AI4Ops Data Privacy & Security Policy

We collect only the information needed to provide and enhance our services.

User profile data

• Name
• Email address
• Phone number
• Organization name (if applicable)

Subscription & billing data

• Billing address
• Payment method (processed securely via Stripe / PayPal — card details are not stored by AI4Ops)
• Subscription plan and usage logs relevant to billing and service quality

Device & infrastructure data

• IP addresses and hostnames
• MAC addresses (where required for inventory)
• Configuration backups and selected command outputs
• System logs relevant to automation, monitoring, or troubleshooting

USCIS case data

• USCIS receipt numbers used for case tracking
• Mapped to your account or Telegram chat ID for alerts

Bot and app interaction logs

• User inputs and selected actions
• Bot responses and system messages
• Language preferences and channels (web, Telegram, SMS, Webex)
• Timestamps and technical metadata needed for reliability and security

To provide and operate our services

• Deliver infrastructure automation and network operations workflows
• Run security analytics and configuration checks
• Monitor endpoints, services, and infrastructure health

To send alerts and notifications

• Status changes, failures, or performance issues
• USCIS case updates when you opt into tracking
• Notifications via Email, Telegram, SMS (Twilio), and Webex

To analyze and improve

• Service performance and reliability
• Security posture and detection of abuse or misuse
• Product features based on aggregated, de-identified usage patterns

To comply with legal obligations

• Applicable laws and regulations
• Responding to verified and lawful requests from authorities

We apply multiple layers of security to protect your data.

Encryption

• TLS/SSL for data in transit between clients, bots, and servers
• Industry-standard encryption for sensitive data at rest

Infrastructure security

• Hosting on hardened cloud platforms such as AWS EC2 and RDS
• Network firewalls and security groups restricting access
• Monitoring and logging of key security-relevant events

Credential handling

• API keys and secrets stored using providers such as AWS Secrets Manager
• No plain-text storage of credentials in application code or logs

Access control

• Role-based access for admin, operator, and technician roles
• Least-privilege principle applied where technically possible
• Additional protections such as multi-factor authentication for privileged accounts (where supported)

For AI4Ops USCIS tracking tools, data is minimized and tied only to what is necessary to monitor public case status.

• We store USCIS receipt numbers and link them to your account or Telegram chat ID.
• We retrieve status updates using official public interfaces or authorized APIs.
• We do not store full immigration applications, supporting documents, or sensitive personal narrative data.
• Notifications are sent only for subscription-enabled receipts (e.g., status changes, key milestones).
• Receipt data is deleted when you unsubscribe or after a defined inactivity period (for example, 60 days of no use), subject to legal or operational requirements.

Operational and automation data

• Retained for a limited period (for example, 30 days by default) to support troubleshooting and reporting.
• Retention windows can sometimes be customized in enterprise deployments.

USCIS case data

• Removed when you explicitly delete a receipt or unsubscribe from tracking.
• Automatically deleted after a period of inactivity, subject to technical and legal constraints.

Backups

• Stored in encrypted form and retained for disaster recovery and security auditing.

Deletion on request

• You may request deletion of your personal data, subject to any legal obligations that require us to retain certain records.

We do not sell or rent your personal data. Limited data sharing happens only in the following situations:

Trusted service providers

• Cloud hosting and databases (e.g., AWS)
• Communication providers (e.g., Twilio for SMS, Telegram / Webex APIs)
• Payment processors (e.g., Stripe, PayPal) for billing and subscription management

Legal and compliance requirements

• To comply with applicable laws, regulations, or legal processes
• To respond to valid court orders or verified law-enforcement requests

You may have the following rights, depending on your location and applicable laws:

• Access your personal data that we hold
• Correct inaccurate or incomplete information
• Request deletion of your data, where feasible
• Receive a copy of your data in a portable format (e.g., CSV or JSON)
• Withdraw consent for certain processing activities

To exercise these rights or ask questions about this policy, contact us at support@ai4ops.ai.

We may update this policy from time to time to reflect changes in our services, legal requirements, or security practices.

• We will post the latest version on this page.
• For material changes, we may notify you via email, in-app messages, or Telegram.
• You can always review the current version at https://ai4ops.ai/privacy.