1. INTRODUCTION
ætherwing marketing ("we," "us," "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website or use our AI voice agents, chatbots, and marketing automation services.
We are based in Alberta, Canada and handle personal information in accordance with applicable privacy laws, including:
Personal Information Protection and Electronic Documents Act (PIPEDA)
Alberta Personal Information Protection Act (PIPA)
General Data Protection Regulation (GDPR), where applicable
California Consumer Privacy Act (CCPA), where applicable
Unless otherwise stated, we act as a service provider / data processor, while our clients remain the data controllers for their customers’ information.
2. INFORMATION WE COLLECT
2.1 Information From Our Clients
When you engage our Services, we may collect:
Business and Contact Information
Company name
Business contact name(s)
Email addresses and phone numbers
Business address and website URL
Industry, services offered, and configuration preferences
Payment Information
Billing details processed securely through Stripe or PayPal
We do not store full payment card numbers
Technical and Configuration Data
Login credentials or access tokens for integrated platforms (where required)
System configurations and workflows
AI scripts, prompts, and automation settings
2.2 Information From Your Customers
When our AI systems interact with your customers on your behalf, we may process:
Names and contact details provided by the customer
Call recordings and call transcripts
Chat conversation histories
Appointment details, inquiries, and service requests
Feedback and responses
Important: We collect and process this information solely as a service provider. You remain responsible for lawful collection, consent, and use of your customers’ data.
2.3 Automatically Collected Information
When you visit our website, we may automatically collect:
IP address and browser information
Device type and operating system
Website usage and interaction data
Cookies and analytics data
Error logs and system performance metrics
3. HOW WE USE INFORMATION
3.1 Providing Our Services
We use information to:
Implement and operate AI voice agents and chatbots
Process customer inquiries and appointments
Send automated messages on your behalf
Monitor performance and quality
Generate analytics and reports
3.2 Improving AI Systems
Where reasonably possible, we may use aggregated and anonymized data to:
Improve AI response quality
Identify common conversation patterns
Optimize workflows and scripts
Reduce errors and improve accuracy
We do not use identifiable customer data to train AI models for other clients.
3.3 Business Operations
We may use information to:
Process payments and manage accounts
Provide customer support
Send service-related notifications
Comply with legal obligations
Detect and prevent fraud or misuse
3.4 Marketing Communications
With appropriate consent, we may send:
Service updates and announcements
New feature notifications
Industry insights and educational content
You may opt out of marketing communications at any time.
4. AI-SPECIFIC DATA USAGE
4.1 How AI Uses Data
Our AI systems may:
Process conversations in real time
Store transcripts for quality review
Generate analytics and insights
Support system troubleshooting and improvement
4.2 AI Training and Learning
AI learning is based on anonymized or aggregated interaction patterns whenever reasonably possible
Your business-specific data is not shared with other clients
Some data processing is necessary to deliver and maintain Services
You may request that your data not be used for cross-client AI improvement, subject to operational requirements.
4.3 Call Recordings and Transcripts
AI voice agents may record calls for quality assurance and system improvement
You are responsible for informing customers and obtaining required consent
Call recordings are retained for 90 days by default, unless otherwise requested
5. HOW WE SHARE INFORMATION
5.1 Service Providers
We may share data with trusted third parties solely to provide our Services, including:
GoHighLevel (CRM and automation platform)
OpenAI (AI language processing)
AWS and Google Cloud (secure data storage)
Stripe and PayPal (payment processing)
Google Analytics (website analytics)
These providers are contractually obligated to protect information and use it only for authorized purposes.
5.2 Legal and Safety Reasons
We may disclose information when required to:
Comply with applicable laws or court orders
Protect our legal rights or property
Prevent fraud or security threats
5.3 What We Do Not Do
We do not:
Sell personal information
Share data with competitors
Use data for unrelated purposes
Share data for third-party marketing
6. DATA RETENTION
6.1 Retention Periods
Client Information
Active account data: Duration of service + 1 year
Payment records: 7 years (tax and accounting requirements)
Contract records: 7 years after termination
Customer Interaction Data
Call recordings: 90 days (configurable)
Chat transcripts: Up to 1 year
Analytics data: Up to 2 years
Anonymized trend data: Retained as long as reasonably necessary for system improvement
6.2 Deletion Requests
You may request deletion of:
Call recordings or transcripts
Customer interaction data
Account data following termination
Some data may be retained where required by law.
7. DATA SECURITY
7.1 Security Measures
We implement commercially reasonable safeguards, including:
Encryption in transit and at rest
Secure cloud infrastructure (AWS, Google Cloud)
Access controls and authentication
Regular security monitoring
Confidentiality obligations
7.2 Your Responsibilities
You are responsible for:
Securing account credentials
Limiting internal access
Reporting suspected security issues
7.3 Data Breach Notification
If a data breach poses a real risk of significant harm, we will notify affected clients without unreasonable delay, and in accordance with applicable legal requirements.
8. YOUR PRIVACY RIGHTS
Depending on your location, you may have rights to:
Access your personal information
Correct inaccurate or incomplete data
Request deletion of information
Object to certain processing activities
Request data portability
To exercise these rights, email [email protected] with the subject line: Privacy Rights Request. We aim to respond within 30 days.
9. COOKIES AND TRACKING
9.1 Cookies We Use
Essential cookies: Site functionality and security
Analytics cookies: Website usage and performance analysis
Marketing cookies: Campaign tracking (where applicable)
9.2 Managing Cookies
You may disable cookies through your browser settings. Note that disabling essential cookies may affect site functionality.
10. INTERNATIONAL DATA TRANSFERS
Data may be stored or processed in Canada, the United States, or other jurisdictions where our service providers operate. We use appropriate safeguards to protect data during international transfers.
We do not sell or trade personal information internationally.
11. CHILDREN’S PRIVACY
Our Services are not directed to children or minors as defined by applicable law. We do not knowingly collect personal information from minors.
If such information is identified, it will be deleted promptly.
12. THIRD-PARTY SERVICES
Our Services integrate with third-party platforms that maintain their own privacy policies. We encourage you to review those policies directly.
13. MARKETING COMMUNICATIONS
You may opt out of marketing communications by:
Using unsubscribe links in emails
Contacting us at [email protected]
You will continue to receive essential service-related communications.
14. CHANGES TO THIS POLICY
We may update this Privacy Policy periodically. Material changes will be communicated by updating this page and the “Last Updated” date.
Continued use of our Services constitutes acceptance of the revised policy.
15. CONTACT INFORMATION
ætherwing marketing
Alberta, Canada
Email: [email protected]
Website: aetherwingmarketing.com
CONSENT
By using our Services, you consent to this Privacy Policy.
End of Privacy Policy