Privacy Policy

1.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out contact forms or request information
• Sign up for our services or schedule consultations
• Subscribe to newsletters or marketing communications
• Communicate with us via email, phone, or chat

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Business information (company name, industry, business needs)
• Payment information (processed securely through third-party payment processors)
• Service preferences and requirements

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing behavior:

• IP address and location data
• Browser type and version
• Device information (operating system, device type)
• Pages visited, time spent on pages, and navigation paths
• Referring website and search terms used

1.3 AI Service Data

When you use our AI services (AI Receptionist, AI Chatbot, or AI Website), we collect:

• Conversation transcripts and call recordings (for AI Receptionist)
• Chat conversation history and user interactions (for AI Chatbot)
• Website analytics and performance data (for AI Website)
• Customer feedback and service improvement data

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI services, respond to inquiries, and fulfill service agreements
• Communication: To send you service updates, technical notices, security alerts, and administrative messages
• Marketing: To send promotional materials, newsletters, and special offers (you can opt-out at any time)
• Personalization: To customize your experience and provide tailored recommendations
• Analytics: To analyze usage patterns, improve our services, and develop new features
• AI Training: To train and improve our AI models (always anonymized and aggregated)
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements
• Security: To detect, prevent, and address fraud, security issues, and technical problems

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our business (e.g., hosting providers, payment processors, AI platforms) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets (you will be notified of any such change)
• With Your Consent: When you explicitly authorize us to share your information
• Aggregated Data: We may share anonymized, aggregated data that cannot identify you personally for research, marketing, or analytical purposes

We implement industry-standard security measures to protect your information:

• SSL/TLS encryption for data transmission
• Secure data storage with encryption at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication measures
• Employee training on data protection practices

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.

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Opt-Out: Unsubscribe from marketing communications at any time by clicking the unsubscribe link in emails or contacting us
• Data Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing of your personal information for certain purposes

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

We use cookies and similar tracking technologies to enhance your browsing experience:

• Essential Cookies: Required for website functionality and cannot be disabled
• Analytics Cookies: Help us understand how visitors use our website
• Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

We retain your personal information only 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 of the data and purpose of collection
• Legal and regulatory requirements
• Business and operational needs
• Potential legal disputes or claims

When data is no longer needed, we securely delete or anonymize it in accordance with industry best practices.

Our website may contain links to third-party websites, plugins, or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information. Our AI services may integrate with third-party platforms (such as calendar systems, CRM tools, or communication platforms) at your request, and data sharing with these services is subject to their respective privacy policies.

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our services, you consent to the transfer of your information to these countries. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws, including POPIA (Protection of Personal Information Act) in South Africa.

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 any material changes by posting the updated policy on this page with a new "Last Updated" date. For significant changes, we may also send you a direct notification via email. Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.