Effective Date: July 4th, 2025
This Privacy Policy (“Policy”) explains how UTOPICA Inc. - a Delaware corporation - (“UTOPICA,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects information in connection with our websites, applications, and related services (collectively, the “Service”). This Policy is incorporated into and forms part of our Terms of Service (“Terms”). Capitalized terms not defined here have the meanings in the Terms.
This Policy applies to:
This Policy does not apply to third-party websites, products, or services that we do not control, even if we link to them.
Where Personal Information is processed in connection with an organization's use of the Service, the Customer generally determines the purposes for which Personal Information is submitted to the Service. UTOPICA processes such information to provide the Service, to secure it, and as otherwise described in this Policy and the Terms.
Important: Customers are responsible for ensuring they have the right and legal basis to submit Personal Information, including obtaining any required notices and consents (for example, for voice recordings or call recording).
We use cookies and similar technologies that are necessary to operate the Service (e.g., session authentication and security), and may use limited analytics cookies to understand site performance. You can control cookies via browser settings; if you disable essential cookies, parts of the Service may not function properly.
We use User Interactions and Service Data to develop, evaluate, and improve the Service, including training and improving our models, workflows, and methodologies. Additionally, we utilize your website's performance and usage data (obtained via integrations with your CMS, Google Search Console, and Google Analytics) for the specific purpose of improving the quality, relevance, and effectiveness of the content produced by the app. This may include creating aggregated, de-identified, or anonymized datasets and derived insights.
We do not claim ownership of Customer-Owned Content. We process Customer-Owned Content to provide the Service, and we may retain anonymized or de-identified derivatives and insights derived from User Interactions and Service Data for model improvement and legal compliance.
Enterprise Privacy Options: If your organization requires alternative data handling practices - such as a zero-data-training environment where User Interactions are excluded from model improvement - you must purchase a custom Enterprise plan. Please contact our sales team to inquire about custom Enterprise agreements.
Because the Service is designed for external content publishing, optimization, and public analytics, we strongly advise against sharing sensitive personal or highly confidential internal business information with the AI or our team. Unless we expressly agree in writing, you must not submit, link, or upload any of the following to the Service, including via file uploads, shared links, cloud collaboration spaces, automated integrations (such as content management systems, web analytics, and search console accounts), the custom implementation process, or within User Interactions:
Because UTOPICA retains and uses User Interactions (including text, audio, and video transcripts) for model improvement, you are strictly responsible for ensuring that no sensitive personal data or highly confidential company information is uploaded via files, connected via links or cloud spaces, typed into the app's chat, spoken during recorded interactions, or submitted via prompts.
We may share information with vendors who help us operate the Service (e.g., hosting, authentication, analytics, customer support, and payment processing). These providers are authorized to process information only as needed to provide services to us and are contractually required to protect it.
We must route certain User Interactions and Customer-Owned Content to third-party AI infrastructure providers to provide the requested inference and generate content. To protect our proprietary system architecture, we do not disclose the specific identities of these vendors; however, all such AI infrastructure providers are located exclusively within the United States and Canada.
We rely on the official enterprise terms and policies of these providers, which generally restrict them from using customer API data to train their base models. However, because these providers operate their own proprietary systems, we do not directly control their infrastructure and cannot absolutely guarantee how they handle data internally. The processing of your data by these vendors is governed strictly by their own official privacy policies and terms of service. Provider practices may change over time, and you acknowledge that UTOPICA is not liable for the data handling practices of these independent third-party AI models.
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or substantially all of our business or assets, information may be transferred as part of that transaction, subject to applicable law.
We may disclose information if we reasonably believe disclosure is required by law or legal process, or necessary to protect rights, safety, and security.
We retain information for as long as reasonably necessary for the purposes described in this Policy, including providing the Service, complying with legal obligations, resolving disputes, and enforcing agreements.
The Service is operated primarily in the United States, and information may be stored and processed in the United States. If you are located in Canada, this means your information may be subject to U.S. laws and lawful access requests by U.S. authorities. We use contractual and technical safeguards designed to protect information during cross-border processing.
Depending on your location and applicable law, you may have rights to request access to, correction of, or deletion of certain Personal Information. Customers may also request deletion of Customer-Owned Content after cancellation as described below.
Upon account cancellation, the Customer may request the permanent deletion of only the following data associated with their account: (A) Final Output (expressly excluding ALL intermediaries and Intermediate Materials); (B) Original Implementation Data (expressly excluding any User Interactions with the AI during implementation); (C) User Uploads; and (D) any raw audio or raw video recordings hosted on UTOPICA's servers.
We will act on verified requests within a commercially reasonable time (typically within 30 days). Everything else is retained by UTOPICA. Upon executing the deletion request, UTOPICA will permanently retain all other data-including training data, derivatives, intermediaries, and User Interactions (including text, audio, and video transcripts)-strictly in an anonymized or de-identified format. Notwithstanding any deletion request, UTOPICA reserves the right to retain any raw or identifiable data strictly as required by local, state, or federal authorities for tax purposes, accounting, fraud prevention, or other mandatory legal and regulatory compliance.
You may opt out of marketing emails using the unsubscribe link in the message. Transactional or security messages are not subject to opt-out.
Email contact@utopica.ai with the subject line “Privacy Request.” We may need to verify identity and authority before responding.
If the Service processes audio or voice data, Customers are responsible for providing legally required notices and obtaining legally required consents from individuals whose voices are captured (including under applicable U.S. state biometric and call-recording laws). We process such data to provide, secure, and improve the Service as described in this Policy and the Terms. Please note that upon a valid deletion request, raw audio and video recordings are permanently deleted, while text, audio, and video transcripts generated from them are retained strictly in an anonymized or de-identified format.
We implement commercially reasonable administrative, technical, and physical safeguards designed to protect information. However, no system can be guaranteed to be 100% secure.
The Service is intended for businesses and is not directed to children. We do not knowingly collect Personal Information from children under 13.
We may update this Policy from time to time. If we make material changes, we will provide notice as required by law (for example, via email or in-app notice). Continued use of the Service after the effective date of the updated Policy means you accept the updated Policy.
If you have questions or complaints about privacy, contact our Privacy Office:
Canadian users may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) or applicable provincial authorities, depending on the circumstances.
If any provision of this Policy is held invalid or unenforceable, the remaining provisions remain in effect.