Privacy Policy

Last updated: August 12, 2025

1) Scope

This policy covers personal information we collect via our website, forms, messages (email/SMS), scheduling tools, payments, and while delivering services (e.g., configuring CRMs, building AI agents/chatbots, providing analytics and reports).

2) Information We Collect

Identifiers & contact data: name, business name, role, email, phone, address.
Account & service data: project requirements, configurations, workflow settings, logs relevant to building or maintaining your CRM/agent/chatbot.
Payment data: payments are processed by Stripe or GHL; we do not store full card numbers.
Communications: messages you send us (email/SMS), meeting notes, support requests.
Technical/usage data: IP address, device/browser, pages visited, timestamps, basic analytics.
Optional materials: content you supply (scripts, prompts, recordings, customer lists) to enable your automations/agents.

We do not intentionally collect sensitive data unless you voluntarily provide it for a defined purpose and we agree in writing to process it subject to applicable law.

3) How We Use Information

To provide and improve services (configure CRMs, build/maintain agents/chatbots, run automations, generate analytics/reports).
To communicate about projects, billing, support, and updates.
To process payments and prevent fraud.
For internal analytics and service quality (e.g., quarterly reporting to clients when applicable).
To comply with law and enforce agreements.

3A) SMS Program Privacy Notice

Data collected for SMS: mobile number, opt‑in/opt‑out status, timestamp, source of consent, delivery status, and message metadata (we generally avoid storing message content unless necessary for support or compliance).
Use: to send and manage transactional or marketing texts, honor HELP/STOP requests, and maintain do‑not‑text lists.
Sharing: with processors that enable messaging (e.g., Twilio or your chosen carrier/aggregator), GHL/CRMs, and scheduling tools as needed.
Opt‑out: You can opt out at any time by texting STOP. We also honor common synonyms (END, CANCEL, UNSUBSCRIBE, QUIT, STOPALL, OPTOUT, REVOKE). You may re‑opt‑in by texting START or UNSTOP where supported.
Retention: We keep opt‑in/opt‑out records as long as necessary to comply with law and prevent unwanted texts. If you request deletion, we will retain minimal suppression data to ensure we don’t text you again.

4) Sharing & Disclosures

We share personal information as needed with:

Service providers/processors: Stripe, GoHighLevel, Voiceflow, Vapi, Make.com, n8n, Calendly, hosting and email/SMS providers, and similar tools used to deliver services.
Professional advisors and legal authorities when required by law or to protect rights.
Business transfers: in a merger, acquisition, or asset sale.

Each third party processes data under its own terms and privacy policy. We require appropriate contractual safeguards where feasible.

5) Cookies & Tracking

Current state: We currently do not deploy non‑essential cookies or pixels on the public website. Essential cookies (if any) would be only for basic site operation.
Future updates: If we later add analytics/marketing cookies, we will update this policy and present an opt‑out/consent option. You can also adjust browser settings to block cookies.

6) Data Retention

We retain personal information only as long as necessary for the purposes described above, to meet legal/contractual obligations, and to resolve disputes. Practically, we aim to review active client/project data regularly and delete/archive data that is no longer needed. If you request deletion, see “Your Privacy Choices” below.

7) Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is perfectly secure.

8) Your Privacy Choices & Rights

Depending on your location, you may have rights to:

Access/know the personal data we hold about you;
Correct inaccurate data;
Delete your data;
Portability (receive a copy in a portable format);
Opt out of targeted advertising or certain sharing;
Object or restrict certain processing.

How to make a request: Email, text, or tell us verbally using the contact methods below. We’ll verify your identity and respond within the timeframe required by law (generally up to 45 days, with the ability to extend where permitted). If we decline your request, we’ll explain why and how to appeal when applicable.

9) Children’s Privacy

We do not knowingly collect personal information from children under 13. If you believe a child has provided data, contact us and we will take appropriate steps to delete it.

10) International Users

Our operations and providers are primarily U.S.-based. If you access our services from outside the U.S., your information may be transferred to, stored, or processed in the United States.

11) Changes to this Policy

We may revise this policy. The “Last updated” date will change, and material changes may be communicated more prominently. Continued use of the site/services after changes means you accept the revised policy.

12) Contact Us

Privacy inquiries / data requests: contact@bestAICS.com | https://link.bestaics.com/widget/form/OZaPYgXae3z9VUprsbQQ?notrack=true

Phone/SMS: (385) 323-2621

Postal address: AI Chatbot Solution, L.L.C., 957 West 965 North, Orem, Utah, 84057, USA