Privacy Policy

1. Introduction

Welcome to Workflow Chairman ("Company," "we," "us," or "our"). We provide AI-powered marketing services, including AI voice agents, chatbots, and marketing automation solutions ("Services") to our business clients ("Clients," "you," "your").

This Privacy Policy explains how we collect, use, share, and protect information. It applies to:

Client Information: Data we collect from you when you visit our website at https://workflowchairman.com or use our Services.

End-User Information: Data we process on your behalf when your customers ("End-Users") interact with our AI Agents (e.g., through phone calls or website chats).

As a provider of services to other businesses, we act as a "Data Processor" for the End-User information we handle on your behalf. You, our Client, are the "Data Controller" for this information.

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

2. Information We Collect

We collect several types of information for various purposes to provide and improve our Services.

a) Information You Provide to Us (Client Information):

Contact and Business Information: When you sign up, we collect your name, business name, email address, phone number, and physical address.

Payment Information: To process payments, we collect billing details, which are securely processed by our payment processor, [Stripe/PayPal/Other]. We do not store your full credit card information on our servers.

Account Data: Information you provide to configure your account, including scripts for AI agents, business hours, and other operational details.

b) Information We Process on Your Behalf (End-User Information):

When your customers interact with our AI Agents, we process the data they provide. This may include:

Personal Identifiers: Names, phone numbers, and email addresses.

Call Recordings and Transcripts: We record and transcribe conversations between End-Users and our AI Voice Agents for quality assurance, training, and to provide the service.

Chat Transcripts: We store the text of conversations between End-Users and our AI Chatbots.

c) Information We Collect Automatically:

Cookies and Tracking Technologies: We use cookies and similar technologies to track activity on our website and hold certain information. This helps us analyze our traffic and improve our website. Please see our "Cookie Policy" section below for more details.

Usage Data: We may collect information about how our website and Services are accessed and used, such as your computer's IP address, browser type, pages visited, and the time and date of your visit. We use tools like Google Analytics for this purpose.

3. How We Use Your Information

We use the collected data for the following purposes:

To Provide and Maintain Our Services: To set up your account, operate the AI Agents, and manage our relationship with you.

To Process Payments: To bill you for the Setup Fee and recurring Service Fees.

For AI Training and Improvement: We use anonymized and aggregated data from call recordings and chat transcripts to train, tune, and improve the performance, accuracy, and safety of our AI models. We take steps to remove personally identifiable information before using it for training purposes.

To Communicate With You: To send you service updates, security alerts, and support messages.

For Marketing: To send you promotional materials about our new products, special offers, or other information we think you may find interesting. You can opt-out of these communications at any time.

To Enforce Our Terms and Comply with Law: To protect our rights and to comply with legal obligations.

4. How We Share Your Information

We do not sell your personal information. We may share your information with third parties only in the ways that are described in this Privacy Policy.

Third-Party Service Providers: We share information with third-party vendors and service providers that help us operate our business. These include: Platform &

CRM: We use GoHighLevel as a core platform for our service delivery.

Telephony & Messaging: We use Twilio to power our AI Voice Agents and messaging services.

AI Processing: We use OpenAI and other AI model providers to process conversations and generate responses. Analytics: We use Google Analytics to understand website traffic. Payment Processing: We use [Stripe/PayPal/Other] to handle payments. Data Storage: Our data is securely stored on cloud servers provided by [AWS/Google Cloud/Other].

Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Business Transfers: If we are involved in a merger, acquisition, or asset sale, your information may be transferred.

5. Data Security and Retention

Security Measures: We implement a variety of security measures to maintain the safety of your personal information. These include encryption, access controls, and secure server infrastructure. However, no method of transmission over the Internet or method of electronic storage is 100% secure.

Data Retention: We will retain your Client Information for as long as your account is active or as needed to provide you with Services. We will retain End-User Information for the period specified in our agreement with you. We may retain certain information for a longer period as required by law or for legitimate business purposes, such as record-keeping and fraud prevention.

6. Your Data Protection Rights (GDPR & CCPA)

Depending on your location, you may have the following rights regarding your personal information:

The right to access: You have the right to request copies of your personal data.

The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

The right to erasure (Right to be Forgotten): You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the timeframes required by law.

7. Cookie Policy

Cookies are small files placed on your device. We use them to operate our site, understand user activity, and improve our services.

Types of Cookies We Use: Essential Cookies: Necessary for the website to function. Performance and Analytics Cookies: Help us understand how visitors interact with our website. Functionality Cookies: Used to remember your preferences.

Your Choices: You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

8. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

9. Children's Privacy

Our Services are not intended for use by anyone under the age of 16 ("Children"). We do not knowingly collect personally identifiable information from children. If you become aware that a child has provided us with personal data, please contact us.

10. Data Breach Notification

In the event of a data breach that is likely to result in a high risk to the rights and freedoms of individuals, we will notify the appropriate supervisory authority and affected data subjects without undue delay, in accordance with our legal obligations.

11. Marketing Communications and Opt-Out

You may opt-out of receiving promotional communications from us by following the "unsubscribe" link provided in those emails or by contacting us directly at [email protected]. Please note that you may still receive transactional or administrative messages related to your account.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy, please contact us:

By Email: [email protected]

By Mail: 30 N Gould Street, Sheridan, WY