Privacy Policy
AI Assist — Intelligent Automation for Growing Businesses
Table of Contents
- 1. Introduction
- 2. Definitions
- 3. Information We Collect
- 4. How We Use Your Information
- 5. Legal Basis for Processing
- 6. How We Share Information
- 7. Third-Party Services & AI Processing
- 8. Data Security
- 9. Data Retention
- 10. Your Privacy Rights
- 11. Cookies & Tracking
- 12. Children's Privacy
- 13. International Data Transfers
- 14. Changes to This Policy
- 15. Contact Us
1. Introduction
AI Assist ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website, use our Business Automation and Intelligent AI services, or interact with our AI Chatbots, Customer Support AI systems, and other Automated Services.
We understand that when you engage us for Business Process Automation, Intelligent Document Processing, Enterprise Resource Planning integration, or any of our AI Scale services, you are entrusting us with sensitive business and personal data. We take that responsibility seriously.
Our Commitment: We collect only the data necessary to deliver our Services. We never sell your personal information. We process data in accordance with applicable privacy laws, including GDPR (for EU residents) and CCPA (for California residents).
2. Definitions
"Personal Information"
means any information that identifies, relates to, describes, or can be associated with a particular individual or business, including names, email addresses, phone numbers, IP addresses, and business process data.
"Business Data"
means any data, documents, workflows, customer records, or proprietary information that you provide to us in connection with our Services, including data processed through our Intelligent Document Processing, Task Management, and Process Automation systems.
"AI Processing"
means the use of artificial intelligence, machine learning, and automated systems to analyze, process, or generate outputs from data, including through our AI Chatbot for Business, AI Chatbot for Customer Service, and Business Intelligence systems.
"Data Controller"
means the entity that determines the purposes and means of processing personal data. For website visitors and general inquiries, AI Assist is the Data Controller. For Client Business Data processed as part of our Services, the Client is typically the Data Controller and AI Assist acts as a Data Processor.
3. Information We Collect
3.1 Information You Provide Directly
We collect information you provide when you:
- Fill out our contact form, automation audit request, or proposal inquiry
- Subscribe to our newsletter or marketing communications
- Engage our Services as a Client (Business Process Automation, Customer Support AI, etc.)
- Interact with our AI Chatbot for Customer Service on our website
- Participate in surveys, webinars, or consultations
- Communicate with us via email, phone, or LinkedIn
This may include: name, email address, phone number, company name, job title, website URL, business size, industry, and details about your automation needs.
3.2 Information We Collect Automatically
When you visit our website, we automatically collect:
- Device & Browser Data: IP address, browser type, operating system, device type, screen resolution
- Usage Data: Pages visited, time spent, click patterns, referral sources, search terms
- Location Data: General geographic location derived from IP address
- Cookies & Similar Technologies: See Section 11 for details
3.3 Business Data (Client Data)
When you engage our Services, we may process:
- Documents and files submitted for Intelligent Document Processing
- Customer support conversation logs for AI Chatbot training
- Workflow configurations and business process data for Process Automation
- CRM data, email templates, and marketing assets for Marketing Automation
- Integration credentials and API keys for Enterprise Resource Planning connections
- Analytics and performance data for Business Intelligence dashboards
Important: We do not intentionally collect sensitive personal information (such as health data, biometric data, or financial account numbers) unless explicitly required for a specific Service and with your explicit consent.
4. How We Use Your Information
| Purpose | Information Used | Legal Basis |
|---|---|---|
| Provide and deliver our Services | Contact info, Business Data, workflow requirements | Contract performance |
| Communicate with you about your account and projects | Name, email, phone, company | Contract performance / Legitimate interest |
| Process payments and send invoices | Billing information, transaction history | Contract performance |
| Improve our Services and website | Usage data, feedback, analytics | Legitimate interest |
| Send marketing communications | Email, name, company, interests | Consent / Legitimate interest |
| Comply with legal obligations | All relevant data | Legal obligation |
| Prevent fraud and ensure security | IP address, device data, access logs | Legitimate interest |
| Train and improve our AI systems | Anonymized conversation data, workflow patterns | Legitimate interest / Consent |
4.1 AI Processing & Training
Our AI Chatbot for Business, Customer Support AI, and Business Intelligence systems may process data to generate responses, insights, and automated actions. We use this data to:
- Provide real-time AI-powered responses and automation
- Improve the accuracy and relevance of our Intelligent AI systems
- Detect patterns and optimize Business Process Automation workflows
Where possible, we anonymize or pseudonymize data before using it for AI training purposes. We never use Client Business Data to train third-party AI models without explicit written consent.
5. Legal Basis for Processing
We process personal data based on one or more of the following legal grounds:
- Contract Performance: Processing necessary to fulfill our contractual obligations to you (e.g., delivering Business Automation Services, configuring your AI Email system).
- Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Services, preventing fraud, and ensuring network security, provided these interests do not override your fundamental rights.
- Consent: Processing based on your explicit consent, such as for marketing communications or AI training using non-anonymized data. You may withdraw consent at any time.
- Legal Obligation: Processing necessary to comply with applicable laws, regulations, or legal processes.
7. Third-Party Services & AI Processing
Our Services integrate with various Third-Party Tools and AI platforms. This section explains how data flows through these integrations:
7.1 AI Model Providers
We may use third-party AI models (e.g., OpenAI GPT, Anthropic Claude, Google Gemini) to power our AI Chatbot Services, Business Intelligence features, and Intelligent Document Processing. When Client data is processed through these models:
- We configure API settings to minimize data retention by third-party providers where possible
- We do not use Client Business Data to train or improve third-party AI models without explicit consent
- We select providers with strong privacy and security commitments
- Clients may request that specific data types be excluded from AI processing
7.2 Automation Platforms
Our Process Automation and Task Management Services rely on platforms such as n8n, Make.com, and Zapier. Data processed through these platforms is subject to their respective privacy policies and security practices.
7.3 Chatbot Platforms
AI Chatbot for Customer Service and AI Chatbot for Business deployments may use platforms like Voiceflow, Botpress, or Intercom. Conversation data is stored and processed according to the platform's terms.
Client Responsibility: When we integrate with your existing systems (e.g., CRM, ERP, email), you are responsible for ensuring those systems' privacy settings and data processing agreements align with your compliance requirements.
8. Data Security
We implement a comprehensive security program to protect your data:
- Encryption: Data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
- Access Controls: Role-based access controls ensure only authorized personnel can access Client data.
- Authentication: Multi-factor authentication (MFA) is required for all systems containing Client data.
- Monitoring: We maintain security monitoring, intrusion detection, and regular vulnerability assessments.
- Backups: Regular encrypted backups with tested recovery procedures.
- Employee Training: All team members undergo privacy and security training.
Despite these measures, no system is completely secure. We cannot guarantee absolute security of data transmitted over the internet or stored in our systems.
9. Data Retention
We retain personal information for as long as necessary to fulfill the purposes for which it was collected:
- Active Clients: Business Data is retained for the duration of the engagement plus 30 days post-termination for transition support.
- Former Clients: After the transition period, Business Data is securely deleted or anonymized, unless legal obligations require longer retention.
- Website Visitors: Contact form submissions and analytics data are retained for 24 months, after which they are anonymized or deleted.
- Marketing Data: Email subscribers who have not engaged for 24 months are removed from active lists.
You may request earlier deletion of your data by contacting us (see Section 15).
10. Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal information:
| Right | Description |
|---|---|
| Access | Request a copy of the personal information we hold about you. |
| Correction | Request that we correct inaccurate or incomplete information. |
| Deletion | Request deletion of your personal information ("right to be forgotten"). |
| Restriction | Request that we limit how we use your information. |
| Portability | Request your data in a structured, machine-readable format. |
| Objection | Object to processing based on legitimate interests or for direct marketing. |
| Withdraw Consent | Withdraw consent for processing where consent is the legal basis. |
| Complaint | Lodge a complaint with your local data protection authority. |
To exercise any of these rights, please contact us using the information in Section 15. We will respond within 30 days of receiving a verified request.
12. Children's Privacy
Our Services are not directed to individuals under 16 years of age. 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 delete it.
13. International Data Transfers
AI Assist is based in the United States. If you access our Services from outside this jurisdiction, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.
We ensure appropriate safeguards are in place for international transfers, including:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Adequacy decisions where applicable
- Data Processing Agreements with all service providers
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or Service offerings. We will notify you of material changes by:
- Posting the updated policy on our website with a revised "Last Updated" date
- Sending an email notice to registered users and active Clients
- Displaying a prominent notice on our website
Your continued use of our Services after changes constitutes acceptance of the updated policy.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
AI Assist — Data Protection Officer
Email: privacy@aiassist.com
Website: www.aiassist.com/privacy
For data protection authority complaints:
- EU Residents: Contact your local supervisory authority or the ICO (UK)
- California Residents: Contact the California Attorney General's Office
By using our website and Services, you acknowledge that you have read and understood this Privacy Policy.
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