Privacy Statement

Section 1. Information Collection

What We Collect

We may collect information that can be used to identify you (“personal information”) when you interact with the Website or Mobile Apps. Depending on the specific web page of the Website or Mobile App you are using, personal information may consist of your name, current job title, company address, email address, telephone and fax numbers, correspondence with you, which newsletters you subscribe to, and other information you provide to us.

We do not usually collect sensitive personal information (i.e., data relating to race or ethnic origin, religious or philosophical beliefs, trade union membership, political opinions, medical or health conditions, or information specifying the sex life or sexual orientation of an individual) from users. We will, where necessary, obtain your explicit consent to collect and use such sensitive personal information.

Mobile App Collection

When using a Mobile App, in addition to contact information, we may also collect personal information relating to your devices, including your device model, operating system, browser type, unique device identifier, IP address, mobile phone number, mobile network carrier, location, and the way you are using the Mobile App. The personal information collected will depend on the functionality of the specific Mobile App you are using. If any other personal information is collected in connection with your use of a Mobile App, such personal information will be specified in the Mobile App.

Where We Collect It From

We may collect personal information about you from various sources, such as:

• Directly from you when you use the Website or Mobile Apps, such as when you register for an account or reach out to us.
• Social networks (e.g., LinkedIn, Facebook, and Twitter). For example, you may log into your account by using your social network account credentials. We may then collect the username associated with that social media account and any information or content you have permitted the social media network to share with us, such as your profile picture, email address, and birthday. The information we collect may depend on the privacy settings you have with the social network site, so please review the privacy statement or policy of the applicable social network site. When you access the Website through your social network account, you are authorizing us to collect and use your information in accordance with this Privacy Statement.
• Our service providers and other third parties. The Website may also collect content that you provide, including information on forms you elect to complete to receive content from us such as whitepapers, postings on blogs, forums, wikis and other social media applications and services that we may provide.

Section 2. Log Information, Cookies and Web Beacons

The Website and Mobile Apps collect standard log information including your IP address, browser type and language, access times, and referring website addresses. To ensure that the website and Mobile Apps are well managed and to facilitate improved navigation, we or our service provider(s) may also use cookies (small text files that are used to uniquely identify the visitor’s browser or to store information or settings in the browser) or web beacons (also known as an Internet tags, pixel tags, or clear GIFs, that are used to transmit information about actions of the user opening the page or email containing the beacon back to a web server) to collect aggregate data. Additional information on how we use cookies and other tracking technologies and how you can control these can be found in our Cookie Policy. The information we collect helps us to improve and personalize our Website and Mobile Apps, including by enabling us to identify and authenticate users.

Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie, and how to disable existing cookies. Please note, however, that without cookies you may not be able to take full advantage of all of the features of the Services.

Section 3. How We Respond to “Do Not Track” Signals

“Do Not Track” is a preference you can set in your Web browser to let the websites you visit know that you do not want them collecting information about you. The Website does not currently respond to a Do Not Track or similar signal. We do not engage in the collection of personal information about your online activities across third-party websites or online services and we do not allow third parties to collect such personal information when you use the Website.

Section 4. Information Use

We may use personal information we obtain about you to:

• Provide you with the products and services you request through the Website and Mobile App.
• Send you any information or materials you may request.
• Respond to your questions and comments and provide customer support.
• Register or create a user profile on the Website or Mobile App (e.g. to gain access to specific content, attend a hosted event, respond to a survey or request communications about specific areas of interest). In such cases, the personal information you submit may be used to manage your request, manage our relationship with you, or customize and improve the Website, Mobile App, and related services offered to you.
• Send you promotional materials or communications regarding services provided by us that we feel may be of interest to you.
• Operate, evaluate, and improve our business and the services we offer.
• Seek feedback on services provided by us or for market or other research purposes.
• Protect our rights or property and that of our users by protecting against fraud, unauthorized transactions, claims, and other liabilities.

Other Uses

We also may use the personal information we obtain about you in other ways for which we provide specific notice at the time of collection.

You may request at any time that we discontinue sending you marketing emails, or other communications generated in response to your registration on the Website or Mobile App.

Section 5. Disclosure of Information to Third Parties

We may disclose aggregated information about our users without restriction. We may disclose personal information about you:

• To third parties in order to respond to your requests or inquiries; to prepare to provide services or provide services; or where those parties handle information on our behalf.
• In relation to Mobile Apps, to mobile carriers, platform providers, as well as any other entities described in any particular Mobile App in connection with the operation of the Mobile App.
• To law enforcement, regulatory or other government agencies, or to other third parties, in each case to comply with legal, regulatory, or national security obligations or requests.
• To enforce or apply our other agreements.
• If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of Ideal State, users of the Website or Mobile Apps, or others.
• With your consent.

We also reserve the right to transfer your personal information to a buyer or other acquirer in the event of a merger, divestiture, restructuring, reorganization, dissolution, sale, or other transfer of some or all of our assets, equity or similar transaction. Should such a sale, merger, or transfer occur, we will use reasonable efforts to direct the acquirer to use your personal information in a manner that is consistent with this Privacy Policy.

All of these disclosures may involve the transfer of personal information to countries or regions without data protection rules similar to those in effect in your area of residence.

BY PROVIDING INFORMATION THROUGH THE WEBSITE OR MOBILE APP, YOU ARE CONSENTING TO THE DISCLOSURES DESCRIBED ABOVE.

Section 6. Blogs, Forums, Wikis and Other Social Media

The Website may host various blogs, forums, wikis and other social media applications or services that allow you to share content with other users (collectively “Social Media Applications”). Any personal information or other information that you contribute to any Social Media Application can be read, collected and used by other users of that Social Media Application over whom we have little or no control. Therefore, we are not responsible for any other user’s use, misuse or misappropriation of any personal information or other information that you contribute to any Social Media Application. The information practices of these Social Media Applications are governed by their own privacy policies and are not covered by this Privacy Policy. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly.

Section 7. Privacy Practices of Third Parties

This Privacy Statement only addresses the use and disclosure of personal information by Ideal State through your interaction with the Website and the Mobile Apps. Other websites or mobile apps that may be accessible through links from the Website or Mobile Apps may have their own privacy statements and personal information collection, use and disclosure practices. We encourage you to familiarize yourself with the privacy statements provided by these other parties prior to providing them with information.

Section 8. Access to Information

If you choose to register with the Website or Mobile App you may access your user profile, correct and update your details, or unsubscribe at any time. If you decide that you no longer wish to have your third-party social network site account (e.g., LinkedIn, Facebook, or Twitter) linked to your profile on the Website or Mobile App, you may change your account settings at any time. If you have any problem accessing your profile, or would like to request a copy of your personal information, please contact us. In all cases, we will treat requests to access information or change information in accordance with applicable legal requirements. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

Section 9. Special Notices to California Residents

In response to California law, if you are a California resident, you are entitled to request information concerning whether your personal information has been disclosed to nonaffiliated third parties for their direct marketing purposes. We do not share your personal information with non-affiliated third parties for such purposes.

Section 10. Information Security

We have in place reasonable commercial standards of technology and operational security to protect all personal information provided by users via the Website or Mobile Apps from unauthorized access, disclosure, alteration or destruction. Our website is hosted by Vercel. Please note that the electronic transmission of information is not completely secure. We cannot guarantee that the security measures we have in place to safeguard personal information will never be defeated or fail, or that such measures will always be sufficient or effective. Any transmission of personal information is at your own risk.

Section 11. Changes to Our Privacy Statement

We may modify or amend this Privacy Statement from time to time at our discretion. When we make changes to this Privacy Statement, we will amend the date at the top of this page and such modified or amended Privacy Statement shall be effective as to you and your information as of that revision date. We encourage you to periodically review this Privacy Statement to view any updates.

Section 12. Children’s Privacy Protection

We understand the importance of protecting children’s online privacy. The Website and Mobile Apps are not designed for or intentionally targeted at children 13 years of age or younger. It is not our policy to intentionally collect or maintain information about anyone under the age of 13. If we obtain actual knowledge that we have received such information, we will take steps to delete it.

Section 13. Additional Information for the EEA and UK (GDPR & UK GDPR)

This section provides additional information for individuals in the European Economic Area and the United Kingdom, in line with the GDPR and UK GDPR. Where it differs from the rest of this Privacy Statement, this section governs for those individuals.

Who we are (data controller)

Ideal State, LLC is the controller responsible for your personal data. We operate from Italy. You can reach us about privacy at privacy@idealstate.co. Our registered-agent postal address is 1704 Llano Street, Ste. B PMB 1045, Santa Fe, NM 87505, USA.

Because Ideal State processes personal data in the context of an establishment in the European Union (Italy), the GDPR applies to this processing under Article 3(1), and we are not required to appoint a representative under Article 27.

The personal data we process

Depending on how you interact with us, we process: identity and contact details (name, work email, organization); the content of messages, form submissions, and inquiries you send us; scheduling details when you book a call; and limited technical and usage information. Where you use the AI avatar assistant, we also process the data described in the AI Avatar Assistant section. We do not intentionally collect special categories of data.

How we use your data, and our legal bases

Who we share your data with (processors)

We share personal data only with service providers (“processors”) who act on our instructions under a data processing agreement. They include:

• Formspree — processes contact, assessment, and newsletter form submissions and relays them to email.
• Microsoft 365 (Outlook) — receives and stores form-submission emails and our business correspondence.
• HubSpot — stores contact, lead, and pipeline records in our CRM.
• Calendly — scheduling when you book a discovery call.
• Vercel — website and backend hosting; technical logs.
• Plausible — privacy-friendly, cookieless analytics (EU-hosted).
• Anam.ai — operates the AI avatar assistant; its language-model sub-processor, OpenAI, receives conversation text to generate responses (Anthropic’s Claude is planned).
• Airtable — session logging for the avatar.

We do not sell your personal data.

International data transfers

Several of the providers above are located in the United States. Where we transfer personal data outside the United Kingdom or the European Economic Area, we rely on appropriate safeguards, such as the European Commission’s Standard Contractual Clauses (and the UK International Data Transfer Addendum where applicable). You can request a copy of the relevant safeguards at privacy@idealstate.co. Plausible analytics data is processed within the EU.

How long we keep your data

• Inquiry and contact-form data: 24 months after our last contact.
• Newsletter subscription: until you unsubscribe, after which we keep a suppression record to honor your opt-out.
• Website analytics: aggregate and non-identifying (no personal data retained).
• AI avatar assistant data: see the AI Avatar Assistant section.

Your data protection rights

Subject to applicable law, you have the right to: access your personal data; have it corrected or erased; restrict or object to its processing; data portability; and, where processing is based on consent, to withdraw that consent at any time without affecting prior processing. You will not be subject to decisions producing legal or similarly significant effects based solely on automated processing.

To exercise any of these rights, contact privacy@idealstate.co. We will respond within one month. You also have the right to lodge a complaint with a data protection supervisory authority. Our competent authority is the Italian Garante per la protezione dei dati personali. You may also complain to the supervisory authority in your own country: in the UK, the Information Commissioner’s Office (ICO), and in the EEA, your local authority.

Marketing choices

We send marketing emails only with your consent. You can unsubscribe at any time using the link in any email, or by contacting privacy@idealstate.co.

Section 14. AI Avatar Assistant

This section explains how we handle personal data when you interact with our AI avatar assistant (“the assistant”), the conversational guide that appears as a widget on our website.

What the assistant is

The assistant is an artificial intelligence, not a real person, and it tells you so at the start of every conversation. Before any conversation begins, we show you a consent notice and ask you to choose “Start conversation” or “Not now.” We do not capture your microphone audio or begin a session until you choose to start.

What we collect through the assistant

• Voice audio. When you start a conversation, we capture audio from your microphone so the assistant can understand you and respond in real time. We do not access your camera. The video you see is the assistant’s own animated face, streamed to you.
• Conversation content. The words you speak or type during a conversation, and a transcript of the exchange, which we keep for sales follow-up and to improve the service.
• Contact details you choose to provide. If you ask to book a call or be contacted, we collect your name, work email, company, and any message you write. We confirm with you in plain language before passing these to our team.
• Usage information. A randomly generated session identifier, the page address where you used the assistant, and basic interaction events (for example, that a conversation was opened, consented to, or closed). This information is only collected after you consent, and it is not linked to your identity unless you provide contact details.

Why we process this data, and our legal basis

• To run the conversation you requested, including speech processing and generating responses. Legal basis: your consent, which you give through the consent notice and can withdraw at any time by ending the conversation.
• To collect and follow up on inquiries and bookings you submit. Legal basis: steps taken at your request before entering into a contract, and our legitimate interest in responding to potential customers.
• To understand how the assistant is used and improve it. Legal basis: your consent to the assistant, as described above.

Who we share it with (sub-processors)

We use the following service providers to operate the assistant. Each acts as our processor under a data processing agreement:

• Anam.ai provides the avatar, real-time media transport, speech-to-text, and the real-time orchestration of the assistant.
• OpenAI provides the large language model that generates the assistant’s responses; it receives the conversation text and is engaged as Anam’s sub-processor.
• Anthropic provides the large language model (Claude) that generates the assistant’s responses (planned).
• Airtable stores leads, conversation transcripts, and interaction events (session logging).
• Vercel hosts the assistant’s backend and may process technical logs.
• Calendly schedules discovery calls if you choose to book one.

A current list of sub-processors is available on request at privacy@idealstate.co.

International transfers

The providers above process data in the United States and may process it in other countries. Where we transfer personal data outside the United Kingdom or the European Economic Area, we rely on appropriate safeguards, such as the European Commission’s Standard Contractual Clauses (and the UK International Data Transfer Addendum where applicable). You can request a copy of the relevant safeguards at privacy@idealstate.co.

How long we keep it

• Conversation transcripts and associated usage data: 12 months.
• Lead and contact details: until the inquiry is resolved and then 12 months.
• Interaction events: 6 months.

Your rights

Subject to applicable law, you have the right to access, correct, delete, restrict, or object to our processing of your personal data, to data portability, and to withdraw consent at any time without affecting processing carried out before withdrawal. You also have the right to lodge a complaint with your data protection supervisory authority.

To exercise any of these rights, or to ask us to delete a conversation, contact us at privacy@idealstate.co.

What we do not do

• We do not access your camera.
• We do not sell your personal data.
• We do not use your conversation to make automated decisions that produce legal or similarly significant effects about you.

Effective date: June 3, 2026

Section 15. Questions

If you have any questions or concerns regarding your privacy while using the Website or Mobile App, please contact us.