Privacy Policy

1. Introduction

AI Workflow Design (“we”, “our”, “us”) is a US-based agency that designs, builds, and operates AI voice and workflow agents. This Privacy Policy explains how we collect, use, store, and protect information when you visit aiworkflow.design, contact us, engage us for services, or use one of our products, including Autoza AI for monday.com and our AI Receptionist and Daily Check-in Agent services (together, the “Services”).

By using the Services you consent to the practices described here. We collect the minimum data needed to deliver the Services, encrypt what is sensitive, and never sell your data.

2. Information we collect

Website visitors and prospects

• Contact details you submit through our forms (name, email, phone, company, message).
• Basic technical data from your browser (IP address, device type, pages viewed) via server logs and any analytics we enable.

Clients of our services

• Account and billing information (business name, billing contact, invoices).
• Credentials you provide so agents can connect to your systems (for example monday.com OAuth tokens, practice-management or property-management API keys, calendar access). Credentials are stored encrypted with AES-256-GCM.
• Workflow data the agent needs to do its job: board items, schedules, contact names and phone numbers, appointment slots.
• Call data: call ID, phone number, duration, status, transcript, AI summary, and recording where you have enabled recording.

Autoza AI for monday.com

• monday.com account ID, workspace slug, company name, and the notification email you provide during onboarding.
• Board, item, subitem, and People-column data from boards you authorise the app on.
• Retell AI API keys if you bring your own key (encrypted at rest).

We do not collect marketing identifiers or data from systems you have not authorised.

3. How we use your information

• To respond to enquiries and deliver the services you have engaged us for.
• To authenticate with your systems and read or write the data your agent is configured to handle.
• To place and receive phone calls to the numbers you configure, and to transfer, take messages, or book appointments as instructed.
• To send operational notifications, such as late or absent alerts, call summaries, and outage notices.
• To display call history, summaries, and statistics to you.
• To invoice you and comply with legal obligations.

We do not use your data for advertising, profiling, or training AI models, and we will not contact you for marketing unless you opt in.

4. Free trials and shared infrastructure

Some products, including Autoza AI, offer a free trial that runs on our shared Retell AI account and a shared outbound phone number. During a trial:

• We provision a separate agent for your tenant, tagged with your tenant ID, so results route only to you.
• Outbound calls display our shared number as caller ID, not yours.
• Call audio is processed by Retell AI under its own privacy policy.
• We meter usage so the trial pauses at its limit.
• When you upgrade and connect your own account we stop using the shared account for your future calls.

Tenant data is isolated at the database level; only the account and phone number are shared.

5. Data security

• Encryption at rest: credentials and API keys are encrypted with AES-256-GCM before being written to the database.
• Encryption in transit: all traffic is TLS 1.2 or higher with HSTS; database connections use SSL.
• Isolation: our databases are self-hosted on private US infrastructure and tenant data is row-level isolated.
• Verified requests: requests from embedded apps are verified server-side with signed session tokens.

6. Third-party services

We do not sell or share your data. Data is transmitted only to services required to deliver your agent, which may include: monday.com, Retell AI, Twilio, Google Workspace (Calendar and Gmail), HubSpot, QuickBooks, and the practice-, property-, or dispensary-management system you have connected. Each acts under its own privacy policy. Our public website is hosted on WordPress and may load embedded forms from JotForm.

7. Data retention and deletion

• During an engagement: call logs, configuration, and integration mappings are retained so you can review history.
• After termination or uninstall: all tenant data, including encrypted credentials, mappings, agent records, and call logs, is permanently deleted within 10 days unless you ask us to export it first.
• Website enquiries: retained for up to 24 months, then deleted.

8. Your rights

• Access: request a copy of the data we hold about you.
• Deletion: request deletion at any time by email or by uninstalling an app.
• Portability: request an export of call logs and configuration in JSON.
• Pause: pause any agent without terminating your account, which stops new data collection.

California residents may exercise CCPA rights, and EU or UK residents may exercise GDPR rights, by emailing us. We respond within 30 days.

9. Call recording and consent

Our agents may record or transcribe calls where you enable it. You are responsible for obtaining any consent required by the laws that apply to you and your callers, including two-party consent states. Agents announce recording where you configure them to.

10. Children’s privacy

Our Services are business tools and are not directed at children under 16. We do not knowingly collect their information; contact us if you believe we have and we will delete it.

11. Changes to this policy

We may update this policy from time to time. Material changes will be announced on this page and, for active clients, by email. Continued use after changes take effect constitutes acceptance.

12. Contact

AI Workflow Design
Email: support@aiworkflow.design
Phone: +1 (202) 868-8706