Privacy Policy

Effective Date: September 20, 2025
Last Updated: 10/29/2025

1. Information We Collect

1.1 Information You Provide to Us

We collect information you voluntarily provide when you:

• Complete our contact form or request consultation
• Subscribe to our newsletter or updates
• Communicate with us via email, phone, or other channels
• Participate in surveys, feedback, or promotional activities
• Engage our professional services

This may include: name, email address, company name, job title, phone number, business requirements, project details, and any other information you choose to provide.

1.2 Information Collected Automatically

When you visit our website, we automatically collect certain information:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent, click patterns, referral sources
• Technical Data: User agent strings, timestamps, session data
• Analytics Data: Via Vercel Analytics for website performance and user behavior

1.3 Cookies and Similar Technologies

We use cookies, web beacons, and similar technologies to enhance your experience, analyze usage patterns, and provide personalized content. You can control cookie preferences through your browser settings.

1.4 Meeting Scheduling and Calendar Services

When you schedule consultations or meetings with us, we collect and process:

• Scheduling Information: Name, email, phone, meeting preferences, timezone
• Calendar Data: Meeting date, time, duration, attendee information
• Google Workspace Data: Calendar invitations, Google Meet links, meeting metadata
• Alternative Platforms: If you request use of alternative meeting platforms (Zoom, Teams, etc.), data may be processed according to those platforms' privacy policies

Service Providers:

• Google Workspace: Calendar management and video conferencing (Google Meet)
• Client-Requested Platforms: Zoom, Microsoft Teams, or other platforms as requested by client
• Data Storage: Meeting data stored in Google Calendar and respective meeting platforms

1.5 Meeting Recording and AI Transcription Services

For quality assurance, training, and record-keeping purposes, we may record and transcribe video/audio meetings with your explicit consent:

Information Collected:

• Audio/Video Recordings: Meeting conversations and visual content
• AI-Generated Transcripts: Text transcriptions of meeting discussions
• Meeting Metadata: Participants, duration, timestamps
• Voice Data: Audio recordings may constitute biometric data in certain jurisdictions

AI Transcription Providers (we may use any of the following):

• Google Gemini: Google AI transcription service
• Fireflies.ai: Third-party AI meeting transcription platform
• Other AI Services: We reserve the right to use alternative AI transcription services

Consent Requirements:

• Explicit consent requested before each recorded meeting
• Verbal or written consent obtained from all participants
• You may decline recording/transcription without affecting service access
• Recording stops immediately upon objection from any participant

Data Processing:

• Recordings/transcripts processed by third-party AI services
• May involve international data transfers (US, EU, other regions)
• Subject to third-party privacy policies and terms of service

2. How We Use Your Information

We process your personal information for the following purposes:

• Service Delivery: Provide AI automation consulting, implementation, and support services
• Communication: Respond to inquiries, schedule consultations, send service updates
• Business Operations: Process payments, manage client relationships, maintain records
• Marketing: Send relevant industry insights, service updates (with consent)
• Website Improvement: Analyze usage patterns, optimize performance, enhance user experience
• Security: Detect fraud, prevent spam, protect against malicious activities
• Legal Compliance: Meet regulatory requirements, respond to legal requests

3. Legal Basis for Processing (GDPR)

For users in the European Union, we process personal data based on:

• Consent: When you voluntarily provide information or opt-in to communications
• Contract: To perform services you've requested or prepare quotes
• Legitimate Interests: Website analytics, security, business development
• Legal Obligation: Compliance with applicable laws and regulations

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information in these limited circumstances:

4.1 Service Providers

• Resend: Email delivery and communication services
• Vercel: Website hosting and analytics
• Payment Processors: Secure payment processing (when applicable)
• Google Workspace: Calendar management, Google Meet video conferencing
• Google Gemini: AI transcription and analysis services
• Fireflies.ai: AI meeting transcription and note-taking
• Other AI Transcription Services: As needed for meeting documentation
• Client-Requested Meeting Platforms: Zoom, Microsoft Teams, or other platforms as requested

4.2 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights, property, or safety, or that of our users or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction, subject to equivalent privacy protections.

5. Data Security

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

• Encryption: Data transmission via HTTPS/SSL encryption
• Access Controls: Limited access to authorized personnel only
• Spam Protection: Honeypot fields, rate limiting, content validation
• Regular Updates: Security patches and system monitoring
• Data Minimization: Collect only necessary information

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but continuously work to protect your information using reasonable safeguards.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Contact Inquiries: 3 years from last contact
• Client Records: 7 years after service completion (business/tax requirements)
• Marketing Communications: Until you unsubscribe
• Website Analytics: 26 months (Vercel Analytics retention)

6.5 Meeting Recordings and Transcripts

• Meeting Recordings: Retained for 90 days, then automatically deleted unless legally required
• AI Transcripts: Retained for duration of client engagement plus 3 years for business records
• Deletion Requests: Honored within 30 days unless legally required to retain
• Third-Party Retention: Subject to AI service provider policies (Google, Fireflies)

7. Your Rights and Choices

7.1 General Rights

• Access: Request copies of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Opt-out: Unsubscribe from marketing communications
• Data Portability: Receive your data in a portable format
• Recording Opt-Out: Decline meeting recording/transcription at any time
• Recording Access: Request copies of your meeting recordings/transcripts
• Recording Deletion: Request deletion of recordings/transcripts (subject to legal obligations)

7.2 California Privacy Rights (CCPA)

California residents have additional rights including the right to know what personal information is collected, sold, or disclosed, and the right to delete personal information.

7.3 European Privacy Rights (GDPR)

EU residents have additional rights including data portability, the right to object to processing, and the right to lodge complaints with supervisory authorities.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and adequacy decisions where applicable.

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 under 18. If we become aware that we have collected such information, we will delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending email notifications for significant changes (where applicable)

11. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy does not apply to third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: