Privacy Policy

1. Who We Are

Hybrid Intelligence Academy LLC, doing business as Hybrid Intelligence Advisors, is a New Jersey limited liability company that provides AI training, advisory, implementation, and custom workflow services for individuals, teams, and organizations.

For privacy questions or requests, please contact us at:

2. Personal Information We Collect

The personal information we collect depends on how you interact with us.

Information you provide directly

We may collect:

• Name
• Email address
• Phone number
• Employer or organization
• Job title or professional role
• Location or country
• Billing and payment-related information
• Class, seminar, webinar, or event registration information
• Contact form submissions
• Newsletter or marketing preferences
• Survey responses
• Messages, questions, comments, or support requests
• Information submitted through QR-code campaigns, conference forms, lead forms, promotional forms, prize drawings, giveaways, or related follow-up
• Information you provide in connection with advisory, implementation, custom build, or organizational training work
• Testimonials, reviews, or feedback you choose to provide
• Any other information you choose to send us

Payment information

If you purchase a class, seminar, webinar, advisory session, implementation service, or other paid offering, payment information may be collected and processed by third-party payment processors. We generally do not store full credit card numbers or full payment account details on our own systems.

Website, device, and usage information

When you visit our websites or interact with our digital materials, we and our service providers may collect:

• IP address
• Browser type
• Device type
• Operating system
• Referring pages
• Pages viewed
• Links clicked
• Date and time of visit
• General location inferred from IP address
• Cookie identifiers
• Analytics and performance information
• Interaction with emails, ads, forms, or landing pages

Class, seminar, webinar, and meeting information

If you attend a live class, seminar, webinar, meeting, or workshop, we may collect:

• Registration and attendance information
• Questions, comments, or chat messages
• Poll or survey responses
• Audio, video, or transcript information if a session is recorded
• Participation information, such as attendance duration or engagement data

We will try to make clear when a session is recorded. If a recording is intended to be used outside the immediate class or client engagement, we will seek appropriate permission where required.

AI-related information

HIA teaches and helps people use AI tools. In some cases, we may use third-party AI systems, cloud services, collaboration platforms, or related technologies to help provide services, prepare materials, organize information, design workflows, or support custom builds.

If you provide information to us for advisory, implementation, custom build, organizational training, or related support, that information may be processed through third-party technology where reasonably necessary to deliver the service, subject to the applicable client agreement and any required data processing terms.

We do not intentionally use client confidential information or client-submitted personal information to train a public or shared AI model for unrelated purposes. Where reasonably available and appropriate, we use business, enterprise, API, or privacy settings intended to limit provider use of submitted information. Third-party platforms remain subject to their own terms, technical architecture, privacy practices, and security controls.

We may use de-identified, aggregated, or generalized information to improve our teaching methods, workflows, examples, and services where that information does not identify a client or individual.

3. Sources of Personal Information

We may collect personal information from:

• You directly
• Your employer or organization, if they arrange training or services for you
• Event, webinar, registration, or scheduling platforms
• Payment processors
• Website hosting, analytics, advertising, or form providers
• Email marketing or customer relationship management platforms
• Conference, trade show, QR-code, prize drawing, giveaway, or campaign tools
• Publicly available sources, such as LinkedIn or organizational websites
• Referrals or introductions from clients, partners, or contacts

4. How We Use Personal Information

We may use personal information to:

• Operate our websites
• Respond to inquiries
• Register you for classes, seminars, webinars, events, or consultations
• Provide training, advisory, implementation, or custom build services
• Process payments and manage billing
• Communicate about purchases, registrations, scheduling, or services
• Send newsletters, updates, offers, or other marketing communications
• Personalize or improve our content, teaching, website, and services
• Analyze website traffic, campaign performance, and user engagement
• Manage conference, QR-code, lead generation, promotional, prize drawing, or giveaway campaigns
• Provide customer support
• Maintain business records
• Protect the security and integrity of our systems
• Detect, prevent, or respond to fraud, abuse, technical issues, or legal claims
• Comply with legal, tax, accounting, and regulatory obligations
• Enforce our terms, agreements, and policies
• Develop new services, classes, materials, and workflows
• Conduct de-identified or aggregated analysis of business and service performance

5. Legal Bases for Processing

Where privacy laws require a legal basis for processing personal information, we rely on one or more of the following:

• Consent: for example, when you sign up for marketing emails, accept certain cookies, submit optional information, enter a prize drawing or giveaway, or agree to participate in a recorded session.
• Contract: when processing is necessary to provide a class, seminar, consultation, advisory service, implementation service, custom build, or other service you request.
• Legitimate interests: when we operate and improve our business, communicate with users, secure our systems, analyze service performance, respond to inquiries, or conduct ordinary marketing, provided those interests are not overridden by your rights.
• Legal obligation: when we must retain records, respond to lawful requests, comply with tax or accounting rules, or meet other legal requirements.
• Vital interests or public interest: only where applicable and legally permitted.

6. Cookies, Analytics, and Similar Technologies

We may use cookies, pixels, tags, analytics tools, advertising tools, and similar technologies to operate our websites, understand how visitors use them, improve our services, measure campaigns, and market our offerings.

These technologies may help us:

• Keep the website functioning
• Remember preferences
• Understand which pages visitors view
• Measure advertising, QR-code, conference, prize drawing, giveaway, or campaign performance
• Improve website design and content
• Support email and marketing analytics
• Retarget or measure ads, where used

Some cookies are necessary for the website to work. Others may be used for analytics, performance, personalization, or marketing.

Where required by law, we will ask for your consent before using non-essential cookies. You can also adjust your browser settings to block or delete cookies. If we use a cookie banner or consent management tool, you can use it to manage your preferences.

7. Marketing Communications

If you sign up for our mailing list, register for an event, download content, submit a form, enter a conference promotion or giveaway, or otherwise show interest in HIA, we may send you emails about classes, services, events, resources, or updates.

You can unsubscribe from marketing emails by using the unsubscribe link in the email or by contacting us. We may still send non-marketing communications, such as registration confirmations, receipts, service messages, scheduling information, prize drawing or giveaway administration, or legal notices.

8. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients:

Service providers and processors

We may share information with vendors who help us operate our business, such as:

• Website hosting and content management providers
• Domain, form, and landing page providers
• Email and newsletter platforms
• CRM and lead management tools
• Payment processors
• Accounting and billing platforms
• Webinar, video meeting, and event platforms
• Calendar and scheduling tools
• Cloud storage and document platforms
• AI tool providers and related technology platforms
• Analytics and advertising providers
• Customer support tools
• Legal, accounting, tax, insurance, and professional advisers
• Contractors, instructors, consultants, or operational support providers

These parties may process personal information as needed to provide services to us or as otherwise permitted by law and their agreements with us.

Client engagements and data processing roles

For some client engagements, HIA may process personal information on behalf of a client rather than for HIA’s own independent purposes. In those situations, the applicable statement of work, client agreement, HIA’s Standard Client Terms, and any required data processing agreement or similar terms may govern how that information is handled.

Where HIA acts as a processor or service provider on behalf of a client, privacy requests relating to that client-controlled information may need to be directed to the client. HIA will support the client as required by the applicable agreement and law.

Clients or organizations

If your employer or organization arranges, pays for, or sponsors HIA training or services, we may share limited participation, registration, attendance, or service-related information with that organization, where appropriate.

We do not generally share the substance of individual learner questions or private comments with an employer unless required for the service, authorized by you, or necessary to address legal, safety, misconduct, or service-integrity issues.

Business transfers

If HIA is involved in a merger, acquisition, financing, reorganization, sale of assets, partnership restructuring, or similar transaction, personal information may be disclosed or transferred as part of that transaction.

Legal and safety purposes

We may disclose personal information if we believe it is necessary to:

• Comply with law, regulation, legal process, or government request
• Protect the rights, property, or safety of HIA, our users, clients, or others
• Enforce our agreements or policies
• Detect, prevent, or respond to fraud, abuse, security incidents, or technical issues
• Defend against legal claims

With your consent

We may disclose personal information when you authorize or direct us to do so.

9. Sale or Sharing of Personal Information

We do not sell personal information for money.

Some privacy laws define “sale,” “sharing,” or “targeted advertising” broadly enough to include certain analytics, advertising, retargeting, or cross-context behavioral advertising activities. If we use those tools, we will provide any legally required notices and opt-out mechanisms.

10. International Transfers

HIA is based in the United States. If you access our websites or services from outside the United States, your personal information may be processed in the United States or other countries where we or our service providers operate.

Those countries may have privacy laws that differ from the laws where you live. Where required, we use appropriate safeguards for international transfers, which may include contractual protections, vendor data processing terms, or other legally recognized transfer mechanisms.

11. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, protect security, and support legitimate business operations.

Retention periods may vary depending on the type of information. For example:

• Inquiry and contact records may be kept for business follow-up.
• Registration and payment records may be kept for accounting, tax, and legal purposes.
• Marketing records may be kept until you unsubscribe or ask us to delete them, subject to legal retention needs.
• Client-service records may be retained for the duration of the relationship and afterward as permitted or required by the applicable client agreement, legal or compliance obligations, insurance requirements, accounting needs, dispute preservation, backup systems, or internal recordkeeping.
• Analytics data may be retained in aggregated or de-identified form.

For client engagements, return, deletion, retention, archival copies, backups, and related obligations may also be governed by the applicable statement of work, client agreement, Standard Client Terms, or data processing terms.

When information is no longer needed and no applicable agreement or legal requirement calls for continued retention, we will delete, de-identify, or aggregate it where reasonably practical.

12. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.

No website, email system, cloud service, AI tool, or online transmission is completely secure. Please use care when deciding what information to send us electronically.

13. Your Privacy Rights and Choices

Depending on where you live, you may have rights regarding your personal information. These may include the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of personal information
• Request restriction of processing
• Object to certain processing
• Withdraw consent where processing is based on consent
• Request portability of your information
• Opt out of marketing communications
• Opt out of certain targeted advertising, sale, or sharing where applicable
• Limit the use or disclosure of sensitive personal information where applicable
• Appeal a denied privacy request where applicable
• File a complaint with a privacy or data protection authority

To exercise rights, contact us at privacy@hybridintelligenceacademy.com.

We may need to verify your identity before fulfilling a request. We will respond within the time required by applicable law.

14. Additional Rights for EEA, UK, and Swiss Users

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you may have rights under applicable data protection laws, including rights to access, correct, delete, restrict, object to processing, withdraw consent, and request portability.

You may also have the right to lodge a complaint with your local data protection authority.

HIA generally acts as the controller of personal information processed through our websites and direct services. For some client engagements, HIA may instead act as a processor or service provider on behalf of the client, as described in Section 8 and the applicable client agreement.

15. Additional Rights for California and Certain U.S. State Residents

If you are a California resident or live in another U.S. state with an applicable consumer privacy law, you may have specific rights regarding your personal information, subject to legal limitations.

These rights may include:

• Right to know or access the categories and specific pieces of personal information we collect
• Right to know the categories of sources, purposes, and recipients of personal information
• Right to delete personal information
• Right to correct inaccurate personal information
• Right to opt out of sale, sharing, targeted advertising, or profiling where applicable
• Right to limit the use of sensitive personal information where applicable
• Right not to be discriminated against for exercising privacy rights
• Right to appeal certain decisions where applicable

We do not knowingly sell personal information for money. If we use advertising or analytics tools that constitute “sale,” “sharing,” or targeted advertising under applicable law, we will provide a way to opt out.

You may authorize another person to submit a request on your behalf where allowed by law. We may require proof of authorization and verification of identity.

16. Additional Rights for Brazilian Users

If you are located in Brazil, you may have rights under the Lei Geral de Proteção de Dados, or LGPD, including rights to confirm processing, access personal data, correct incomplete or inaccurate data, request anonymization, blocking, or deletion of unnecessary or excessive data, request portability, obtain information about sharing, withdraw consent, and request deletion of personal data processed based on consent, subject to legal exceptions.

To exercise these rights, contact us at privacy@hybridintelligenceacademy.com.

17. Additional Rights for Canadian Users

If you are located in Canada, you may have the right to access personal information we hold about you, request correction of inaccurate information, withdraw consent where applicable, and ask questions about our privacy practices.

To make a request or complaint, contact us at privacy@hybridintelligenceacademy.com.

18. Children’s Privacy

Our websites and services are intended for adults and professional audiences. We do not knowingly collect personal information from children under 13, or a higher age where required by local law.

If you believe a child has provided personal information to us, please contact us so we can take appropriate action.

19. Third-Party Websites and Services

Our websites, emails, classes, or materials may link to third-party websites, platforms, payment processors, webinar tools, scheduling tools, AI tools, social media sites, or other services. We are not responsible for the privacy practices of those third parties.

Please review the privacy policies of any third-party services you use.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top shows when it was last revised.

If we make material changes, we may provide additional notice, such as by posting a notice on our website or sending an email where appropriate.

21. Contact Us

For questions, requests, or complaints about this Privacy Policy or our privacy practices, contact us at: