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AI SmartFlow Agency
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Privacy Policy

Effective Date: 2024/11/22
Last Updated: 2024/11/22

AI SmartFlow Agency ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, and protect information in relation to the services we provide, which include automation services to streamline email communications and calendar scheduling on behalf of our clients, content generation, Customer Service chatbots, and Business Process Optimizations.

1. Information We Collect

We may collect the following types of information to provide and enhance our services:

1.1 Information You Provide

  • Email Access: We access your Gmail account to read, write, label, draft, and send emails.
  • Calendar Events: We access your Google Calendar to check availability, book appointments, and update events.
  • Spreadsheet Data: We read and write data to your Google Sheets for error-tracking, output logging, and automation purposes.
  • File Storage: We store and retrieve files from your Google Drive for document management.

1.2 Automatically Collected Information

  • Usage Data: Information about how you interact with our services, such as access times, pages viewed, and the features used.
  • Metadata: We may collect metadata from emails and documents, such as timestamps and labels, for processing purposes.
  • Embeddings: Email and service contexts are processed into embeddings and stored for improved analysis.
  • Third-Party Data: Information processed through third-party services, including AI analysis of email content, calendar availability for booking clients, FAQs for Customer Service Chatbots

2. How We Use Your Information

We use the collected information to:

  • Automate repetitive tasks, including email drafting, scheduling, file management, engage with customers through chatbots, and generate content for your business.
  • Automating Email Communications: To read, compose, send emails, manage labels, and create drafts to automate responses and communications.
  • Calendar Management: To access and update your calendar events for scheduling and booking appointments.
  • Data Management: To read and write data to spreadsheets and manage files necessary for our services.
  • AI Processing: To analyze email content using AI services for purposes such as evaluating potential leads, drafting email responses, evaluating calendar availability, communicating with customers, enhancing service quality.
  • Service Improvement: To understand and analyze usage trends to improve our services.
  • Store embeddings and related data for seamless integration of our services.
  • Maintain and improve the quality, security, and performance of our services.

3. Disclosure of Your Information

We do not sell or rent your personal data. We may share your information with:

  • Service Providers: Trusted third-party vendors who assist in operating our services, such as cloud storage providers and AI processing services. These providers are contractually obligated to protect your data and use it only for the purposes specified by us.
  • Legal Obligations: We may disclose your information if required by law or in response to valid legal requests by public authorities.

4. Data Storage and Security

  • Storage Locations: Your data may be stored on secure servers provided by reputable cloud service providers (e.g., Amazon Web Services, Microsoft Azure).
  • Security Measures: We implement industry-standard security measures, including encryption and two-factor authentication, to protect your data from unauthorized access, alteration, disclosure, or destruction.

5. Your Choices and Rights

  • Access and Control: You have the right to access, correct, or delete your personal data held by us.
  • Revoking Consent: You may revoke our access to your Google account at any time through your Google Account settings.

6. Third-Party Services

Our services may include links to or integrations with third-party services that we do not own or control. We are not responsible for the privacy practices of these third parties but ensure that any data shared is protected and used appropriately.

7. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your jurisdiction, where data protection laws may differ. We take appropriate measures to ensure your data is treated securely and in accordance with this Privacy Policy.

8. Retention of Your Information

We will retain your personal data 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.

9. Children's Privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13 years of age.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by updating the "Last updated" date at the top of this policy. We encourage you to review this Privacy Policy periodically.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at [email protected].