Privacy Policy

1. Introduction

MindBotics, LLC ("MindBotics," "we," "us," or "our") operates the website located at mindbotics.ai and related services (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Information We Collect

We may collect the following categories of information:

• Personal Identifiers: Name, email address, phone number, company name, city, state, and zip code — collected when you fill out a contact or demo request form.
• Usage Data: IP address, browser type, pages visited, time spent on pages, and referring URLs — collected automatically via cookies and analytics tools (Google Analytics).
• Communication Data: Messages, goals, and other information you voluntarily provide through our forms.

3. How We Use Your Information

We use the information we collect to:

• Respond to your demo requests and inquiries
• Deliver the products and services you request
• Send you marketing communications (with your consent, where required by law)
• Improve our website and services through analytics
• Comply with legal obligations
• Prevent fraud and maintain security

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies including Google Analytics (gtag.js) to analyze usage patterns and improve our Service. You can control cookie settings through your browser. Disabling cookies may limit some features of the Service.

5. Sharing of Information

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

• Service Providers: Third-party vendors who assist us in operating our website or conducting our business (e.g., CRM, email, analytics platforms), under confidentiality obligations.
• Legal Requirements: If required by law, regulation, or valid legal process.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets.

5a. SMS Communications

By submitting your phone number on any MindBotics web form, you may opt into receiving SMS messages from MindBotics. These messages may include appointment reminders, demo confirmations, account notifications, and marketing updates.

• Message frequency varies depending on your account activity and preferences.
• Message and data rates may apply depending on your mobile carrier and plan.
• To opt out at any time, reply STOP to any SMS message.
• For assistance, reply HELP or visit mindbotics.ai.
• SMS consent is not shared with third parties.

For full SMS terms, see our Terms of Service.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of marketing communications at any time
• Lodge a complaint with a data protection authority

To exercise these rights, contact us at info@mindbotics.ai.

8. Security

We implement commercially reasonable technical and organizational measures to protect your personal information. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

10. Children's Privacy

Our Service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date at the top of this page. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. AI Data Processing

This section explains how we collect, process, use, and protect data specifically generated during interactions with our artificial intelligence technologies, including the AI Voice Receptionist platform.

Data We Collect via AI Interactions:

• Voice Data: Voice recordings from AI Receptionist calls.
• Transcriptions / Chat Logs: Text transcripts of chat interactions and text-based records of audio interactions generated via speech-to-text technology.
• Metadata: Call duration, timestamps, and interaction frequency.
• Inferred Data: Insights derived from interactions to categorize inquiries or assess customer sentiment.

AI Training and Machine Learning:

MindBotics may use anonymized or de-identified data to train and improve our proprietary machine learning models. We employ measures to strip personally identifiable information (PII) from datasets used for broad model training. Enterprise clients may request, via written agreement or account settings, that their interaction data be excluded from general model training.

Third-Party AI Sub-processors:

We may utilize third-party AI service providers (e.g., specialized voice synthesis providers) to process data. These providers are vetted for compliance with GDPR and CCPA standards and are bound by data processing agreements (DPAs).

Your Rights Regarding AI Data:

• Access: Request a copy of your interaction logs or transcripts.
• Deletion: Request permanent removal of specific recordings or chat logs.
• Information: Be informed when you are interacting with an automated AI system.

In compliance with transparency regulations, MindBotics requires that all users of our platform provide clear notice to their end-customers that they are interacting with an artificial intelligence system. Where required by law, explicit consent for recording must be obtained at the start of the interaction. For questions about AI data, contact legal@mindbotics.ai.

13. Contact Us

If you have questions about this Privacy Policy, please contact us at:

MindBotics, LLC
Email: info@mindbotics.ai
Phone:813-723-6323