Privacy Policy - DM AI Agency

1) Who We Are

Data Controller (where applicable): DM AI Agency
Contact: info@dmaiagency.com

2) Scope

This Policy applies to personal information we process when you:

• visit our website or landing pages;
• request a quote, book a call, or contact us;
• use our Services as a client or authorized user;
• subscribe to newsletters or receive marketing;
• interact with us on social media, events, or ads.

If we process personal information on behalf of a client (for example, as a vendor providing services to that client), we act as a processor/service provider and the client controls that data. In those cases, the client’s privacy policy may also apply.

3) Information We Collect

We collect information in three main ways: (a) you provide it, (b) we collect it automatically, and (c) we receive it from third parties.

A) Information you provide

• Contact details: name, email, phone number, company name, role.
• Inquiry details: messages, project requirements, budget range, timelines.
• Client and billing details: invoice information, payment status, tax/VAT info (as needed for accounting).
• Account and access details (if applicable): usernames, workspace identifiers, authorized user details.
• Files and content you share: documents, prompts, datasets, creative briefs, brand assets.
• Meeting details: call recordings or transcripts only if we notify you and/or obtain consent where required.

B) Information collected automatically

• Device and usage data: IP address, browser type, device identifiers, pages viewed, time spent, referral URLs.
• Cookie and tracking data: cookies, pixels, and similar technologies (see Section 8).

C) Information from third parties

• Analytics and advertising partners (e.g., website analytics, ad platforms).
• Scheduling and communications tools (e.g., calendar booking providers, email providers).
• Payment and invoicing providers (payment confirmation, fraud signals).
• Public sources (e.g., business profiles, professional networking sites), where permitted.

4) How We Use Personal Information

• Provide and operate the Services, including delivering work, managing projects, and customer support.
• Communicate with you, including responding to inquiries and sending service-related messages.
• Send marketing and updates, where permitted (you can opt out anytime).
• Improve our Services, including analytics, troubleshooting, and performance monitoring.
• Maintain security and prevent fraud, abuse, or unauthorized access.
• Comply with legal obligations (tax, accounting, legal claims).
• Manage business operations, such as recordkeeping and internal reporting.

5) Legal Bases (EEA/UK and Similar Regions)

Where required, we rely on one or more of the following legal bases:

• Contract: to provide Services you request or that we agreed to deliver.
• Legitimate interests: to operate, secure, and improve our business (balanced against your rights).
• Consent: for certain marketing, cookies, or recordings where required.
• Legal obligation: to comply with laws and regulations.

6) How We Share Information

We may share personal information with:

• Service providers who help us run the business (hosting, email, analytics, invoicing, customer support tools).
• Professional advisors (lawyers, accountants, auditors) as needed.
• Business transfers if we undergo a merger, acquisition, or sale of assets.
• Authorities when required by law or to protect rights, safety, and security.
• Clients if you act as a contractor/subprocessor and sharing is needed to deliver the Services.

We do not sell personal information in the ordinary sense. If your jurisdiction defines “sale” or “sharing” broadly (e.g., certain ad tech), see Section 8 for choices related to cookies and advertising.

7) AI, Automation, and Client Content

If we provide AI-related services, we may process content you submit (e.g., prompts, documents, datasets) to deliver outputs. We will:

• use client content only for the purpose of providing the Services, unless otherwise agreed in writing;
• apply access controls and limit internal access to a need-to-know basis;
• not use client confidential content to train public models unless you explicitly instruct us and it is permitted by law and contract.

Important: AI outputs may be inaccurate or incomplete. You are responsible for verifying outputs before relying on them in high-stakes contexts.

8) Cookies, Analytics, and Advertising

We may use cookies and similar technologies to:

• run the website and remember preferences;
• understand website traffic and performance (analytics);
• measure ad performance and reach (advertising).

Your choices: You can control cookies through your browser settings and, where available, our cookie banner/preferences tool. If you disable certain cookies, parts of the Services may not work properly.

9) Data Retention

We keep personal information only as long as necessary for the purposes described in this Policy, including:

• providing Services and support;
• maintaining business records (e.g., invoices, contracts);
• meeting legal, tax, or accounting requirements;
• resolving disputes and enforcing agreements.

Retention periods vary depending on the type of data and legal requirements.

10) Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information (for example, access controls, least-privilege access, and secure storage). No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

11) International Transfers

Your information may be processed in countries other than where you live. Where required, we use appropriate safeguards (such as contractual protections) to support lawful transfers.

12) Your Rights and Choices

Depending on your location, you may have rights such as:

• access to your personal information;
• correction of inaccurate information;
• deletion (erasure);
• objection to or restriction of processing;
• data portability;
• withdrawal of consent (where processing is based on consent).

To exercise rights, contact us. We may need to verify your identity.

13) Children’s Privacy

Our Services are not directed to children under 13 (or the minimum age required in your jurisdiction), and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us so we can delete it.

14) Third-Party Links

Our Services may link to third-party websites or services. We are not responsible for their privacy practices. Review their policies before providing information.

15) Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last updated” date. If changes are material, we may provide additional notice where required.

16) Contact Us

If you have questions or requests about this Privacy Policy, contact:

DM AI Agency
Email: info@dmaiagency.com