AI Agent Privacy Notice

1. Responsibility for Personal Information

AI Assistants powered by DM AI Agency are made available in two distinct capacities, and the party responsible for personal information differs accordingly:

• Assistants operated by DM AI Agency. Where you interact with the AI Assistant made available on dmaiagency.com, or communicate with our artificial intelligence telephone agent in connection with your own inquiry to us, DM AI Agency acts as the controller of the resulting personal information, and our Privacy Policy additionally applies.
• Assistants operated on behalf of clients. We also develop and host AI Assistants that our business clients deploy for their own customers (for example, a chat agent embedded on a client’s website or a telephone line answered on behalf of a client’s business). In such circumstances, the client determines the purposes and means of the processing and acts as the controller, including with respect to whether calls are recorded, the provision of notices, and applicable retention periods. In that capacity, DM AI Agency acts solely as a service provider and processor and processes personal information on the client’s behalf and in accordance with its agreement with the client. Individuals with questions concerning such an interaction should contact the applicable business and review that business’s privacy policy.

The practices described in this Notice reflect the manner in which the AI Assistants function. Particular configurations, such as whether a given call is recorded, are determined by the party operating the AI Assistant.

2. Notice of Automated Interaction

An AI Assistant is automated software and not a natural person. It is capable of responding to inquiries, collecting information, scheduling appointments, and performing routine tasks. The interaction is identified as originating from the business with which you are dealing, and you are informed that you are interacting with an artificial intelligence assistant. You may request to be connected with a member of staff, or terminate the interaction, at any time.

3. Information Collected by the AI Chat Agent

• the messages that you submit and the complete transcript of the conversation, which are retained in order to respond to your inquiry and to maintain a record, with identifying details encrypted at rest;
• the contact details that you provide during the conversation or through an in-conversation form, including name, electronic mail address, telephone number, and company;
• a session identifier stored within your browser in order to maintain continuity of the conversation across page loads, which expires following approximately six hours of inactivity, is stored on your device, and does not constitute an advertising cookie;
• technical information, including your internet protocol (IP) address and an approximate location (country, city, or region) inferred therefrom; and
• where you reach the AI Assistant through a social media or messaging platform, including Facebook (Messenger), Instagram, and WhatsApp, the account identifier from which you communicate, together with the name or username that the platform provides. Such information is described further in Section 4.

4. Facebook, Instagram and WhatsApp Data

A business may connect its Facebook Page, its linked Instagram professional account, or its WhatsApp Business number to our dashboard so that its AI Assistant can answer messages and comments received on those channels. This section describes how information obtained from Facebook, Instagram, WhatsApp, and other Meta services is handled.

Information received from Meta. When a business connects an account, we receive:

• the Facebook Page identifier and Page name;
• the identifier and username of any Instagram professional account linked to that Page;
• the WhatsApp Business phone number identifier;
• Page and account access tokens, which permit the AI Assistant to receive and send messages on the business’s behalf;
• the content of the messages and comments that customers send to the business, including any attachments; and
• the name, username, and profile identifier of the sender, as provided to us by Meta.

Purposes of use. This information is used solely to receive incoming messages and comments on behalf of the connected business, to generate and send automated replies from that business’s AI Assistant, and to display the resulting conversation in that business’s inbox. We do not sell this information, do not use it for advertising, and do not use it to train artificial intelligence models.

Recipients. This information is accessible to the business that connected the account and to the staff that it authorizes, and to our hosting and infrastructure providers, which act as data processors on our behalf and are permitted to process the information only as necessary to provide the service.

Retention. Conversation data is retained for so long as the business’s account remains active, or until the business deletes the relevant contact or conversation. Access tokens are deleted immediately when the business disconnects the channel.

Deletion. Deletion of information obtained from Facebook, Instagram, or WhatsApp may be requested in any of the following ways:

• by disconnecting the Facebook, Instagram, or WhatsApp channel within the dashboard, which removes the stored access tokens and stops all further processing for that channel;
• through the “Apps and Websites” settings of your Facebook account, in which case we receive Meta’s data deletion callback and automatically delete the associated data; or
• by electronic mail to info@dmaiagency.com.

Deletion requests are honored within 30 days of receipt.

Our use of information received from the Meta APIs adheres to the Meta Platform Terms and the Meta Developer Policies.

5. Information Collected by the AI Telephone Agent

• your telephone number and, in the case of outbound calls, your name and any details provided for the purpose of the call;
• the statements that you make during the call, which are converted to a written transcript in order to enable the AI Assistant to respond;
• an audio recording, solely where recording is enabled for the relevant line and consent has been obtained, as described in Section 6; and
• call metadata, including the time and duration of the call, the call status and outcome, and whether the call was answered by a natural person or a voicemail system.

6. Call Recording and Consent

Calls are converted to a written transcript in order to enable the AI Assistant to respond and to maintain a record. Audio recording is a separate function and is disabled unless activated by the party operating the line.

• Where DM AI Agency operates the line, we treat the recording of calls as requiring the consent of all parties to the call, consistent with California law. Where a call is to be recorded, you are informed at the commencement of the call, and the call is recorded only upon your consent. If you do not consent, the call is not recorded; you may nonetheless proceed with the AI Assistant.
• Where a client operates the line, that client is responsible for providing any required recording notice and for obtaining consent as required under the laws applicable to that client.
• Where a call is recorded, the recording is maintained by the telephony provider in accordance with the operator’s configuration and is used solely to conduct and document the call.

7. Text Messages

• Circumstances of messaging. We may send text messages in connection with an inquiry or relationship that you have initiated, including confirmations, reminders, and follow-up communications, using the telephone number that you have provided. Such messages may be transmitted by automated systems. Message frequency varies, and message and data rates may apply.
• Opt-out. You may opt out of text messages at any time by replying “STOP” to any message, upon which messaging to that number will cease. An opt-out additionally results in the addition of your number to an internal do-not-contact list, such that automated calls to that number will also cease. You may reply “HELP” to obtain assistance.
• Restrictions. Your telephone number is not sold and is not disclosed for third-party marketing purposes.

8. Purposes of Processing

Personal information processed through an AI Assistant is used to:

• respond to inquiries using the information of the relevant business;
• schedule, reschedule, or cancel appointments;
• collect your details and conduct follow-up communications concerning your request;
• maintain a record of the interaction for the business that you have contacted; and
• operate, secure, and improve the manner in which the AI Assistant responds.

An AI Assistant conducts conversations and performs routine tasks. It does not make decisions that produce legal or similarly significant effects concerning you, including decisions relating to credit, employment, insurance, or eligibility for a service. A member of staff remains available, and you may request to be assisted by a natural person in lieu of the AI Assistant.

9. Voice Data and Artificial Intelligence Models

• Your voice is used solely to conduct and document the call. We do not create a voiceprint and do not use your voice to identify you.
• Conversations are processed by third-party artificial intelligence model providers and speech-to-text providers in order to interpret and generate responses.
• Your conversations are not used to train publicly available artificial intelligence models.
• You are advised not to disclose highly sensitive information, including government identification numbers, health information, or full payment card numbers, to an AI Assistant.

10. Data Retention

Conversation records, transcripts, contact details, and any recordings are retained only for so long as is necessary for the purposes described in this Notice, and are deleted or de-identified when no longer required or upon receipt of a valid deletion request. Applicable retention periods may vary according to the operator’s configuration and applicable legal requirements. The chat session identifier stored within your browser expires following approximately six hours of inactivity. Where a call is recorded, the retention of the recording is governed by the operator’s telephony configuration.

11. Data Security

Reasonable administrative, technical, and organizational safeguards are maintained to protect this information, including encryption of sensitive data at rest, encryption in transit, access controls, and least-privilege access. No method of transmission or storage is entirely secure, and absolute security cannot be guaranteed.

12. Your Choices and Rights

• you may request to be assisted by a natural person in lieu of the AI Assistant;
• you may decline call recording, or request that a call not be recorded;
• you may reply “STOP” to opt out of text messages; and
• you may request access to, correction of, or deletion of your personal information, subject to statutory exceptions.

Exercising your rights. Where you have interacted with an AI Assistant operated by DM AI Agency, you may submit a request by electronic mail to info@dmaiagency.com, and our Privacy Policy sets forth the applicable procedure. Where you have interacted with an AI Assistant operated on behalf of a client, please contact that business, which is responsible for responding to your request.

13. Accuracy of Responses

Responses generated by an AI Assistant may be inaccurate or incomplete. You are advised to verify any material information with a member of staff prior to relying upon it.

14. Contact Information

DM AI Agency
Electronic mail: info@dmaiagency.com
With respect to an AI Assistant operated on behalf of another business, please contact that business directly.