Privacy Policy

1. Introduction

AI IN TEAM LLC (“we,” “us,” or “our”) operates the website aiinteam.com and provides AI-powered voice agent services to businesses. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, interact with one of our voice agents, or use our services.

By using our website or services, or by continuing a phone conversation with one of our voice agents after the agent's introductory disclosure, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect information in the following ways:

• Information you provide directly through our website: When you fill out a contact form, request a demo, or book an introductory call on aiinteam.com, we collect your name, email address, phone number, and any business information you choose to share.
• Information collected through voice agent interactions: When we deploy AI voice agents on behalf of our clients, the following may be collected during a phone conversation: caller name, callback phone number, requested service, appointment preferences, free-form spoken statements made during the call, and the duration and timestamp of the call. Call audio recordings and AI-generated transcripts may also be collected and retained for service quality, tuning, and dispute resolution. The voice agent will disclose at the start of each call that the conversation is being handled by an AI assistant and may be recorded.
• Information collected through our website: We may collect information about how you access and use aiinteam.com, including your IP address, browser type, pages visited, and time spent on those pages. We do not use behavioral advertising or cross-site tracking.
• Communications: If you contact us by email or phone, we retain records of that correspondence.

3. Voice Agent Calls and Recording Notice

Calls handled by our voice agents (whether you are calling on behalf of a client business or for any other reason) include the following standard practices:

• AI disclosure: Each call begins with the agent identifying itself as an AI assistant of the client business.
• Recording disclosure: When call recording is enabled by the client business, the agent will inform the caller that the call may be recorded for quality and service purposes before substantive conversation begins. Continuing the call after this disclosure constitutes consent to recording where consent is required by law.
• Two-party consent jurisdictions: AI IN TEAM LLC operates from Washington State, which is a two-party (all-party) consent jurisdiction for call recording. We design every recorded-call deployment to disclose recording at call start. Callers who do not consent may end the call before substantive conversation begins, and the recording will not be retained.
• Caller-stated information: Callers should not share sensitive information (Social Security numbers, payment card numbers, full medical histories, government ID numbers) with the voice agent. Our agents are not designed to process such data, and the client business should not request it through this channel.

4. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide the services you request
• Schedule and conduct introductory calls and product demonstrations
• Configure, deploy, tune, and maintain voice agents on behalf of our clients
• Send service-related communications and updates
• Investigate and resolve disputes about specific calls (recordings and transcripts may be reviewed for this purpose)
• Improve the accuracy and reliability of voice agent prompts and configurations
• Comply with legal obligations and respond to lawful requests
• Protect the rights, property, and safety of our business, our clients, and the public

We do not use voice recordings, transcripts, or other personal information collected through our services to train general-purpose AI models or for any purpose unrelated to providing the agreed-upon services.

5. Information Sharing and Third-Party Service Providers

We do not sell, trade, or rent your personal information to third parties. Voice agent services rely on third-party processors that handle data on our behalf under contractual confidentiality and security obligations. Current third-party processors include:

• Retell AI — voice agent platform (call routing, real-time speech processing, recordings, transcripts)
• ElevenLabs — voice synthesis (text-to-speech generation, accessed through Retell AI)
• Anthropic and other LLM providers — large language models that power agent reasoning during calls
• Cal.com or TidyCal — appointment scheduling and calendar integration
• n8n — workflow automation, hosted on Hostinger infrastructure (handles call event webhooks, message routing)
• Google Workspace (Gmail, Google Sheets) — email notifications to client businesses, configuration storage
• Hostinger — cloud hosting infrastructure

Each processor operates under its own privacy policy and security framework. We select processors that meet reasonable industry standards for data protection and, where applicable to a specific deployment, that offer Business Associate Agreements (BAAs) for HIPAA-eligible engagements.

We may also disclose information in the following circumstances:

• Legal requirements: We may disclose information if required by law, valid legal process (subpoena, court order), or to comply with a regulatory investigation.
• Business transfers: In the event of a merger, acquisition, sale of assets, or insolvency, your information may be transferred to a successor entity, subject to the same privacy protections that applied prior to the transfer.
• Safety and rights protection: We may disclose information when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of AI IN TEAM LLC, our clients, our users, or the public.

6. Data Controller and Processor Relationships

The relationship between AI IN TEAM LLC and a client business depends on the context:

• For our website (aiinteam.com): AI IN TEAM LLC is the data controller for information you submit directly to us through contact forms or by booking an introductory call.
• For voice agent deployments on behalf of clients: Our client (the business whose phone line is being answered) is the data controller for caller data collected through that deployment. AI IN TEAM LLC acts as a processor under the client's direction. Clients are responsible for determining lawful purposes for data collection, providing required notices to callers (beyond what the agent's standard greeting provides), obtaining any required consents, and honoring caller rights requests under applicable law.

7. Data Retention

We retain personal information only as long as needed to provide our services and comply with legal obligations:

• Website inquiries and intro call data: Retained for up to 24 months from last contact, unless you request earlier deletion.
• Voice agent call records (transcripts and metadata): Retained per the client business's instructions, typically 12 to 24 months. Clients may instruct shorter retention periods in their service agreement.
• Call audio recordings: Retained for up to 90 days by default, unless a client business requires a longer retention period for legal, regulatory, or quality-assurance purposes, or a shorter period in compliance with their own policies. Recordings are deleted automatically at the end of the retention window unless flagged for an active dispute.
• HIPAA-tier deployments: Retention follows the terms of the applicable Business Associate Agreement (BAA) and may differ from the defaults above.

You may request deletion of your data at any time by contacting us at steven@aiinteam.com. Where we act as a processor for a client business, deletion requests will be coordinated with that client.

8. Data Security

We implement reasonable technical and organizational measures to protect your information, including encryption in transit (TLS) for website and voice traffic, access controls on backend systems, and use of reputable third-party processors with their own security certifications (SOC 2, HIPAA-readiness where applicable). However, no method of transmission over the internet or telephone network is 100% secure, and we cannot guarantee absolute security.

9. Consumer Health Data (Washington My Health My Data Act)

AI IN TEAM LLC takes compliance with the Washington My Health My Data Act (MHMDA), RCW 19.373, seriously and does not intentionally collect consumer health data through our voice agent services.

What our agents are designed to collect: Standard scheduling and routing data — names, callback phone numbers, requested service or appointment type, and timing preferences.

Incidental health information: Callers to client voice agents may voluntarily mention information that could constitute consumer health data (for example, “I want to schedule a Botox consultation,” “my dog has a limp,” or “I think I sprained my ankle”). When such information is incidentally provided:

• It is processed solely to fulfill the caller's service request and route the call appropriately
• It is not sold, shared for advertising purposes, or used for any purpose beyond the caller's stated request
• It is retained per Section 7 above and deleted on request

Data controller relationship: When our voice agents handle calls on behalf of a healthcare-adjacent client (med spa, dental, veterinary, mental health, etc.), that client is the data controller responsible for MHMDA compliance, consumer notice, and consent. AI IN TEAM LLC acts as a processor under the client's direction.

No sale of consumer health data: AI IN TEAM LLC does not sell consumer health data and has not sold consumer health data.

Breach notification: In the event of a breach involving consumer health data processed through our systems, we will notify the affected client business within 72 hours of discovering the breach so that they can fulfill their notification obligations under applicable law.

10. Cookies and Tracking

Our website uses only the cookies necessary for the site to function. We do not use advertising cookies, behavioral tracking cookies, or cross-site analytics. Embedded third-party services (Google Fonts for typography, the booking widget for scheduling) may set their own cookies governed by their respective privacy policies. You can configure your browser to refuse cookies, though some site features may not work as expected.

11. Your Privacy Rights

You have the following rights with respect to your personal information, subject to applicable law:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your information, subject to legal retention obligations.
• Opt-out of recording: If a voice agent call begins with a recording disclosure, you may end the call before substantive conversation begins, and no recording will be retained.
• Opt-out of marketing: Unsubscribe from marketing emails at any time using the link in any email or by contacting us directly.

Washington residents have specific rights under the Washington My Health My Data Act with respect to consumer health data, including the right to know what consumer health data is collected and the purpose of collection, the right to request deletion of consumer health data, the right to withdraw consent, and the right to bring a private civil action for violations of the MHMDA. To exercise these rights, contact us at steven@aiinteam.com or by phone at (323) 379-9237.

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to request deletion, and the right to opt out of the sale of personal information. AI IN TEAM LLC does not sell personal information.

Residents of Virginia, Colorado, Connecticut, Texas, Oregon, and other states with comprehensive privacy laws have similar rights, including the right to access, correct, and delete personal data, and the right to opt out of certain processing activities such as targeted advertising or sale of personal data.

To exercise any of these rights, contact us at steven@aiinteam.com or by phone at (323) 379-9237. We will respond to verifiable requests within 45 days.

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a minor, we will promptly delete it. Parents or guardians who believe a child has interacted with one of our voice agents may contact us for deletion.

13. International Users

AI IN TEAM LLC operates from the United States. Information we collect is stored and processed in the United States and other jurisdictions where our service providers operate. By using our services, you consent to the transfer of information to the United States, which may have data protection laws different from those in your country.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected in the “Last updated” date at the top of this page, and active clients will receive email notice. Continued use of our services after changes constitutes acceptance of the revised policy.

15. Contact

If you have questions or concerns about this Privacy Policy, or you wish to exercise your privacy rights, contact us:

• Email: steven@aiinteam.com
• Phone: (323) 379-9237
• Business: AI IN TEAM LLC, Pacific Northwest, USA