x (“Platform”, “Service”). This Privacy Policy explains how we collect, use, protect, and share information when you use our AI-powered communication platform.

Hi360x is an AI-driven omnichannel communication platform that enables businesses to automate voice calls, WhatsApp, Instagram, web chat, and other messaging channels using intelligent AI agents. Our platform is designed for businesses of all sizes that need scalable, intelligent communication automation.

2. Information We Collect

Hi360x collects different types of information depending on how you use our Service:

2.1 Communication Data

Voice call recordings and audio data (when recorded) • Chat transcripts and messages (WhatsApp, Instagram, web chat, Facebook Messenger) • Call duration and metadata • Transcriptions of conversations (generated for internal evaluation and monitoring) • Sentiment analysis and interaction metrics • Appointment scheduling details

2.2 Contact and Business Information

Names and phone numbers • Email addresses • Business/company names • Job titles and roles • Mailing addresses • Social media usernames (from integrated channels)

2.3 Sales and Interaction Data

Product and service information discussed • Sales conversation history • Appointment and follow-up scheduling • Customer engagement metrics • Conversation outcomes and goals • Payment and transaction information (managed by Square)

2.4 Platform Usage Data

Login and authentication information • Features used and frequency • System activity logs • Integration settings and API usage • Support tickets and inquiries • Error logs and debugging information

2.5 Knowledge Base Data (RAG – Retrieval-Augmented Generation)

Documents and PDFs uploaded by users • Business manuals and knowledge materials • Custom training data for AI agents • This data is used exclusively to train your AI agents and is NOT shared with others

2.6 What We Do NOT Collect

Hi360x is designed NOT to collect or process: • Protected Health Information (PHI) under HIPAA • Financial account numbers or credit card details • Social Security numbers or government IDs • Biometric data • Data about minors (individuals under 18) • Sensitive personal information unrelated to business communications

3. How We Use Your Information

We use the information collected for the following purposes:

a) Service Delivery • Provide and maintain the Hi360x platform • Process voice calls, chats, and messages across all channels • Store conversations for your records and access • Enable AI agents to reason, respond, and execute tasks • Facilitate warm handoffs to human agents • Integrate with third-party services (Google Calendar, Sheets, CRM tools) b) Quality Assurance and Improvement • Evaluate and monitor conversations (call recordings, transcripts) • Assess agent performance and effectiveness • Identify training opportunities • Improve AI models and response accuracy • Analyze platform performance and user experience • Develop new features based on usage patterns c) Analytics and Reporting • Generate performance metrics and dashboards • Provide sentiment analysis and success metrics • Track appointment completion rates • Monitor outbound campaign effectiveness • Create usage reports for your account d) Legal and Compliance • Comply with applicable laws and regulations • Respond to legal requests and court orders • Investigate potential violations of our Terms of Service • Protect against fraud and security threats e) Communication • Send service updates and maintenance notifications • Respond to support inquiries • Provide billing and account information • Share feature announcements and improvements

4. Data Storage and Security

Storage Location:

All data is stored in Amazon Web Services (AWS) data centers located in the United States • We maintain encrypted backups for disaster recovery and business continuity • Data is stored in PostgreSQL databases and Amazon S3 with signed URLs for secure access

Security Measures:

Encryption in transit (TLS 1.2 or higher) • Encryption at rest for sensitive data • AWS security best practices and compliance standards • Access controls based on user roles (admin, agent, viewer) • Regular security audits and vulnerability assessments • Intrusion detection and prevention systems • Secure token management for API integrations • Employee access controls and background checks • Incident response procedures and security monitoring • Compliance with AWS Partner Network security requirements

5. Third-Party Integrations and Data Sharing

Hi360x integrates with third-party services. Here’s how your data is handled:

5.1 Communication Providers

Twilio (Voice Calls) • We share phone numbers and call metadata with Twilio to enable voice functionality • Twilio’s privacy policy applies to their processing: https://www.twilio.com/legal/privacy WhatsApp, Instagram, Facebook • We transmit messages to Meta’s platforms when you integrate these channels • Meta’s privacy policies apply: https://www.meta.com/privacy/

5.2 AI and Voice Processing

OpenAI (GPT-4o for AI Reasoning) • Conversation context is sent to OpenAI for AI agent reasoning • OpenAI may use data according to their Data Retention Policy • We recommend reviewing: https://openai.com/policies/api-data-usage-policies ElevenLabs (Voice Synthesis) • Text is sent to ElevenLabs to generate natural-sounding voice responses • ElevenLabs’ privacy policy: https://elevenlabs.io/privacy Deepgram (Voice Transcription) • Audio is sent to Deepgram for real-time transcription • Deepgram’s privacy policy: https://deepgram.com/privacy

5.3 Productivity and Integration Platforms

Google (Calendar, Sheets, Drive) • With your authorization, we sync appointment data to Google Calendar • We read and write to Google Sheets for data logging • Google’s privacy policy applies: https://policies.google.com/privacy Square (Payment Processing) • Payment information is processed by Square • Square’s privacy policy: https://squareup.com/legal/privacy Other CRM and App Integrations • You can authorize connections to your CRM, project management tools, and other business software • We only access data necessary for the integration you configure

5.4 Important: What We Do NOT Share

We do NOT sell your data to advertisers or data brokers • We do NOT share your data with competitors or unauthorized third parties • We do NOT use your data for marketing purposes beyond your own account • We do NOT share knowledge base documents (RAG) with third parties • Third-party integrations only receive data you explicitly authorize

5.5 AI/ML Limited Use Compliance

Hi360x uses AI-powered conversational agents (OpenAI GPT-4o) to
assist with scheduling, customer support, and voice interactions.

The use of raw or derived user data received from Google Workspace
APIs (including Google Calendar) will adhere to the Google API
Services User Data Policy, including the Limited Use requirements.

Specifically:

• Hi360x does NOT use, transfer, or sell Google user data—including
raw, aggregated, or derived data—to create, train, or improve
foundational or generalized machine learning or artificial
intelligence models.

• Google Calendar data (such as event times, availability, and
appointment details) is used exclusively in real-time to provide
the specific functionality requested by the user (e.g., checking
availability, creating, or updating calendar events).

• This data is never used to train, fine-tune, or improve OpenAI’s,
ElevenLabs’, Deepgram’s, or any other third-party AI/ML models.

• Conversation context sent to OpenAI for AI agent reasoning is used
solely to generate a real-time response to the user and is not
repurposed for model training under Hi360x’s configuration.

6. Data Retention and Deletion

Active Account: • We retain your communication data, transcripts, and recordings while your account is active • You can delete specific conversations or recordings at any time from your account dashboard • Internal evaluation data is retained for quality assurance purposes

Account Cancellation: • When you cancel your Hi360x subscription, ALL of your data is permanently deleted from our systems within 30 days • This includes conversations, recordings, transcripts, knowledge base documents, and account information • Backups are also securely destroyed according to AWS data destruction protocols • Legal holds may require retention for compliance purposes

Audit Logs: • System logs and audit trails may be retained for up to 90 days for security purposes • These do not contain actual conversation content

7. Your Privacy Rights

Depending on your location, you may have the following rights:

Right to Access • You can access your data through your Hi360x account dashboard • You can request a complete export of your data by contacting our privacy team

Right to Correct • You can update or correct account information through your settings • Contact us for assistance with updating conversation data

Right to Delete • You can delete specific conversations or recordings at any time • You can request complete account deletion and data erasure • Upon account cancellation, all data is permanently deleted within 30 days

Right to Data Portability (GDPR/CCPA) • You can request your data in a machine-readable format • We will provide this within 30 days of verification

Right to Opt-Out • You can disable specific integrations (Google, Twilio, etc.) at any time • You can adjust communication preferences in your account settings

Right to Withdraw Consent • If you consented to specific data processing, you can withdraw at any time • This does not affect legality of prior processing

8. Legal Compliance

GDPR (General Data Protection Regulation) – EU Users:

We process data based on your consent and our legitimate business interests • You have rights to access, correct, delete, and port your data • We have Data Processing Agreements in place where required • Data transfers comply with GDPR requirements

CCPA/CPRA (California Consumer Privacy Act) – California Residents:

You have the right to know what personal information is collected • You have the right to delete your personal information • You have the right to opt-out of “sale” of personal information • You are not discriminated against for exercising your rights • Hi360x does not sell personal information in the traditional sense • See our full CCPA Notice: https://360techusa.com/ccpa-cpra/

TCPA (Telephone Consumer Protection Act) – Outbound Calls:

If you use Hi360x for outbound calling campaigns, you must comply with TCPA • We do not initiate calls on your behalf; you are responsible for compliance • You must obtain prior express consent for automated calls • You must maintain Do Not Call compliance • Users are responsible for TCPA compliance of their campaigns

Other Applicable Laws:

We comply with applicable federal and state privacy laws • We respond to legal requests, subpoenas, and court orders • We cooperate with law enforcement when required by law

9. Consent and Recording Disclosure

Recording Consent:

If you use Hi360x to record calls, you are responsible for obtaining proper consent from all parties • Consent requirements vary by jurisdiction (one-party vs. two-party consent states) • We provide tools to enable consent collection, but compliance is your responsibility

AI Agent Disclosures:

You must disclose to customers that they are communicating with an AI agent • Applicable laws may require clear disclosure of automation • You are responsible for customer communications and disclosures

10. Children’s Privacy

Hi360x is not intended for use by individuals under 18 years old. We do not knowingly collect personal information from minors. If we become aware that we have collected data from a minor, we will delete it immediately. Parents or guardians who believe their child has provided information to Hi360x should contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

Posting the updated policy on our website with a new “Last Updated” date • Sending you an email notification (for material changes) • Requiring your consent if changes are material and affect your rights

Your continued use of Hi360x after changes implies acceptance of the updated policy.

12. Contact Us

For privacy-related questions, data requests, or to exercise your rights:

360 Technologies USA LLC Privacy Officer Email: privacy@360techusa.com Website: https://360techusa.com Product: https://hi360x.us We aim to respond to all requests within 30 business days.

For CCPA/CPRA Requests:

California residents can submit requests at: https://360techusa.com/ccpa-cpra/