Privacy Policy

Information you provide directly

Our contact form collects your full name, business email address, company name if provided, project type, and message. You may also provide a phone number or other information through email and business communications. Providing information is voluntary, but we may be unable to respond without relevant contact and project details.

Technical and usage information

When you use our website, our systems and hosting providers may process your IP address, browser and device information, requested and referring pages, request times, and diagnostic or security information. Our contact endpoint uses IP addresses to limit repeated submissions and help prevent abuse.

Business and referral information

We may receive business contact details and project information when you discuss a consultation, customer engagement, partnership, or referral with us, including when a business partner introduces you to STELAROS.

Please do not submit passwords, payment details, health information, identification documents, confidential customer data, or other sensitive, regulated, or proprietary information through general website contact forms. Use an agreed secure process for information needed for a specific engagement.

We use personal information as needed to:

• Respond to inquiries, requests, and privacy questions.
• Communicate with prospective customers, customers, and business partners.
• Evaluate projects, prepare proposals, and manage business relationships.
• Operate, troubleshoot, and improve our website and business services.
• Maintain security, prevent spam and fraud, and investigate technical problems.
• Maintain appropriate business records, fulfill contractual obligations, and comply with applicable law.
• Protect the rights and security of STELAROS, our customers, and others.

Contacting us about a project does not, by itself, subscribe you to a marketing mailing list. If you receive marketing communications from us, you can ask us to stop using any unsubscribe option provided or by contacting hello@stelaros.ai. We may still send communications needed to respond to your requests or manage an existing engagement.

Where applicable data protection law requires a lawful basis, we rely, as appropriate, on our legitimate interests in responding to business inquiries, maintaining business relationships, and securing our systems; steps you request before entering into a contract or performance of a contract with you; legal obligations; or consent where required. Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing.

STELAROS develops AI agents, retrieval-augmented generation systems, conversational AI, voice and avatar experiences, intelligent automation, and responsible AI solutions. This corporate website policy describes website and business contact information. It does not describe every data practice that may apply to an individual product, demonstration, or customer implementation.

Individual STELAROS products, demonstrations, and customer implementations may be governed by additional privacy notices, agreements, or data-processing terms. Where applicable, those materials will describe the information processed, such as conversations, documents, audio, images, or saved memories; the relevant AI and cloud providers; retention and deletion practices; age requirements; and whether information is used for model training or improvement. For a product or demonstration that collects personal information, we will provide the relevant privacy information before collection begins.

When we process personal information solely on behalf of a customer or another service provider, the relevant service agreement, data processing terms, and documented instructions govern that processing. This policy does not give us independent permission to reuse customer-controlled information. Requests about that information should normally be directed to the organization responsible for the service; we assist as required by our agreements and applicable law.

We use providers that support our website and business operations. Depending on the interaction, these include:

• Website hosting and security providers, including Vercel, which process website requests, technical information, and contact submissions needed to operate the site.
• HubSpot, our customer relationship management provider, which receives contact form names, email addresses, company details when provided, project types, and messages so we can manage and respond to inquiries.
• Email, communications, and business administration providers used to manage correspondence and business records.
• Microsoft Azure and other cloud or AI providers used in particular products or customer engagements, as described in the relevant notices and agreements.

Providers processing information on our behalf are engaged for the relevant business purpose and subject to applicable contractual obligations. Where a provider processes information for its own purposes, its privacy notice also applies. Using a provider does not remove STELAROS’s responsibilities under applicable privacy law.

Our website and hosting services may use cookies or similar technologies needed for functionality and security. Technical request logs may also be processed without placing a cookie on your device.

If we introduce non-essential analytics, advertising, or similar tracking technologies, we will update the relevant disclosures and provide consent or opt-out controls where required before using those technologies. Browser settings may allow you to restrict cookies, although doing so can affect some website functions.

We may disclose relevant personal information:

• To hosting, customer relationship management, communications, and other providers supporting the purposes described in this policy.
• To a delivery or referral partner when needed for a project or introduction you request or authorize, subject to the relevant arrangements and applicable law.
• To professional advisers where needed for business, legal, or accounting matters.
• In connection with a proposed or completed merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality and legal requirements.
• Where required by law or valid legal process, or reasonably necessary to protect rights and security, investigate fraud, or enforce applicable agreements.

The information disclosed depends on the purpose and may include contact details, business correspondence, project information, or technical and security records. We do not sell personal information.

We use reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. No internet transmission or information storage system can be guaranteed to be completely secure.

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, taking account of its sensitivity, our relationship with you, operational needs, applicable legal requirements, and any dispute or legal hold.

• Inquiry and relationship records are retained as needed to respond, follow up, and manage the relevant business relationship.
• Contractual and business records may be retained to fulfill obligations, maintain required records, or resolve disputes.
• Technical and security records are retained according to operational needs and the relevant provider settings.
• Customer-controlled and product information is subject to the retention arrangements for the applicable service.

You can request deletion using the contact details below. Some records may need to be retained for lawful reasons, and backup copies may remain until removed through the applicable backup lifecycle.

Depending on your location and the law that applies, you may have rights to:

• Confirm whether we process your personal information and request access to it.
• Correct inaccurate information or request deletion.
• Obtain a portable copy of certain information.
• Object to or restrict certain processing, or withdraw consent where processing relies on consent.
• Opt out of processing for targeted advertising, sale of personal information, or certain profiling, where those activities occur and applicable law grants that right.
• Appeal a decision about your privacy request where applicable, and complain to the relevant privacy regulator.

To make a request, email hello@stelaros.ai and describe your request. You may use the subject “Privacy request,” but no specific subject line is required. We may ask for information reasonably necessary to verify your identity or an authorized agent’s authority. Please do not send identity documents unless we request them through an appropriate process. We respond within the period required by applicable law and explain any applicable extension or reason for declining a request.

To appeal a decision, reply to our response or email hello@stelaros.ai and explain why you believe it should be reconsidered. You may use the subject “Privacy appeal,” but no specific subject line is required. Where applicable, our response will include further complaint options, including the Texas Attorney General for Texas requests. You may also contact the relevant supervisory authority, such as the UK Information Commissioner’s Office or an EEA data protection authority, where applicable. We do not discriminate against individuals for exercising applicable privacy rights.

STELAROS AI is based in Texas, United States. Your information may be processed in the United States and other countries where the providers involved in your interaction operate. Privacy laws in those locations may differ from those where you live.

Where applicable law restricts international transfers, an appropriate legal transfer mechanism is required. The mechanism depends on the provider, destination, and service and may include an applicable adequacy decision or appropriate contractual safeguards. Contact us for information about safeguards applicable to your information. Merely visiting this website does not constitute consent to a transfer that otherwise requires a legal safeguard.

The STELAROS corporate website and business inquiries are intended for a business audience and are not directed to children under 13. We do not knowingly collect personal information from children under 13 through this website. If you believe a child has provided personal information, contact us so we can investigate and take appropriate action, including deletion where required.

Individual STELAROS products may have different age requirements and additional privacy terms, depending on their features and intended audience. The age statement for this corporate website does not set the age requirements for those products.

Our website may link to websites, platforms, or services operated independently by third parties. Their privacy practices are governed by their own notices. We encourage you to review those notices before providing information to them. This section does not limit our obligations concerning providers processing information on our behalf.

We may update this Privacy Policy as our practices, services, and legal obligations change. We will update the “Last updated” date when we revise it and provide additional notice or obtain consent for material changes where required by applicable law.

For questions about this policy or to exercise applicable privacy rights, contact STELAROS AI LLC, Houston, Texas, United States, at hello@stelaros.ai.