Privacy Policy

Information we collect

• Information you give us: name, email, phone, company, business type, and anything you write in forms or messages.
• Newsletter sign-ups: your email address and subscription preferences.
• AI agent conversations: text chats and, if you use voice, audio recordings and transcripts of your conversation with our agent.
• Automatic information: IP address, browser and device type, pages viewed, referring sites, and interactions, collected through cookies and similar technologies.
• Booking information: details you provide when scheduling a meeting.

How we use it

• To respond to inquiries, book consultations, and provide our services.
• To send our newsletter and marketing emails you've signed up for.
• To operate, improve, and secure the Site and our AI agent.
• To measure marketing performance and understand how visitors use the Site.
• To comply with legal obligations.

AI chat and voice agent

Our website assistant is an AI, not a human. Conversations are processed by our AI service providers to generate responses and may be recorded and stored so we can follow up, improve quality, and keep records. Please don't share sensitive personal information, such as health, financial, or government ID details, with the agent. Voice conversations with our agent are recorded and transcribed. At the start of every call, the agent tells you that it is an AI and that the call is being recorded, and asks for your agreement before continuing. If you don’t agree, you can end the call at any time or ask to hear from our team another way, such as by email or a callback from a person. Text chats are saved as written transcripts. We use recordings and transcripts only for the purposes described in this policy.

How we share information

We don't sell your personal information. We share it only with service providers that help us run our business, such as our CRM and email platform (HubSpot), hosting and security (Cloudflare), AI model and voice providers, analytics and advertising partners (such as Google, Meta, and LinkedIn), and scheduling tools; when required by law; or as part of a business transfer.

Cookies and advertising

We use cookies for site function, analytics, and advertising. You can manage your choices through our cookie banner and your browser settings. See our Cookie Policy for details.

Your choices and rights

• Unsubscribe from emails at any time using the link in every email.
• Depending on where you live, including New Jersey and other U.S. states with privacy laws, you may have the right to access, correct, delete, or get a copy of your personal information, and to opt out of targeted advertising, sale, or profiling.
• To make a request, email [email protected]. We'll verify your request and respond within the time the law requires. You may appeal a decision by replying to our response.
• We honor Global Privacy Control signals where required.

Data retention

We keep personal information only as long as needed for the purposes above, or as required by law. Unless the law requires us to keep it longer, we use these periods:

• Voice recordings from our AI agent: 90 days, then deleted. The written transcript is kept as described below.
• Chat and voice transcripts: 12 months after your last conversation, unless you become a client.
• Inquiries, bookings and form details from people who don’t become clients: 24 months after our last contact with you.
• Client contact and account records: for as long as we work together, and up to 7 years afterward for accounting, tax and legal purposes.
• Newsletter subscriptions: until you unsubscribe. We keep your email address on a do-not-contact list after that, only so we don’t email you again.
• Website usage and advertising data: up to 14 months. Cookie durations are listed in our Cookie Policy.
• Records of privacy requests and how we answered them: 24 months.

When a period ends, we delete the information or keep it only in a form that no longer identifies you.

Security

We use reasonable administrative, technical, and physical safeguards, but no system is completely secure.

Children

The Site is for businesses and isn't directed to children under 16. We don't knowingly collect their information.

Client data

When we provide AI agents and services to our clients, we process their customers' information on the client's behalf under a separate agreement. That processing is governed by our client agreements and data processing terms, not this policy.

Changes and contact

We may update this policy and will post the new date above. Questions: [email protected], Digital Masterminds, Upper Montclair, NJ 07043.