1. Introduction
Welcome to AI Employees Inc ("we," "our," or "us"). AI Employees Inc is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at aiemployeesinc.com and use our AI-powered workforce automation services (collectively, the "Services").
By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please discontinue use of our Services immediately.
If you have questions or concerns about this policy or our practices with regard to your personal information, please contact us at sam@aiemployeesinc.com.
2. Information We Collect
We collect information that you provide directly to us, information collected automatically when you use our Services, and information obtained from third-party sources.
2.1 Information You Provide to Us
We collect information you voluntarily provide when you:
- Register for an account: name, email address, phone number, company name, job title, and billing information.
- Request a demo or contact us: name, email address, phone number, company name, and the content of your message.
- Subscribe to our newsletter or marketing communications: email address and preferences.
- Start a free trial or subscribe: plan selection and payment details. Card payments are handled by our payment processor, Stripe; we do not store full card numbers.
- Configure your AI Employees: business knowledge base data, brand voice settings, call scripts, schedule information, and CRM credentials.
- Communicate with our support team: content of your communications and any attachments.
2.2 Information Collected Automatically
When you access our website or Services, we automatically collect certain information, including:
- Device information: IP address, browser type and version, operating system, device identifiers.
- Usage data: pages visited, time spent on pages, links clicked, referring URLs, search queries within the Services.
- Log data: server logs, error reports, activity timestamps.
- Communication data: call recordings, transcripts, chat logs, and email drafts generated through our AI Services (subject to your configuration and applicable law).
2.3 Information from Third Parties
We may receive information about you from third-party sources such as:
- Calendar and email services you connect (e.g., Google Calendar and Gmail)
- Social media accounts you connect to the Marketing employee (e.g., Instagram, X and LinkedIn)
- Telephony providers that route calls to and from your business phone numbers (e.g., Twilio)
- Publicly available business information that the Sales employee gathers when researching leads and competitors at your request
- Analytics providers
- Business data enrichment services
3. How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide, operate, maintain, and improve our AI workforce automation Services, including training your AI employees on your business data.
- Account Management: To create and manage your account, verify your identity, and process billing.
- Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
- Communications: To send you service-related notifications, product updates, security alerts, and marketing messages (where permitted by applicable law and your preferences).
- Analytics & Improvement: To monitor and analyze usage patterns, performance metrics, and user behavior to improve the quality and reliability of our Services.
- Legal Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests.
- Safety & Security: To detect, prevent, and investigate fraud, unauthorized access, and other potentially illegal activities.
- Business Operations: To carry out internal business operations including auditing, troubleshooting, data analysis, testing, research, and development.
Your business data is used to configure and run the AI employees on your own account. We do not use your Customer Content, or the personal information of your customers, callers or job candidates, to train general AI models that are shared with other customers.
4. Information We Process on Behalf of Your Business
When you use our Services, your AI employees handle personal information about people your business deals with, such as your customers, callers, leads and job candidates. For this information, your business decides what is collected and why, and we process it on your behalf and under your instructions as your service provider (a "processor" under the GDPR). Requests from those individuals about their information are best sent to your business, and we will help you respond to them.
- Callers and customers: names, phone numbers, email addresses, appointment and payment details, call recordings, transcripts, and messages handled by the Customer Service employee and Remi, your Executive Assistant.
- Leads: contact and company details that you add or that the Sales employee researches for you.
- Job candidates: applications, résumés, answers to interview questions, interview recordings and transcripts, AI-generated scores and analysis, and onboarding documents handled by the HR employee.
- Your staff: names, roles, schedules, access codes and activity within the portal.
4.1 Call Recording and AI Disclosure
Calls answered by the Customer Service employee may be recorded and transcribed so that you can review them. You are responsible for giving callers any notice, and obtaining any consent, that applicable law requires for recording calls and for communicating with an AI system.
4.2 AI Scores and Automated Decisions
Scores, summaries and recommendations produced by our AI employees, including candidate scores, are there to help you decide. They are not intended to be the sole basis for decisions that significantly affect a person, such as a hiring decision, and a person at your business should review them before acting.
7. Data Retention
We retain your personal information 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.
- Account data is retained for the duration of your account and for a period of up to 3 years after account closure, unless you request deletion.
- Call recordings and transcripts are retained according to your account settings. You may configure retention periods within your dashboard.
- Billing and financial records are retained for a minimum of 7 years as required by applicable financial regulations.
- Marketing data is retained until you unsubscribe or request deletion.
When information is no longer needed, we securely delete or anonymize it in accordance with our data destruction policies.
8. Your Rights
Depending on your location, you may have the following rights with respect to your personal information:
8.1 For Canadian Residents (Alberta PIPA, PIPEDA and Other Provincial Laws)
- Right of Access: Request access to the personal information we hold about you and learn how it has been used and to whom it has been disclosed.
- Right to Correction: Ask us to correct personal information that is inaccurate or incomplete.
- Withdrawal of Consent: Withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. We will explain what withdrawing consent means for the Services.
- Quebec Residents: You also have the right to data portability, to be informed when a decision about you is made exclusively by automated processing, and to have your information de-indexed or deleted where Quebec law provides for it.
If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta, the Office of the Privacy Commissioner of Canada, or the privacy regulator in your province.
8.2 For EU/EEA and UK Residents (GDPR)
We process your personal data on the following legal bases: to perform our contract with you, to pursue our legitimate interests in operating and improving the Services, to comply with legal obligations, and with your consent (for example, for marketing cookies).
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data in certain circumstances.
- Right to Restriction of Processing: Request that we limit how we process your data.
- Right to Data Portability: Receive your data in a structured, commonly used, machine-readable format.
- Right to Object: Object to processing of your data for direct marketing or legitimate interests.
- Right to withdraw consent at any time where processing is based on consent.
8.3 For California Residents (CCPA/CPRA)
- Right to know what personal information we collect, use, share, and sell.
- Right to delete personal information we have collected (with exceptions).
- Right to opt-out of the sale or sharing of personal information (we do not sell personal information).
- Right to non-discrimination for exercising your privacy rights.
- Right to correct inaccurate personal information.
- Right to limit use and disclosure of sensitive personal information.
To exercise any of your rights, please contact us at sam@aiemployeesinc.com. We will respond within 30 days (or as required by applicable law). We may need to verify your identity before processing certain requests.
9. Data Security
We implement industry-standard technical and organizational measures to protect your personal information from unauthorized access, use, alteration, disclosure, or destruction. Our security measures include:
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Completion of a Cloud Application Security Assessment (CASA) at Assurance Level 1 under the App Defense Alliance framework, as part of Google's app verification
- Multi-factor authentication requirements
- Role-based access controls and least-privilege principles
- Regular security audits and penetration testing
- Employee security training and background checks
- Incident response and breach notification procedures
No method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security. In the event of a data breach that affects your rights, we will notify you and relevant authorities as required by applicable law.
10. Children's Privacy
Our Services are not directed to children under the age of 13 (or 16 in the EU/EEA). We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at sam@aiemployeesinc.com and we will promptly delete such information. If we become aware that we have collected personal data from a child without parental consent, we will take steps to remove that information from our servers.
11. Where Your Information Is Stored
AI Employees Inc is based in Alberta, Canada. Your information may be stored and processed in Canada, the United States, or other countries where we or our service providers operate. These countries may have data protection laws that differ from those of your country, and information stored there may be accessible to the courts and authorities of those countries. You can ask our Privacy Officer about how our service providers outside Canada collect, use, store and disclose personal information on our behalf, using the contact details below.
For transfers from the EU/EEA, we ensure adequate safeguards are in place in accordance with GDPR, including Standard Contractual Clauses (SCCs) where applicable.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you via email (if you have an account with us) of material changes
- Post a notice on our website for a reasonable period of time
We encourage you to review this Privacy Policy periodically. Your continued use of our Services after we post changes constitutes your acceptance of those changes.
13. Google User Data
AI Employees Inc. accesses Google user data to provide core product features.
- We use
https://www.googleapis.com/auth/gmail.sendto send appointment confirmations, cancellations, rescheduling notifications, and PDF documents to customers on behalf of connected businesses. - We use
https://www.googleapis.com/auth/calendar.eventsto create, update, and delete Google Calendar events for staff members when appointments are booked.
We do not read, store, or process the contents of any Gmail inbox. We do not read existing calendar events. Google user tokens are stored securely and used only for the connected business that authorised them. Users may revoke access at any time via their Google Account settings or via our app's Integrations page.
AI Employees Inc.'s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
15. Text Messages (SMS)
Businesses that use our Services can send text messages to their customers about appointments, such as booking confirmations, reminders, and changes or cancellations. These messages are sent on behalf of the business you booked with, to the mobile number you provided when booking.
- Frequency: message frequency varies depending on your appointments.
- Cost: message and data rates may apply.
- Opting out: reply STOP to any message to stop receiving texts. Reply HELP for help, or contact the business you booked with.
- Sharing: mobile numbers and text messaging consent are not shared with third parties or affiliates for marketing or promotional purposes. We share them only with the telephony providers (such as Twilio) that deliver the messages.
16. Contact Information
Our Privacy Officer is responsible for our compliance with this Privacy Policy. If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
- Privacy Officer: sam@aiemployeesinc.com
- Company: AI Employees Inc
- Website: www.aiemployeesinc.com
If you are not satisfied with our response to your privacy inquiry, you may lodge a complaint with the Office of the Information and Privacy Commissioner of Alberta, the Office of the Privacy Commissioner of Canada, your provincial privacy regulator, or, for EU/EEA and UK residents, your local data protection supervisory authority.
14. Social Media Account Data
When you connect a social media account (such as Instagram, X or LinkedIn) to the Marketing employee, you authorise us through that platform's sign-in to act on your behalf.
Your use of each platform is also governed by that platform's own terms and privacy policy.