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Privacy Policy

Last Updated: July 1, 2025

Actualize Impact LLC ("Actualize Impact," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website actualizeimpact.com (the "Website") or use our services.

Please read this Privacy Policy carefully. By accessing or using our Website or Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

1. Information We Collect

1.1 Information You Provide Directly

We collect information you voluntarily provide, including:

  • Contact Information: Name, email address, phone number, and organization name when you contact us or fill out forms
  • Account Information: If you create an account for our tools or certification programs, we collect registration details, login credentials, and profile information
  • Service Engagement Information: Information shared during consulting or facilitation engagements, including organizational data, participant information, and session content
  • Payment Information: Billing details and payment card information (processed through secure third-party payment processors)
  • Certification Program Information: Application materials, assessment submissions, portfolio content, and professional credentials for EDA® Licensed Practitioner Program participants
  • Communications: Content of messages you send us via email, contact forms, or other channels

1.2 Information Collected Automatically

When you visit our Website, we may automatically collect:

  • Device Information: Browser type, operating system, device identifiers
  • Usage Data: Pages visited, time spent on pages, click patterns, referring URLs
  • Location Data: General geographic location based on IP address
  • Log Data: IP address, access times, pages viewed, and system activity

1.3 Information from AI Tool Usage

When you use our AI-powered tools (such as Actualize Funding, Foundation Equity Parser, or other products), we may collect:

  • Input Data: Content you provide to the tools for analysis or processing
  • Output Data: Results and analysis generated by our tools
  • Usage Patterns: How you interact with tool features

2. How We Use Your Information

We use collected information for the following purposes:

2.1 Service Delivery

  • Providing consulting, facilitation, and technology development services
  • Operating AI-powered tools and software products
  • Administering the EDA® Licensed Practitioner Program
  • Processing payments and maintaining accounts

2.2 Communication

  • Responding to inquiries and support requests
  • Sending service-related notifications
  • Sharing updates about our Services (with your consent)

2.3 Improvement and Research

  • Analyzing usage patterns to improve our Services
  • Conducting research on methodology effectiveness (using anonymized, aggregated data)
  • Developing new features and tools

2.4 Legal and Security

  • Complying with legal obligations
  • Protecting our rights and the security of our Services
  • Detecting and preventing fraud

3. AI and Third-Party Data Processing

3.1 AI Service Providers

Our AI-powered tools may utilize third-party AI services, including Anthropic's Claude API. When you use these tools:

  • Your input data may be transmitted to these AI service providers for processing
  • These providers have their own privacy policies governing data handling
  • We select providers committed to data protection and do not use providers that train on customer data

3.2 Embedding and Vector Database Services

Some tools may use embedding services (such as Voyage AI) and vector databases (such as Neon) to process and store information. These services enable semantic search and analysis capabilities.

3.3 Your Choices

You control what data you input into our AI tools. We recommend:

  • Not inputting highly sensitive personal information unless necessary for the service
  • Reviewing outputs before using them in critical decisions
  • Contacting us with questions about specific data handling practices

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Service Providers

We share information with trusted service providers who assist in operating our business, including:

  • Cloud hosting providers (Vercel, Neon)
  • Payment processors
  • Email service providers
  • AI service providers (Anthropic, Voyage AI)
  • Analytics services

4.2 Legal Requirements

We may disclose information when required by law, court order, or government request, or when we believe disclosure is necessary to protect our rights, safety, or property.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4.4 With Your Consent

We may share information for other purposes with your explicit consent.

4.5 Aggregated and Anonymized Data

We may share aggregated, anonymized data that cannot reasonably be used to identify you for research, marketing, or other purposes.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law. Retention periods vary based on data type:

  • Account Information: Retained while your account is active and for a reasonable period thereafter
  • Service Records: Retained for 7 years for legal and business purposes
  • AI Tool Usage Data: Input/output data retained per tool-specific policies, typically 30-90 days unless you request deletion
  • Certification Records: Retained indefinitely to verify practitioner credentials

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Secure authentication mechanisms
  • Regular security assessments
  • Limited access to personal information on a need-to-know basis
  • Secure cloud infrastructure with reputable providers

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

7.1 Access and Portability

You may request access to your personal information and receive it in a portable format.

7.2 Correction

You may request correction of inaccurate or incomplete personal information.

7.3 Deletion

You may request deletion of your personal information, subject to certain legal exceptions.

7.4 Opt-Out

You may opt out of marketing communications by following unsubscribe instructions in emails or contacting us directly.

7.5 Exercising Your Rights

To exercise these rights, contact us at charles@actualizeimpact.com. We will respond to verified requests within 30 days.

8. Cookies and Tracking Technologies

Our Website may use cookies and similar technologies to enhance your experience. Types of cookies we may use:

  • Essential Cookies: Necessary for Website functionality
  • Analytics Cookies: Help us understand how visitors use our Website
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may affect Website functionality.

9. Children's Privacy

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will delete it promptly.

10. International Data Transfers

Our Services are operated from the United States. If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt out of sales of personal information. We do not sell personal information. Contact us to exercise your California privacy rights.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be posted on our Website with an updated "Last Updated" date. We encourage you to review this Privacy Policy periodically. Your continued use of our Services after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, please contact:

Actualize Impact LLC

Email: charles@actualizeimpact.com

Website: actualizeimpact.com

By using our Website or Services, you acknowledge that you have read and understood this Privacy Policy.