Privacy Policy

1. Introduction

AI Plumbing ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, company name
• Inquiry Information: Company website URL, AI needs and challenges, voice recordings and transcriptions
• Communication Data: Messages, feedback, and correspondence you send to us

2.2 Automatically Collected Information

When you access our website, we automatically collect certain information:

• Usage Data: IP address, browser type, pages visited, time spent on pages
• Device Information: Device type, operating system, unique device identifiers
• Cookies and Tracking: We use cookies and similar technologies to track activity and hold certain information

3. How We Use Your Information

We use the collected information for various purposes:

• To provide and maintain our services
• To respond to your inquiries and provide customer support
• To generate personalized AI action plans and recommendations
• To send you technical notices, updates, and administrative messages
• To analyze usage patterns and improve our website and services
• To detect, prevent, and address technical issues and security vulnerabilities
• To comply with legal obligations and protect our legal rights
• Internal Lead Tracking: To track inquiry completion and service engagement patterns for internal analysis, even if you do not provide contact information

3.1 Two-Stage Inquiry Data Collection and Internal Notifications

When you use our AI inquiry tool, we collect and analyze your responses at two distinct stages:

Stage 1 - When You Reach Your AI Action Plan (Before Contact Submission):

• We automatically send an internal notification to our team containing your company analysis, AI responses, readiness assessment, and generated action plan
• This notification does NOT include your name or email address (you haven't provided them yet)
• This allows us to track engagement, understand which companies are interested in AI solutions, and improve our recommendations
• You will not receive any emails at this stage

Stage 2 - When You Submit Your Contact Information:

• If you choose to provide your name, email, and consent preferences, we send a second internal notification with your complete information
• Based on your checkbox selections, we may also send you a copy of your AI action plan and/or contact you to discuss your AI needs
• You control whether we contact you through the consent checkboxes on the form

This two-stage system ensures we capture valuable engagement data for service improvement while fully respecting your privacy and contact preferences.

4. AI and Data Processing

4.1 AI Services We Use

We use artificial intelligence services, including OpenAI's API (GPT models and Whisper), to:

• Analyze company websites and extract business insights
• Transcribe voice recordings into text using speech-to-text technology
• Generate personalized AI action plans, recommendations, and reports
• Structure and summarize your responses for easier review

4.2 Voice Recording Processing

When you use our voice recording feature:

• Audio is recorded using your browser's microphone (with your permission)
• Voice recordings are temporarily uploaded to our servers for transcription
• Recordings are processed through OpenAI's Whisper API for speech-to-text conversion
• Original audio files are deleted after transcription is complete
• Transcribed text is retained as part of your inquiry data

4.3 Third-Party AI Processing

When we process your data through third-party AI services like OpenAI:

• Your data is transmitted securely over encrypted connections
• OpenAI processes data in accordance with their API data usage policies
• OpenAI does not use data submitted via their API to train their models (per their API policy)
• We do not share your data with AI providers beyond what is necessary to provide our services

4.4 AI-Generated Content Limitations

AI-generated reports and recommendations are provided for informational purposes. While we strive for accuracy, AI outputs may contain errors or inaccuracies and should be reviewed by qualified professionals before business implementation.

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who assist us in operating our website and providing services (e.g., AI processing, email delivery, hosting)
• Legal Requirements: When required by law or to respond to valid legal processes
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly consent to the sharing of your information

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure database storage with access controls
• Regular security assessments and updates
• Employee training on data protection practices

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Objection: Object to the processing of your personal information
• Data Portability: Request a copy of your information in a structured format
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@ai-plumbing.com.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

• Email: privacy@ai-plumbing.com
• Website: AI Plumbing