Privacy
Policy

1. Who We Are

AutomatAI Services is an AI automation company headquartered at 11601 Interchange Dr, Louisville, KY 40229, United States. We provide AI workflow automation, agent deployment, CRM integration, and related professional services to businesses of all sizes.

For the purposes of applicable data protection law, AutomatAI Services is the data controller with respect to personal information collected through this website and our service engagements. If you have questions or concerns about this Privacy Policy or our data practices, you may reach us at contact@automatai-services.com.

2. Information We Collect

We collect information in several ways depending on how you interact with us:

Information You Provide Directly: When you submit a contact form, request an audit, or engage our services, we collect your name, business name, email address, phone number (if provided), project requirements, workflow descriptions, and any other information you choose to share.

Information Collected Automatically: When you visit our website, we may collect your IP address and approximate geographic location, browser type and version, operating system, referring URLs, navigation paths through our site, time and duration of visits, and device identifiers.

Information Collected During Service Delivery: In the course of providing automation and AI services, we may access your business data, customer records, system credentials, and operational data — strictly as necessary to engineer, test, and deploy the agreed automation systems. This access is governed by separate data processing agreements where required by law.

Communications Data: We retain records of communications between you and our team, including emails and project discussions, for the purpose of service delivery and dispute resolution.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries and provide requested information about our services.
• To deliver, manage, and continuously improve the services you engage us to provide.
• To issue invoices, process payments, and manage billing relationships with clients.
• To communicate service updates, project milestones, and relevant technical information.
• To analyze website usage patterns and optimize the user experience on our site.
• To comply with legal obligations, resolve disputes, and enforce our agreements.
• To protect the security and integrity of our systems and services from fraud or abuse.
• To send marketing communications about our services where you have given consent or where we have a legitimate business interest in doing so, with a clear and simple way to opt out.

We do not sell, rent, or trade your personal information to any third party for their own marketing purposes under any circumstances.

4. Legal Basis for Processing

Contract Performance: Processing necessary to fulfill our contractual obligations to you, including delivering services, managing payments, and providing ongoing support.

Legitimate Interests: Processing necessary for our legitimate business interests such as operating and improving our website, preventing fraud, and conducting reasonable direct marketing — provided such interests are not overridden by your fundamental rights and freedoms.

Legal Obligation: Processing required to comply with applicable laws, regulations, court orders, or governmental authority requests to which we are subject.

Consent: Processing based on your explicit consent, such as for certain marketing communications. You may withdraw consent at any time without affecting the lawfulness of prior processing activities.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Policy, or as required by applicable law. Specifically:

• Client data associated with active or recently completed engagements is retained for a minimum of five (5) years following project completion for accounting, legal, and audit purposes.
• Inquiry and contact form data from prospective clients who did not engage our services is retained for up to twenty-four (24) months from the date of initial contact.
• Website analytics data is retained in aggregate, anonymized form and used indefinitely for trend analysis without identifying individuals.
• Communication records are retained for the duration of the client relationship plus three (3) years thereafter.

When data is no longer required for its intended purpose and no legal retention obligation applies, it is securely deleted or irreversibly anonymized in accordance with our internal data destruction procedures.

6. Data Sharing and Disclosure

We do not share your personal information with third parties except in the following clearly defined circumstances:

Service Providers: We engage trusted third-party vendors to assist in providing our services, such as cloud infrastructure providers, email delivery platforms, and payment processors. These parties process your data only on our instructions and are contractually obligated to protect your information to the same standard we apply.

Legal Requirements: We may disclose information if required to do so by law, regulation, valid legal process, or governmental request, or to protect the rights, property, or safety of AutomatAI Services, our clients, or the general public.

Business Transfers: In the event of a merger, acquisition, or sale of all or substantially all of our business assets, personal information may be transferred as part of that transaction, subject to the acquiring entity assuming the obligations set forth in this Privacy Policy.

With Your Consent: We may share information with additional third parties with your explicit consent for purposes clearly identified at the time of consent.

7. Data Security

We implement industry-standard technical and organizational security measures designed to protect your personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission using TLS/SSL protocols, strict access controls and multi-factor authentication requirements, regular security assessments of our systems and practices, and mandatory employee training on data protection and handling procedures.

Despite our best efforts, no method of electronic transmission or storage provides a 100% security guarantee. In the event of a data breach that poses a material risk to your rights and freedoms, we will notify you and the relevant regulatory authorities as required by applicable law, within legally mandated timeframes.

8. Your Rights and Choices

Depending on your location and the law applicable to you, you may have the following rights regarding your personal information:

• Access: The right to request a copy of the personal information we hold about you and to verify how we are using it.
• Correction: The right to request correction of any inaccurate, outdated, or incomplete personal information we hold.
• Deletion: The right to request deletion of your personal information, subject to any legal retention obligations that may apply.
• Restriction: The right to request that we restrict our processing of your data in specific circumstances defined by applicable law.
• Portability: The right to receive personal data you have provided to us in a structured, commonly used, machine-readable format.
• Objection: The right to object to processing based on our legitimate interests or where processing is conducted for direct marketing purposes.
• Withdrawal of Consent: The right to withdraw any previously given consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at contact@automatai-services.com. We will acknowledge your request within 3 business days and provide a full written response within 30 calendar days. We may need to verify your identity before processing any rights request.

9. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience and collect anonymized usage data. Cookies are small text files stored on your device that help us recognize returning visitors, analyze traffic patterns, and maintain your preferences between sessions.

Types of cookies we may use include: essential cookies required for basic website operation and security; analytics cookies that help us understand how visitors interact with our site using aggregated, anonymized data; and preference cookies that remember your settings and choices. We do not use cookies for behavioral advertising, cross-site tracking, or profiling of individual users for commercial gain.

You can control cookie settings through your browser preferences at any time. Disabling certain cookies may limit the functionality of some features of our website.

10. International Data Transfers

AutomatAI Services operates from the United States. If you access our services from outside the United States, your information will be transferred to and processed within the United States, which may have different data protection standards than your home country or jurisdiction.

Where required by applicable law — including the General Data Protection Regulation for European Economic Area residents — we ensure that such international data transfers are conducted with appropriate legal safeguards in place, including standard contractual clauses or other recognized transfer mechanisms approved by relevant regulatory authorities.

11. Children's Privacy

Our services are intended exclusively for business use by adults who are 18 years of age or older. We do not knowingly collect, solicit, or process personal information from individuals under the age of 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at contact@automatai-services.com and we will take prompt steps to delete such information from our systems.

12. Third-Party Links

Our website may contain links to third-party websites, tools, platforms, or services for your convenience or reference. This Privacy Policy does not apply to those external platforms or their data practices. We encourage you to review the privacy policies of any third-party services you choose to access. AutomatAI Services is not responsible for the privacy practices, security standards, or content of any third-party sites linked from our website.

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our data practices, technology infrastructure, legal requirements, or regulatory environment. We will indicate the date of the most recent revision at the top of this page. For material changes that significantly affect how we use your data, we will notify active clients directly by email or through our platform. Your continued use of our services following the posting of any update constitutes your acceptance of the revised Privacy Policy.