Privacy policy

1. Who we are

AIgency.X is a trading name of Tomas Crovetto, a sole trader registered in Australia with ABN 38 465 606 507 ("AIgency.X", "we" or "us"). For any privacy matter, email us at aigencyx.ia@gmail.com.

2. Who this applies to

• People who visit aigency-x.com or contact us: AIgency.X prospects and clients. We are the controller of their data.
• People who chat through WhatsApp, Instagram or other channels with a business that uses AIgency.X systems (for example, a barbershop, a clinic or a spa). The business is the controller of that data and AIgency.X acts as its processor: we process it only to provide the service to that business and on its instructions.

3. What data we process

If you visit us or contact us:

• Your name, phone number, email and your form answers about your business.
• The messages you send us.

If you chat with a business that uses our systems: your name and WhatsApp number or Instagram username; the content of your messages (text and, if you send them, voice notes, images or documents); your appointment details (service, date, time, staff member and status); your birthday, only if you share it; your contact preferences, such as having asked to stop receiving messages; and technical logs (date and time of each message, message IDs and delivery status).

We do not ask for sensitive data. If you share health information in a conversation, it is used only to hand you over to a person at the business.

4. What we use it for

• Answering your questions and sending you the information you asked for.
• Booking, confirming, rescheduling or cancelling appointments, and sending you reminders.
• Following up on an enquiry or an appointment, and asking for your feedback after a visit.
• Sending you the business's promotional messages only if you allowed it. You can stop them at any time by replying STOP.
• Giving the business a summary of its activity, such as how many appointments were booked.
• Detecting and fixing errors, and keeping the service secure.
• Complying with legal obligations.

We do not sell personal data or use it for our own advertising.

5. Automated replies with artificial intelligence

Some replies are generated automatically by artificial intelligence models, based on the information the business sets up (services, prices and opening hours). If you ask, the assistant tells you it is an automated assistant, and it hands you over to a person at the business when needed.

Messages are sent to the model provider only to generate the reply. Under its business terms, that provider does not use them to train its models.

6. Who we share data with

With providers that help us deliver the service, each under its own contracts and security measures:

• Meta Platforms (WhatsApp Business Platform and Instagram): sending and receiving messages.
• OpenAI: generating automated replies.
• Google (Gmail and Google Calendar): email notifications and appointment calendars.
• Airtable: database of customers, appointments and settings.
• Vercel: hosting of this website.
• The cloud server provider that runs our automation platform.

We also share data with the business you chatted with, since it belongs to them, and with authorities when required by law.

Some of these providers are located outside your country, for example in the United States or the European Union, so your data may be transferred there under the safeguards in their contracts.

7. How long we keep it

• Prospect data: up to 24 months after the last contact.
• Data of a business's customers: for as long as our service to that business lasts. When it ends, the data is deleted or returned to the business within 30 days, unless the law requires us to keep it.
• Technical logs: up to 12 months.

8. Your rights

You can request access to, correction, deletion or portability of your data, object to its processing, and withdraw your consent. We reply within 15 business days at most. If your data is processed by a business that uses AIgency.X, you can ask the business or us, and we will coordinate with them.

Depending on where you live, you can also contact your data protection authority: in Australia, the Office of the Australian Information Commissioner (Privacy Act 1988); in Colombia, the Superintendencia de Industria y Comercio (Law 1581 of 2012); in Chile, under Laws 19.628 and 21.719.

9. How to delete your data

• To stop receiving messages from a business: reply STOP (or BAJA) in the chat and the system stops messaging you immediately.
• To delete your data: email aigencyx.ia@gmail.com with the subject "Delete my data", including your WhatsApp number or Instagram username and, if you know it, the business you chatted with. We verify your identity (for example, with a message to that number), delete the data within 15 business days and let you know when it is done. We only keep the minimum the law requires.
• If you connected an AIgency.X app to your Facebook or Instagram account, you can also remove it from your account settings under "Apps and websites", and email us to delete anything we received.

10. Security

We use restricted access, protected credentials, encrypted connections (HTTPS) and error logs that we review. No system is infallible: if an incident affects your data, we will notify the business and you where appropriate.

11. Children

The AIgency.X website and services are aimed at businesses. We do not knowingly collect data from people under 18 for our own purposes. If a business serves minors, it is responsible for having their parents' or guardians' authorisation.

12. Cookies

This website does not use advertising or tracking cookies. It only stores in your browser, for the length of your visit, that you have already seen the welcome message, so it is not shown again.

13. Changes

If we change this policy, we will publish the new version here with its date. If the change is significant, we will notify the businesses that use our systems.