Privacy Policy
Last Updated: November 5, 2025
[Your Company Name] (“Company,” “we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, share, and protect information when you use our AI-powered employee services for lead qualification and appointment scheduling (the “Service”).
We recommend that you read this Privacy Policy in full to understand our data practices. By using the Service, you acknowledge that you have read and understood this Privacy Policy and consent to our collection, use, and sharing of your information as described herein.
If you have any questions or concerns about our privacy practices, please contact us using the information provided at the end of this Privacy Policy.
1 WHO WE ARE
We are a technology company specializing in artificial intelligence solutions for business automation. We provide AI-powered conversational employees that help businesses qualify leads and schedule appointments more efficiently.
As a data controller, we determine the purposes and means of processing personal information collected through our Service. We are committed to compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other relevant privacy regulations.
2 KEY DEFINITIONS
To help you understand this Privacy Policy, we define the following key terms:
- Personal Information: Any information that identifies or can be used to identify an individual, directly or indirectly, including name, email address, phone number, IP address, device identifiers, and demographic information.
- Customer: Any business or organization that subscribes to our Service to use our AI employee.
- Lead/Contact: An individual who interacts with our AI employee on behalf of or through a Customer’s implementation.
- Service: Our AI-powered employee platform and all related features, tools, and functionalities.
3 INFORMATION WE COLLECT
The personal information we collect depends on how you interact with our Service, your account settings, the features you use, your location, and applicable law. We collect information in the following categories:
Information You Provide
We collect information that you voluntarily provide when you:
- Account Registration: Name, email address, phone number, company name, job title, business address, and account credentials
- Payment Information: Credit card numbers, billing address, and other payment-related information (processed securely by our third-party payment processors)
- Service Configuration: Business rules, qualification criteria, conversation scripts, calendar integration settings, and other customization preferences
- Communications: Information you provide when you contact our support team, participate in surveys, or communicate with us through any channel
- Lead Data: Contact information and conversation data for individuals (Leads) who interact with your AI employee
Information Collected Automatically
When you use our Service, we automatically collect certain technical and usage information:
- Device Information: IP address, device type, operating system, browser type and version, device identifiers, screen resolution, and mobile carrier information
- Log Data: Access times, pages viewed, links clicked, referring URLs, search queries, error logs, crash reports, and system activity
- Usage Data: Feature usage statistics, conversation metrics, appointment scheduling data, session duration, interaction patterns, and performance metrics
- Conversation Data: Full transcripts and recordings of conversations between the AI employee and Leads, including text, voice, and metadata
- Location Information: General geographic location based on IP address or other location-based services
Information from Third-Party Sources
We may obtain information from third-party sources to enhance our Service:
- Calendar Integrations: When you connect calendar services (Google Calendar, Microsoft Outlook, etc.), we access availability information and appointment data
- Communication Platforms: Information from messaging platforms, email services, SMS providers, and other communication channels you integrate
- Data Enrichment Services: Demographic information, company data, and professional details from third-party data providers
- Public Sources: Publicly available information from social media platforms, business directories, and other public databases
4 HOW WE USE YOUR INFORMATION
We use the personal information we collect for the following purposes and on the following legal bases:
To Provide the Service
Legal Basis: Performance of contract
- Operating and delivering the AI employee functionality
- Processing conversations and qualifying leads based on your criteria
- Scheduling appointments through calendar integrations
- Maintaining and updating your account and preferences
To Process Payments
Legal Basis: Performance of contract
- Processing subscription fees and usage charges
- Sending invoices, receipts, and payment notifications
- Detecting and preventing payment fraud
To Communicate with You
Legal Basis: Performance of contract and legitimate interests
- Providing customer support and responding to inquiries
- Sending system alerts, security notifications, and service updates
- Notifying you about changes to our Service or policies
- Sending marketing communications (with your consent where required)
To Improve and Optimize the Service
Legal Basis: Legitimate interests
- Analyzing usage patterns to enhance features and functionality
- Training and improving AI models and algorithms
- Conducting research and development for new products and services
- Troubleshooting technical issues and debugging errors
- Measuring and analyzing Service performance and effectiveness
To Ensure Security and Compliance
Legal Basis: Legitimate interests and legal obligations
- Detecting and preventing fraud, abuse, and security incidents
- Monitoring compliance with our Terms and Conditions
- Responding to legal requests and court orders
- Protecting the rights and safety of our users and the public
To Create Aggregated Data
Legal Basis: Legitimate interests
We may anonymize and aggregate personal information to create statistical data that does not identify individuals. This aggregated data may be used for analytics, benchmarking, product improvement, and marketing purposes.
5 HOW WE SHARE YOUR INFORMATION
WE DO NOT SELL YOUR PERSONAL INFORMATION.
We may share your information in the following circumstances:
Service Providers
We engage third-party service providers to perform functions on our behalf, including:
- Cloud hosting and data storage providers
- Payment processors and billing services
- Email and communication service providers
- Analytics and data enrichment services
- Customer support and communication tools
These service providers have access to personal information only as necessary to perform their functions and are obligated to protect your information.
Business Transfers
If we undergo a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website of any such change in ownership or control of your information.
Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Valid legal processes such as subpoenas, court orders, or search warrants
- Government or regulatory requests
- Investigations of potential violations of law
- Situations involving potential threats to public safety or security
With Your Consent
We may share your information with third parties when you have given us explicit consent to do so, such as when you authorize integrations with third-party services.
6 COOKIES AND TRACKING TECHNOLOGIES
We use cookies, web beacons, and similar tracking technologies to collect information about your use of the Service and to provide functionality.
Types of Cookies We Use
- Essential Cookies: Required for the Service to function, including authentication and security
- Performance Cookies: Help us analyze how users interact with the Service and identify technical issues
- Functional Cookies: Remember your preferences and settings to enhance your experience
- Marketing Cookies: Track your browsing behavior for targeted advertising and analytics
Managing Cookies
Most web browsers allow you to control cookies through settings. However, disabling cookies may limit your ability to use certain features of the Service. You can learn more about managing cookies at www.allaboutcookies.org.
7 DATA SECURITY
We implement reasonable administrative, technical, and physical security measures designed to protect your personal information from unauthorized access, disclosure, alteration, and destruction. These measures include:
- Encryption of data in transit and at rest
- Regular security assessments and penetration testing
- Access controls and authentication mechanisms
- Employee training on data protection and security practices
- Incident response and breach notification procedures
Important: No method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security.
8 DATA RETENTION
We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary based on:
- The nature and sensitivity of the information
- The purpose for which we collected the information
- Legal, accounting, or regulatory requirements
- Whether you have requested deletion of your information
When information is no longer needed, we will securely delete or anonymize it in accordance with our data retention policies.
9 YOUR PRIVACY RIGHTS
Depending on your location, you may have the following rights regarding your personal information:
Access & Portability
You have the right to request a copy of the personal information we hold about you and to receive that information in a structured, commonly used, and machine-readable format.
Correction
You have the right to request correction of inaccurate personal information and to have incomplete information completed.
Deletion
You have the right to request deletion of your personal information, subject to certain exceptions (such as legal obligations or legitimate business purposes).
Restriction
You have the right to request that we restrict processing of your personal information in certain circumstances.
Objection
You have the right to object to our processing of your personal information based on legitimate interests or for direct marketing purposes.
Withdraw Consent
Where we process your information based on consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before withdrawal.
Exercising Your Rights
To exercise any of these rights, please contact us at the email address provided below. We may request additional information to verify your identity before processing your request. We will respond to verified requests within the timeframes required by applicable law (typically 30 days).
Complaint
If you believe we have not handled your personal information in accordance with applicable law, you have the right to lodge a complaint with your local data protection authority.
10 INTERNATIONAL DATA TRANSFERS
Your personal information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your jurisdiction.
When we transfer personal information internationally, we implement appropriate safeguards, such as Standard Contractual Clauses approved by the European Commission or other legally recognized transfer mechanisms, to ensure your information receives adequate protection.
11 CHILDREN’S PRIVACY
Our Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete that information as quickly as possible.
If you believe we have collected information from a child under 16, please contact us immediately using the contact information below.
12 THIRD-PARTY LINKS AND INTEGRATIONS
The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review the privacy policies of any third-party services you access through our Service.
When you connect third-party services to your account (such as calendar or communication platforms), you authorize us to access information from those services as permitted by their terms and your privacy settings.
13 CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:
- Posting a notice on our website or within the Service
- Sending you an email notification to the address associated with your account
The updated Privacy Policy will be effective immediately upon posting. Your continued use of the Service after changes are posted constitutes your acceptance of the revised Privacy Policy.
We are committed to protecting your privacy and handling your personal information responsibly. Thank you for trusting us with your data.
14 CONTACT INFORMATION
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Company: [Your Company Name]
Privacy Officer: [Name/Title]
Address: [Your Address]
Email: privacy@[yourcompany].com
Phone: [Your Phone]