Privacy Policy

1. Identity of the Controller

The entity responsible for the processing of Personal Information described in this Policy is DM AI Agency, a business established in the State of California, United States. Inquiries regarding this Policy may be directed to info@dmaiagency.com.

2. Scope

This Policy applies to Personal Information that we process when an individual:

• visits the Website or our advertising landing pages;
• requests a quotation, schedules a consultation, submits a form, or otherwise contacts us;
• engages the artificial intelligence chat agent on the Website;
• receives communications from us concerning an inquiry, whether by electronic mail, text message, or telephone, including communications delivered through our artificial intelligence telephone agent;
• corresponds with us through a social media or messaging platform (including Facebook, Instagram, or Yelp);
• remits payment of an invoice through our payment functions; or
• subscribes to newsletters or other marketing communications.

A detailed description of the manner in which our artificial intelligence chat and telephone assistants process conversations, recordings, and transcripts is set forth in our AI Agent Privacy Notice.

3. Artificial Intelligence Agents Provided to Clients

In addition to the activities described in this Policy, we develop and host artificial intelligence chat agents and telephone agents that our business clients deploy for their own customers. Where an individual interacts with an agent operated on behalf of a client (for example, a chat agent embedded on a client’s website or a telephone line answered on behalf of a client’s business), the client determines the purposes and means of the processing and acts as the controller of the resulting Personal Information, including determinations regarding call recording, the provision of notices, and retention periods. In that capacity, we act solely as a service provider and processor, and we process such Personal Information on the client’s behalf and in accordance with our agreement with the client. Such interactions are governed by the privacy policy of the applicable client and are not subject to this Policy. Individuals with questions concerning those interactions should contact the relevant business directly. General information regarding the operation of the agents is available in our AI Agent Privacy Notice.

4. Personal Information We Collect

We collect Personal Information from three principal sources: information that you provide to us; information collected automatically through your use of the Website; and information obtained from third parties.

4.1 Information You Provide

• Contact details, including name, electronic mail address, telephone number, company name, and job title.
• Inquiry details, including messages, project requirements, budget ranges, and timelines submitted through our contact and project intake forms.
• Scheduling details, including the name, electronic mail address, telephone number, company, time zone, selected meeting time, stated area of interest, and any notes that you provide when booking a consultation.
• Communications content, including the content of messages that you submit to our artificial intelligence chat agent, statements made during a call with our artificial intelligence telephone agent, any contact details disclosed therein, and a transcript of the interaction. The handling of recordings and transcripts is further described in our AI Agent Privacy Notice.
• Social media correspondence, including the content of messages that you send to us through a social media platform and the account identifier from which they are sent.
• Payment information. Payments are processed by our third-party payment processor. We receive transaction confirmation details (including amount, status, and invoice reference) but do not receive or store your full payment card number or bank account credentials.
• Billing information, including invoice records, payment status, and tax information maintained for accounting purposes.

4.2 Information Collected Automatically

• Device and usage information, including internet protocol (IP) address, browser type, device type, pages viewed, duration of visit, and referral source. IP addresses are also processed on the server for security and rate-limiting purposes.
• Chat session identifier. When you engage the chat agent, a randomly generated session identifier is stored in your browser’s local storage in order to maintain continuity of the conversation across page loads. The identifier expires following approximately six hours of inactivity, is stored on your device, and does not constitute an advertising cookie.
• Cookies and similar technologies, including cookies, pixels, and tags used for measurement and advertising, as further described in Section 6.
• Approximate location, meaning coarse location (such as country, city, or region) inferred from your IP address. We do not collect precise geolocation data.

4.3 Information Obtained from Third Parties

• Advertising platforms (such as Google Ads), including campaign and click data indicating the advertisement through which you reached a landing page.
• Social media platforms, which provide the account identifier from which you contact us.
• Scheduling and communications providers, including booking confirmations and electronic mail delivery data.
• Payment providers, including payment confirmation and fraud-prevention signals.
• Publicly available sources, such as business profiles and professional networking services, to the extent permitted by law.

5. Purposes of Processing

We process Personal Information for the following purposes:

• to respond to inquiries and to provide the information or quotations that you request;
• to schedule and conduct consultations, including the provision of confirmations and reminders;
• to conduct follow-up communications concerning an inquiry by electronic mail, text message, or telephone, including through our artificial intelligence assistants;
• to process payments and maintain billing records;
• to deliver marketing communications where permitted, from which you may opt out at any time;
• to measure and improve advertising, including measuring whether an advertisement resulted in a scheduled consultation and, where enabled, presenting our advertisements to prior visitors (remarketing), as further described in Sections 6 and 10;
• to operate, analyze, maintain, and improve the Website, including troubleshooting and performance monitoring;
• to maintain the security of, and to prevent fraud, abuse, or unauthorized access to, the Website, including through IP-based rate limiting; and
• to comply with legal obligations, including obligations relating to tax, accounting, and the establishment or defense of legal claims.

We do not use the content of your communications with us to train publicly available artificial intelligence models.

6. Cookies, Analytics, and Advertising

The Website presently uses the following technologies:

• Strictly necessary technologies, comprising items required for the operation of the Website, including session storage that prevents a scheduled-consultation conversion from being recorded more than once, the chat session identifier described in Section 4, and server-side IP verification that protects our forms against abuse.
• Analytics, comprising a privacy-oriented analytics tool that provides aggregate visitation statistics. This tool does not employ cookies and does not track you across other websites.
• Google Tag Manager, a tag-management container that loads measurement tags, including a conversion event registered upon the scheduling of a consultation.
• Google Ads conversion tracking and remarketing, comprising advertising tags and cookies (such as _gcl_*) that measure whether an advertisement click resulted in a scheduled consultation and, where remarketing is enabled, permit Google to present our advertisements to prior visitors. This activity involves the disclosure of limited data (such as advertising-click identifiers and page-visit signals) to Google. Information regarding Google’s use of such data is available at policies.google.com/technologies/partner-sites.
• Google Fonts. Font files are loaded from Google’s servers, and, as a result, your browser transmits your IP address to Google in order to retrieve them.
• Artificial intelligence chat agent, which is loaded on the Website to provide the chat function and is described in the AI Agent Privacy Notice.

Your choices. You may manage cookies through your browser settings and may opt out of Google’s personalized advertising at adssettings.google.com. We also honor the Global Privacy Control (GPC) signal; where your browser transmits a GPC signal, the Website automatically disables Google advertising cookies and the associated data sharing for that browsing session, as further described in Section 10. Disabling certain cookies may impair the functionality of portions of the Website.

7. Disclosure of Personal Information

We may disclose Personal Information to the following categories of recipients:

• Service providers that process Personal Information on our behalf in order to operate our business, including providers of website and platform hosting, analytics, scheduling, customer relationship management, electronic mail and text message delivery, telephony for our artificial intelligence telephone agent, speech-to-text processing, payment processing, and artificial intelligence models, in each case pursuant to agreements that restrict their use of the information;
• Advertising partners, limited to the measurement and remarketing data disclosed to Google as described in Section 6;
• Professional advisors, including attorneys, accountants, and auditors, as reasonably necessary;
• Successors in interest, in connection with a merger, acquisition, financing, reorganization, or sale of assets; and
• Governmental authorities and other parties, where required by law or where reasonably necessary to protect rights, safety, property, or security.

We do not sell Personal Information for monetary consideration. Certain of the Google advertising features described in Section 6 may constitute a “sale” or “sharing” for purposes of cross-context behavioral advertising under California law. Please refer to Section 10 for the applicable opt-out mechanisms.

8. Your Privacy Rights

Depending upon your jurisdiction of residence, you may be entitled to some or all of the rights described below. Comprehensive state privacy statutes, including the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”), and the analogous statutes of Virginia, Colorado, Connecticut, Texas, Utah, and other states, apply to businesses that satisfy applicable jurisdictional thresholds. Irrespective of whether such thresholds presently apply to us, we extend the following rights to all individuals whose Personal Information we hold:

• Right to know and to access, comprising the right to request the categories and specific pieces of Personal Information that we maintain about you;
• Right to deletion, comprising the right to request deletion of your Personal Information, subject to statutory exceptions (including records that we are required to retain for tax purposes);
• Right to correction, comprising the right to request correction of inaccurate Personal Information;
• Right to opt out of sale or sharing, comprising the right to opt out of the sale of Personal Information or its sharing for cross-context behavioral advertising, as described in Section 10;
• Right to limit the use of sensitive personal information. We do not use sensitive personal information for purposes that would give rise to this right; however, you may contact us regarding this matter at any time;
• Right to data portability, comprising the right to receive a copy of your Personal Information in a portable format;
• Right to non-discrimination. We will not discriminate against you for the exercise of any of these rights; and
• Right to withdraw consent where processing is based upon consent, together with, for individuals in the European Economic Area or the United Kingdom, the rights to object to or to restrict processing.

Exercising your rights. You may submit a request by electronic mail to info@dmaiagency.com. We may be required to verify your identity (for example, by confirming control of the electronic mail address or telephone number associated with your Personal Information) prior to acting upon a request. You may designate an authorized agent to submit a request on your behalf, in which case we will require proof of authorization. We endeavor to respond within forty-five (45) days. Where we decline a request, residents of states affording a right of appeal may appeal by replying to our determination, and we will respond to such appeal as required by law.

9. California Notice at Collection

Within the preceding twelve (12) months, we have collected the following categories of Personal Information, as enumerated under the CCPA, through the Website, from the sources and for the purposes described in Sections 4 and 5:

• Identifiers, including name, electronic mail address, telephone number, company, IP address, chat session identifier, and social media account identifiers. Disclosed to providers of hosting, customer relationship management, scheduling, electronic mail and text message delivery, telephony, and payment processing, as described in Section 7.
• Commercial information, including services considered or obtained, invoices, and payment status. Disclosed to payment and accounting providers.
• Internet or other electronic network activity information, including pages viewed, referral source, interactions with the Website and advertisements, and messages submitted to the chat agent and our social media accounts. Disclosed to analytics, advertising, and artificial intelligence model providers; advertising-related signals may be “shared” with Google as described in Section 6.
• Audio and electronic information, including call transcripts and, where recording is enabled with consent, call audio recordings. Disclosed to telephony and speech-to-text providers.
• Geolocation data, limited to approximate location inferred from IP address.
• Professional or employment-related information, including company, job title, and stated business requirements.

We do not use Personal Information to construct advertising profiles beyond the advertising measurement and remarketing described in Section 6. The contents of communications that you direct to us are received by us as the intended recipient. We do not knowingly collect other categories of sensitive personal information as defined under the CCPA except to the extent volunteered by you, and we do not use such information to infer characteristics about you. We do not sell Personal Information for monetary consideration; advertising-measurement and remarketing signals may constitute “sharing,” as described in Section 10. Retention periods are described in Section 12.

11. Legal Bases for Processing (European Economic Area and United Kingdom)

Where required by applicable law, we rely upon one or more of the following legal bases for the processing of Personal Information:

• Performance of a contract, in order to provide the services that you request or that we have agreed to provide;
• Legitimate interests, in order to operate, secure, and improve our business, balanced against your rights and interests;
• Consent, with respect to certain marketing, cookies, call recording, and text messaging, where required; and
• Compliance with legal obligations.

12. Data Retention

We retain Personal Information only for so long as is necessary to fulfill the purposes described in this Policy, and we delete or de-identify Personal Information when it is no longer required or upon receipt of a valid deletion request. By way of general guidance:

• Lead and customer relationship management records are retained for the duration of an active relationship or a legitimate business purpose, or until you request their deletion;
• Chat and call transcripts are retained for so long as is necessary to address the relevant inquiry and to maintain a record of our communications, after which they are deleted or de-identified;
• Billing and payment records are retained for the period required by applicable tax and accounting law (generally up to seven years); and
• Website analytics are retained in aggregate form.

Applicable retention periods vary according to the nature of the Personal Information and applicable legal requirements.

13. Data Security

We maintain reasonable administrative, technical, and organizational safeguards designed to protect Personal Information, including encryption of sensitive data at rest, encryption in transit, access controls, least-privilege access, and multi-factor authentication for administrative access. No method of transmission or storage, however, is entirely secure, and we cannot guarantee absolute security.

14. International Data Transfers

We are established in the United States and process Personal Information on servers located in the United States. If you access the Website from a location outside the United States, your Personal Information will be transferred to, and processed in, the United States. Where required by applicable law, we implement appropriate safeguards, including contractual protections, to support the lawful transfer of Personal Information.

15. Children’s Privacy

The Website is a business website that is not directed to children under the age of thirteen (13), or such higher minimum age as may be required in the applicable jurisdiction, and we do not knowingly collect Personal Information from children. Should you believe that a child has provided us with Personal Information, please contact us so that we may delete it.

16. Third-Party Links

The Website may contain links to third-party websites or services. We are not responsible for the privacy practices of such third parties. We encourage you to review the applicable privacy policies prior to providing Personal Information.

17. Changes to This Policy

We may amend this Policy from time to time. We will post the amended Policy together with a revised “Last Updated” date. Where changes are material, we may provide additional notice as required by applicable law.

18. Contact Information

Questions or requests concerning this Policy, or the exercise of any of the rights described herein, may be directed to:

DM AI Agency
Electronic mail: info@dmaiagency.com
Subject line for rights requests: “Privacy Request”; or “Do Not Sell or Share” for advertising-related opt-out requests.