Privacy Policy

1. Introduction

AgentOutreach (“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 sales automation platform and related services (collectively, the “Services”).

Please read this Privacy Policy carefully. By using our Services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and billing information when you create an account
• Organization Data: Information about your organization, team members, and roles
• Agent Configuration: AI agent settings, prompts, training data, and customization preferences
• Customer Data: Lead information, contact details, and interaction history you upload or input
• Communication Content: SMS messages, emails, and other communications processed through our platform
• Documents and Files: Training materials, knowledge base documents, and other files you upload

2.2 Information We Collect Automatically

• Usage Data: Information about how you interact with our Services, including pages viewed, features used, and actions taken
• Device Information: IP address, browser type, operating system, device identifiers, and mobile network information
• Performance Data: System performance metrics, error reports, and debugging information
• Cookies and Tracking: We use cookies and similar tracking technologies to enhance your experience
• AI Interaction Logs: Conversations, queries, and responses processed by our AI agents

2.3 Information from Third Parties

• Integration Data: Information from third-party services you connect (CRM systems, email providers, etc.)
• Communication Providers: Data from SMS/messaging services like Twilio
• Payment Processors: Transaction information from payment service providers
• Analytics Services: User behavior and demographic data from analytics providers

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: To provide, maintain, and improve our AI agent services
• Personalization: To customize AI agents and optimize their performance for your use case
• Communications: To send service updates, security alerts, and support messages
• Analytics: To analyze usage patterns and improve our Services
• Security: To detect, prevent, and address technical issues and security threats
• Compliance: To comply with legal obligations and enforce our terms
• AI Training: To improve our AI models (only with explicit consent and using anonymized data)
• Customer Support: To respond to your requests and provide customer service

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who perform services on our behalf:

• Cloud infrastructure providers (AWS, Google Cloud, Vercel)
• Communication services (Twilio for SMS, SendGrid for email)
• AI/ML services (OpenAI for language processing)
• Payment processors (Stripe)
• Analytics providers (when applicable)

4.2 Legal Requirements

We may disclose information if required by law or in response to valid legal processes, including:

• Court orders, subpoenas, or government requests
• To protect our rights, property, or safety
• To investigate fraud or security issues
• To enforce our agreements and policies

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

4.4 Consent

We may share information with your explicit consent or at your direction.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access controls and authentication requirements
• Infrastructure Security: Secure cloud infrastructure with regular security audits
• Monitoring: Continuous monitoring for security threats and anomalies
• Incident Response: Established procedures for security incident handling
• Data Isolation: Multi-tenant architecture with logical data separation
• Regular Updates: Security patches and vulnerability management

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes outlined in this policy:

• Active Account Data: Retained while your account is active
• Conversation History: Retained for 12 months unless deleted by you
• Training Data: Anonymized and retained for model improvement (with consent)
• Backup Data: Retained for 30 days after deletion for recovery purposes
• Legal Compliance: Retained as required by applicable laws and regulations

7. Your Rights and Choices

7.1 Access and Control

You have the right to:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Receive your data in a machine-readable format
• Restriction: Request limitation of processing in certain circumstances
• Object: Object to certain types of processing

7.2 Communication Preferences

You can manage your communication preferences through:

• Account settings to control notification types
• Unsubscribe links in marketing emails
• Contacting support to update preferences

7.3 Cookie Management

You can control cookies through your browser settings. Note that disabling certain cookies may impact functionality.

8. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request information about data collection and sharing practices
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Opt-out of the sale of personal information (we do not sell data)
• Non-Discrimination: Equal service regardless of exercising privacy rights

To exercise these rights, contact us at privacy@agentoutreach.com or call 1-800-XXX-XXXX.

9. GDPR Compliance (European Users)

For users in the European Economic Area (EEA), we process data under the following legal bases:

• Contract: Processing necessary to perform our contract with you
• Legitimate Interests: Processing for our legitimate business interests
• Consent: Processing based on your explicit consent
• Legal Obligation: Processing to comply with legal requirements

EU users have the right to lodge a complaint with their local supervisory authority.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions where applicable
• Privacy Shield frameworks (where still valid)

11. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

12. AI and Machine Learning

Our use of AI involves:

• Automated Processing: AI agents process conversations and generate responses
• Model Training: With explicit consent, anonymized data may improve our models
• Human Oversight: Options for human review of AI decisions
• Transparency: Information about AI decision-making upon request

13. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Services. Your continued use after changes constitutes acceptance of the updated policy.

14. Contact Information

For privacy-related questions or to exercise your rights, contact us at: