Privacy Policy

1. Introduction

CLEARPATH AI SYSTEMS LLC (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard information when you access or use our website, software, AI automation systems, communication tools, and related services (collectively, the “Services”).

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

2. Scope of This Policy

This Privacy Policy applies to information we collect:

- Through our website;

- Through our software and AI-powered systems;

- Through email, SMS, voice calls, video conferencing, and other communications;

- Through integrations, APIs, or third-party platforms used in connection with our Services.

This Privacy Policy does not apply to third-party services that we do not control.

3. Information We Collect

We may collect the following categories of information:

A. Information You Provide Directly

- Name, company name, and job title

- Email address and telephone number

- Billing and payment information

- Account registration information

- Communications sent to us

- Testimonials and feedback

- Information submitted through onboarding or service forms

If calls, meetings, or AI interactions are recorded, we may collect and store audio, video, transcripts, summaries, and related metadata.

B. Information Collected Automatically

When you use the Services, we may automatically collect:

- IP address

- Device information

- Browser type

- Operating system

- Log data

- Usage data

- Interaction data

- Session activity

C. Information Processed Through Client Use

In providing our Services, we may process information submitted by clients, including:

- Lead data

- Contact information

- Communication content (SMS, email, voice, chat)

- Call recordings and transcripts

- AI-generated outputs

- CRM and workflow data

Such information is processed on behalf of our clients in accordance with applicable agreements.

4. Cookies and Tracking Technologies

We may use cookies, pixels, web beacons, and similar technologies to collect information about how users access and use the Services.

These technologies help us:

- Operate and secure the Services

- Analyze usage patterns

- Improve functionality

- Enhance user experience

You may adjust your browser settings to refuse cookies; however, certain features may not function properly without them.

5. How We Use Information

We may use information for legitimate business purposes, including:

To Provide the Services

- Deliver AI automation and messaging services

- Process communications

- Manage accounts and onboarding

- Record and transcribe communications

- Generate AI outputs

- Fulfill contractual obligations

To Improve the Services

- Monitor system performance

- Analyze usage trends

- Improve functionality and security

- Develop new features

- Use aggregated or de-identified information for analytics and system optimization

To Communicate With You

- Send service-related communications

- Provide account updates

- Respond to support requests

- Send marketing or promotional communications where permitted by applicable law

- You may opt out of marketing communications at any time.

For Legal and Business Operations

- Process billing and payments

- Enforce agreements

- Detect and prevent fraud

- Maintain security

- Comply with legal obligations

- Protect our rights and property

With appropriate permission, we may use testimonials, company names, or logos for promotional purposes.

6. How We Share Information

We may share information in the following circumstances:

Service Providers and Subprocessors

We may share information with vendors and service providers that assist in operating and delivering the Services, including hosting providers, AI processing providers, communication platforms, analytics providers, and payment processors. These parties process information on our behalf under appropriate confidentiality obligations.

Business Transfers

Information may be transferred as part of a merger, acquisition, restructuring, or sale of assets.

Legal Requirements

We may disclose information to:

- Comply with law or legal process

- Enforce agreements

- Prevent fraud or misuse

- Protect rights, property, or safety

With Consent

We may share information with your consent or at your direction.

Aggregated or De-Identified Information

We may share aggregated or de-identified information without restriction.

7. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect Personal Information from unauthorized access, use, alteration, or disclosure.

However, no method of transmission or storage is completely secure. We cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and securing your own devices and systems.

8. Third-Party Links and Services

Our Services may contain links to or integrations with third-party platforms. We do not control the privacy practices of such third parties. Your interactions with those services are governed by their respective policies.

9. Information You Submit or Post

You are responsible for any content you submit through the Services. Once information is shared with third parties or transmitted outside our systems at your direction, we cannot control how it may be used.

10. Access, Correction, and Deletion of Information

You may request access to, correction of, or deletion of Personal Information by contacting us.

We may verify your identity before processing requests. We may decline requests where permitted by law, including where information must be retained for legal, contractual, security, or legitimate business purposes.

Certain information may remain in backups or archives even after deletion.

11. Children’s Privacy

Our Services are not directed to children under 13. We do not knowingly collect Personal Information from children under 13. If we learn that we have collected such information, we will take reasonable steps to delete it.

12. Data Retention

We retain Personal Information for as long as reasonably necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business operations.

Retention periods vary depending on the nature of the information and applicable requirements. Information may remain in backups or archives for a reasonable period.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date. Continued use of the Services after changes become effective constitutes acknowledgment of the updated policy.

14. AI and Automated Processing

Our Services utilize artificial intelligence, machine learning models, and automated systems to provide communication automation, transcription, analytics, workflow execution, and related functionality.

Information submitted through the Services may be processed by automated systems and third-party providers without human intervention.

AI-generated outputs may not always be accurate, complete, or error-free. You are responsible for reviewing outputs and determining their suitability for your intended use.

We may use aggregated or de-identified information for analytics, research, and system improvement.

15. International Users

Our Services are operated from the United States. If you access the Services from outside the United States, your information may be transferred to, stored, and processed in the United States or other jurisdictions where our service providers operate.

By using the Services, you acknowledge and consent to such transfers, subject to applicable law.

16. SMS Communications

By providing your phone number through our website forms, you consent to receive SMS messages from ClearPath AI Systems LLC related to customer support, appointment reminders, service updates, and follow-ups.

Message frequency may vary. Message and data rates may apply depending on your mobile carrier.

You may opt out of SMS messages at any time by replying STOP. For assistance reply HELP or contact us at [email protected].

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

17. Contact Information

If you have questions about this Privacy Policy or our privacy practices, you may contact:

CLEARPATH AI SYSTEMS LLC
Email: [email protected]
Phone: +1 269-339-1494