Privacy Policy

1. Introduction

Welcome to AIC Clients App, a digital platform operated by Advisors International Corporation (AIC) (“AIC”, “we”, “us”, or “our”).

AIC is committed to protecting the privacy, confidentiality, and security of the information entrusted to us by our clients and users.

This Privacy Policy explains how AIC Clients App collects, uses, stores, protects, shares, retains, and manages information when you access or use the application and related digital services.

By using AIC Clients App, you acknowledge that you have read and understood this Privacy Policy.

2. Confidentiality of Client Information

AIC recognizes that information relating to its clients may contain confidential, commercially sensitive, operational, technical, and business information.

AIC maintains contractual agreements with its clients that may include confidentiality obligations governing information exchanged, accessed, collected, or generated during the provision of AIC services.

AIC limits the access, use, and disclosure of client information to authorized and legitimate purposes.

Client information will not be sold, rented, publicly disclosed, or commercially traded by AIC.

Information may be accessed or disclosed where reasonably necessary to:

• Provide contracted services.
• Operate and maintain AIC Clients App.
• Fulfill contractual obligations.
• Meet legal, regulatory, accreditation, or certification requirements.
• Protect the security of AIC, its clients, users, or systems.
• Respond to lawful requests from competent authorities.
• Protect AIC's legal rights and legitimate business interests.

3. Information We Collect

Depending on how the application is used and the services provided to the client, AIC Clients App may collect or process the following categories of information.

3.1 Account and Contact Information

• Full name.
• Business or organization name.
• Job title or professional role.
• Email address.
• Telephone number.
• Username.
• Authentication information.
• Account status.
• Information required to manage the client relationship.

3.2 Client and Business Information

Where applicable, the application may process information related to the client's business and contracted AIC services, including:

• Business and facility information.
• Audit and inspection records.
• Food safety and quality information.
• Corrective and preventive actions.
• Compliance records.
• Operational information.
• Training and qualification records.
• Reports and findings.
• Supporting documents.
• Service history.
• Other information generated or provided as part of AIC's contracted services.

3.3 Technical Information

To operate, secure, maintain, and improve the application, limited technical information may be processed, including:

• Device type.
• Operating system.
• Application version.
• IP address.
• Login and authentication information.
• Technical logs.
• Error and diagnostic information.
• Security-related information.

AIC seeks to limit the collection of information to what is reasonably necessary for the operation and legitimate purposes of the application.

4. How We Use Information

AIC may use information collected through AIC Clients App for legitimate business and service-related purposes, including:

• Creating and managing user accounts.
• Authenticating authorized users.
• Providing contracted AIC services.
• Providing access to reports and operational information.
• Managing audits and inspections.
• Managing corrective actions and follow-up activities.
• Providing training and qualification information.
• Communicating with authorized clients and users.
• Maintaining and improving the application.
• Maintaining application security.
• Preventing unauthorized access, fraud, misuse, or security incidents.
• Maintaining contractual and business records.
• Meeting applicable legal, regulatory, accreditation, or certification requirements.

5. Account and Data Deletion

AIC provides a mechanism through which users may request deletion of their AIC Clients App account and applicable personal data.

Users may initiate an account deletion request:

• From within AIC Clients App: through the account or settings section and the available account deletion option.
• Through the AIC website: through the designated account and data deletion request mechanism.

Upon receiving a valid account deletion request, AIC will process the request and delete or anonymize personal information associated with the application account, subject to information that AIC is legally, contractually, or legitimately required to retain.

Account suspension, deactivation, or expiration is not treated as a substitute for a valid account deletion request.

6. Information That May Be Retained After Account Deletion

Certain information may need to be retained after an account deletion request where retention is reasonably necessary for legitimate purposes, including:

• Compliance with applicable laws and regulations.
• Regulatory or accreditation requirements.
• Maintaining required audit and certification records.
• Contractual obligations.
• Legal claims or dispute resolution.
• Fraud prevention.
• Information security.
• Establishing, exercising, or defending legal rights.
• Maintaining records that AIC is legally or contractually required to preserve.

Where information must be retained, AIC will retain it only for the period reasonably necessary for the applicable purpose and will continue to apply appropriate confidentiality and security measures.

7. Data Retention

AIC retains information only for as long as reasonably necessary to:

• Provide contracted services.
• Maintain the client relationship.
• Operate the application.
• Maintain appropriate business and service records.
• Fulfill legal, regulatory, contractual, accreditation, or certification requirements.
• Protect the security and integrity of AIC systems.
• Protect AIC's legitimate business and legal interests.

The applicable retention period may vary depending on the nature of the information, the type of service provided, the contractual relationship, and applicable legal or regulatory requirements.

Termination of a client's contractual relationship does not automatically require the immediate deletion of all historical records where AIC has a legitimate, contractual, regulatory, or legal reason to retain them.

8. Information Sharing

AIC does not sell, rent, or commercially trade personal information or confidential client information.

AIC may share or allow limited access to information only where reasonably necessary for legitimate purposes, including:

• Providing contracted services.
• Operating and maintaining AIC Clients App.
• Hosting and technical infrastructure.
• Information security.
• System maintenance.
• Legal or regulatory compliance.
• Accreditation or certification activities.
• Responding to lawful requests.
• Protecting AIC's legal rights or the security of its systems.

Where third-party technology or service providers process information on behalf of AIC, such access is limited to what is reasonably necessary to perform the relevant service.

AIC expects applicable service providers to maintain appropriate confidentiality and security measures.

9. Data Security

AIC implements reasonable technical, organizational, and administrative measures designed to protect information against unauthorized access, disclosure, alteration, loss, destruction, or misuse.

Security measures may include:

• Access controls.
• Authentication mechanisms.
• Role-based access controls where applicable.
• Secure transmission of information.
• Security monitoring.
• Restricted access to confidential information.
• Administrative and organizational controls.
• Backup and recovery procedures.
• Technical security measures.

No electronic system or method of transmission over the Internet can be guaranteed to be completely secure. AIC cannot guarantee absolute security of information transmitted through the Internet, but remains committed to taking reasonable measures to protect the information entrusted to it.

10. Third-Party Services

AIC Clients App may rely on third-party technology or infrastructure providers to support functions such as:

• Application hosting.
• Data storage.
• Authentication.
• Security.
• System infrastructure.
• Communications.
• Technical support.
• Application performance and diagnostics.

Such providers may process limited information where necessary to provide their services. AIC takes reasonable steps to ensure that applicable third-party providers maintain appropriate confidentiality and security obligations.

11. Children's Privacy

AIC Clients App is intended for business and professional users.

The application is not directed toward children, and AIC does not knowingly collect personal information from children where such collection is prohibited by applicable law.

12. Privacy and Data Requests

Users may contact AIC regarding:

• Privacy questions.
• Personal information.
• Account information.
• Data access requests.
• Data deletion requests.
• Account deletion requests.
• Confidentiality concerns.
• Security concerns.

Requests may be submitted through the contact mechanism available on the official AIC website or through the designated privacy or support contact provided by AIC.

AIC will review and process valid requests in accordance with applicable legal, contractual, and regulatory requirements.

13. Changes to This Privacy Policy

AIC may update this Privacy Policy from time to time to reflect changes in:

• AIC services.
• AIC Clients App functionality.
• Technology.
• Legal or regulatory requirements.
• Data protection practices.
• Security practices.

Where material changes are made, AIC may provide appropriate notice through the application, website, or other available communication channels.

The updated Privacy Policy will be effective from the date stated at the beginning of the updated policy.

14. Contact Us

For privacy, confidentiality, account, or data deletion requests, users may contact:

AIC is committed to responding to legitimate privacy and data-related requests within a reasonable period and in accordance with applicable requirements.

15. Acknowledgment

By accessing or using AIC Clients App, users acknowledge that they have read and understood this Privacy Policy and understand how their information may be collected, used, stored, protected, shared, retained, and deleted as described herein.

Where applicable law requires consent for specific processing activities, AIC will obtain the required consent in accordance with applicable requirements.