Privacy Policy

Arkana Tech  ·  Effective date: February 24, 2026  ·  Last updated: February 24, 2026

1. Introduction

Welcome to Arkana Tech (“we”, “us”, or “our”). We are an AI solutions company specializing in chatbots, voicebots, automation systems, and custom applications for businesses. Our registered place of business is Nashville, Tennessee, United States.

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website (www.arkanatech.tech), interact with our AI chat assistant, or submit any form on our platform.

By using our website or services, you agree to the practices described in this policy. If you do not agree, please do not use our services.

2. Information We Collect

2.1 Information you provide directly

When you fill out a contact form or interact with our AI chat assistant, we may collect:

• Full name
• Email address
• Phone number
• Company name and website URL
• Job title or position
• Number of employees
• Description of your business challenges or needs
• Preferred meeting date and time
• Any other information you voluntarily share in messages

2.2 Information collected automatically

When you visit our website, we may automatically collect:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Pages visited and time spent on each page
• Referring URL (the page you came from)
• Date and time of your visit
• Cookies and similar tracking technologies (see Section 7)

2.3 Information from third-party services

We integrate with third-party platforms including Google Calendar, Google Sheets, and Gmail to manage appointments and communications. These services may provide us with confirmation data related to scheduled meetings.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries — We use your contact details to follow up on your request or demo submission.
• To schedule consultations — We use your name, email, and preferred time to create calendar appointments via Google Calendar and send you Google Meet links.
• To send confirmation emails — We send meeting confirmations and service information to the email address you provide.
• To analyze business needs — We may review your company website and the information you share to tailor our consultation to your business.
• To maintain records — We store lead information in Google Sheets for internal sales and follow-up purposes.
• To improve our services — We analyze usage patterns and conversation data (in aggregate and anonymized form) to improve our AI systems.
• To comply with legal obligations — We may process your data as required by applicable law.

4. How We Share Your Information

We only share your personal information in the following limited circumstances:

• Service providers: We use trusted third-party tools to operate our business, including Google Workspace (Calendar, Gmail, Sheets), OpenAI (for AI processing), and n8n (workflow automation). These providers process data strictly on our behalf and under our instructions.
• Legal requirements: We may disclose your information if required by law, court order, or government authority.
• Business transfers: If Arkana Tech is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
• With your consent: We may share your information for any other purpose with your explicit consent.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law:

• Contact form submissions: Retained for up to 2 years for follow-up and business purposes.
• Meeting records: Retained for up to 1 year after the scheduled consultation.
• Chat conversation data: Session data is not permanently stored. Collected lead fields are retained as described above.
• Website analytics: Aggregated and anonymized data may be retained indefinitely.

You may request deletion of your data at any time by contacting us at info@arkanatech.tech.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, alteration, or disclosure. These include:

• Encrypted data transmission via HTTPS/TLS
• Secure OAuth 2.0 authentication for all Google service integrations
• Access controls limiting who within our organization can view personal data
• Regular review of our data handling practices

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. A cookie is a small text file stored on your device by your browser.

Types of cookies we use:

• Essential cookies: Required for the website to function properly (e.g., session management).
• Analytics cookies: Help us understand how visitors interact with our site (e.g., page views, traffic sources).
• Functional cookies: Remember your preferences to improve your experience.

You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of certain parts of our website.

For detailed information, please see our Cookie Policy.

8. Our AI Chat Assistant

Our website features an AI-powered chat assistant designed to collect information about your business needs and schedule consultations. Please be aware:

• Conversations are processed using OpenAI’s API. Messages you send may be transmitted to OpenAI’s servers for processing. OpenAI’s Privacy Policy applies to this processing.
• The information you share in the chat (name, email, company, needs, etc.) is saved to our internal systems as described in Section 3.
• Our AI assistant does not make binding commitments on our behalf. Any meeting scheduled through the chat is subject to confirmation by our team.
• Do not share sensitive personal information (such as passwords, financial account numbers, or government ID numbers) through the chat.

9. Your Rights

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

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your personal data (“right to be forgotten”).
• Right to restrict processing: Request that we limit how we use your data.
• Right to data portability: Receive your data in a structured, machine-readable format.
• Right to object: Object to our processing of your data for marketing purposes.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at info@arkanatech.tech. We will respond within 30 days.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., LinkedIn, social media platforms). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.

11. Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it promptly.

12. International Data Transfers

Arkana Tech is based in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using our services, you consent to such transfers.

For users in the European Economic Area (EEA) or United Kingdom, we process personal data in accordance with applicable data protection law. We rely on legitimate interests and, where applicable, explicit consent as the legal basis for processing.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will update the “Last updated” date at the top of this page. We encourage you to review this policy periodically.

For significant changes, we will provide a more prominent notice (such as a banner on our website or an email notification where appropriate).