Privacy Policy

1. Introduction

AI Hold Bot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered phone agent service. Please read this privacy policy carefully. By using AI Hold Bot, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, and contact details when you join our waitlist or create an account.
• Call Instructions: Details about the tasks you want AI Hold Bot to perform, including company names, account numbers, and specific requests.
• Verification Information: Security questions, PINs, or verification codes you provide to complete calls on your behalf.
• Payment Information: Billing details processed through secure third-party payment processors.

2.2 Information Collected Automatically

• Call Recordings & Transcripts: Audio recordings and transcriptions of calls made by AI Hold Bot on your behalf.
• Usage Data: Information about how you interact with our service, including features used, call duration, and outcomes.
• Device Information: Browser type, operating system, IP address, and device identifiers.
• Cookies & Tracking: We use cookies and similar technologies to improve your experience and analyze usage patterns.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To make phone calls, navigate support systems, and complete tasks on your behalf.
• Communication: To send you call summaries, confirmations, status updates, and important service notifications.
• Service Improvement: To analyze usage patterns, improve our AI models, and enhance the overall service quality.
• Security: To detect, prevent, and address fraud, abuse, and other harmful activities.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.
• Marketing: With your consent, to send you promotional communications about new features and updates.

4. Data Retention

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

• Call Recordings: Retained for 30 days after call completion, unless you request earlier deletion or longer retention.
• Call Transcripts & Summaries: Retained for the duration of your account to provide call history.
• Verification Information: Encrypted and deleted immediately after the call is completed, unless you opt to save for future use.
• Account Information: Retained for the duration of your account and for a reasonable period thereafter for legal and business purposes.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who help us operate our service (e.g., cloud hosting, payment processing, analytics).
• Third-Party Companies: During phone calls, we share necessary information with the companies you ask us to contact on your behalf.
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections.
• With Your Consent: When you explicitly authorize us to share information.

6. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256).
• Access Controls: Strict access controls limit who can access your data within our organization.
• Infrastructure: We use enterprise-grade cloud infrastructure with SOC 2 compliance.
• Monitoring: Continuous security monitoring and regular security audits.

While we take reasonable precautions, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

7. Your Rights and Choices

Depending on your location, you may 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 certain exceptions.
• Data Portability: Request a copy of your data in a portable format.
• Opt-Out: Opt out of marketing communications at any time.
• Withdraw Consent: Withdraw consent where processing is based on consent.

To exercise these rights, please contact us at simon@realcapitolhill.com.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Understand how you use our service
• Analyze and improve our service performance
• Provide personalized content and features

You can manage cookie preferences through your browser settings. Note that disabling cookies may affect certain features of our service.

9. International Data Transfers

AI Hold Bot is based in Canada. If you access our service from outside Canada, your information may be transferred to, stored, and processed in Canada or other countries where our service providers operate. We ensure appropriate safeguards are in place for international data transfers, including standard contractual clauses where required.

10. Children's Privacy

AI Hold Bot is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will delete that information promptly. If you believe we have collected information from a child, please contact us immediately.

11. Third-Party Links and Services

Our service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of AI Hold Bot after changes are posted constitutes your acceptance of the revised policy.

13. Contact Us

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

14. Canadian Privacy Rights (PIPEDA)

As a Canadian company, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). Canadian residents have the right to access their personal information, request corrections, and file complaints with the Office of the Privacy Commissioner of Canada if they believe their privacy rights have been violated.