Privacy Policy
Last updated: 11/192025
1. Who We Are
This Privacy Policy explains how Raqm AI and Automation LLC (“Raqm AI and Automation”, “we”, “us”, or “our”) collects, uses, and protects personal information when you:
Visit our website at raqmautomation.com (the “Site”), and/or
Use our AI chatbots, voice receptionists, and automation services (the “Services”).
We operate remotely from Wesley Chapel, FL, USA.
If you have any questions about this policy, you can contact us at:
📧 [email protected]
👤 Raqm AI and Automation Privacy Team
2. What We Do
We help businesses implement AI chatbots, AI voice receptionists, and automation tools to handle leads, bookings, and customer support, and to solve operational pain points using AI and automation.
Our Services are aimed at business clients (B2B). We do not intentionally target or market our Services directly to children.
3. Scope of This Policy
This Privacy Policy applies to:
Visitors to our Site
Prospective and existing business customers
End users who interact with AI agents, chatbots, or voice receptionists that we provide on behalf of our clients
If you interact with one of our AI solutions on a client’s website or phone line, please note that the client is typically the data controller, and we act as a service provider/processor. Their own privacy policy will also apply.
4. Information We Collect
4.1 Information You Provide to Us Directly
When you interact with us via the Site or directly about our Services, we may collect:
Contact details – such as name, email address, phone number, company name, and role
Business information – such as details about your business, services, and use cases for AI
Messages and inquiries – content you submit through contact forms, emails, or calls
Account information – if you become a client, we may collect account setup details and preferences
4.2 Information Collected Through AI Agents and Automations
When you or your customers interact with AI chatbots, AI voice receptionists, or other automations that we deploy, we may process:
User inputs and conversations
Messages typed into chatbots or AI forms
Information provided during automated workflows (e.g., “I want to book an appointment on Friday at 3pm”)
Call-related information (where applicable)
Content of calls handled by AI voice receptionists (e.g., transcriptions of spoken conversations)
Metadata such as timestamps, call duration, and which business line was contacted
Lead and booking information
Names, phone numbers, email addresses
Service requested, preferred times, appointment details
Other relevant details provided during the conversation
We collect and process this information to provide the Services to our business clients and their customers, and to improve the performance and accuracy of the AI workflows configured for them.
4.3 Payment Information
If you pay us for Services, payment information (such as card details) is typically processed by a third-party payment processor (e.g., a payment platform) on our behalf. We do not store raw payment card numbers ourselves.
We may store limited billing-related information such as:
Billing contact details
Invoice and transaction history
4.4 Automatically Collected Information (Cookies & Analytics)
When you visit our Site, we may automatically collect certain information using cookies and similar technologies, including:
IP address
Browser type and settings
Device information
Pages visited and actions taken on the Site
Referring/exit pages and timestamps
We use this information for security, analytics, and to understand how visitors use our Site.
5. How We Use Your Information
We use the information we collect for the following purposes:
To provide and operate our Services
Deploy AI chatbots, voice receptionists, and automations
Handle leads, inquiries, and bookings on behalf of clients
To set up and manage client accounts
Onboard new clients, configure systems, and provide customer support
To improve and optimize AI agents and workflows
Refine prompts, flows, and logic based on how systems are used
Monitor performance and effectiveness of automations
To analyze performance and usage
Understand how our Site and Services are used
Improve reliability, user experience, and outcomes for clients
For marketing and sales
Respond to inquiries and follow up with potential clients
Send occasional updates, offers, or information about our Services (where permitted by law; you can opt out at any time)
To comply with legal and contractual obligations
Maintain business records, comply with tax and accounting requirements
Respond to lawful requests and protect our legal rights
6. AI-Specific Processing and Third-Party AI Providers
6.1 Use of AI to Provide Services
Our Services involve the use of AI models and automation to:
Respond to inquiries and FAQs
Capture and qualify leads
Schedule or manage bookings and appointments
Assist with customer support workflows
These systems are assistive – they are designed to help handle leads, messages, and bookings.
At this time, they do not make high-impact automated decisions that create legal or similarly significant effects (such as credit decisions or legal determinations). If this changes in the future, we will update this policy and, where required, provide additional information and safeguards.
6.2 Training and Improvement
We may use conversation data (e.g., chat transcripts, AI interactions) to:
Improve prompts, workflows, and configurations for a given client
Enhance the quality, accuracy, and reliability of our Services
We do not currently train our own large-scale AI models using your data.
We also aim to avoid mixing data between unrelated clients when improving client-specific workflows, and focus on configuration and optimization per client.
6.3 Third-Party AI and Service Providers
To deliver our Services, we may use reputable third-party providers, which can include (by way of example):
AI platforms and infrastructure, such as:
OpenAI
Azure OpenAI
Grok (and similar AI providers as we expand)
Automation and CRM platforms, such as:
Go High Level (GHL) or similar tools
Telephony and messaging providers, such as:
Twilio or similar services for calls and SMS
These providers process data as our vendors/service providers and are contractually limited in how they may use personal information.
7. Cookies and Tracking Technologies
We use cookies and similar technologies on our Site for:
Essential functions – to enable basic site functionality and security
Analytics – to understand how visitors use the Site and improve user experience
Advertising/retargeting – where enabled, to support remarketing and advertising campaigns
You can control cookies through your browser settings, and you may delete existing cookies at any time. Disabling certain cookies may affect how the Site functions.
Where required by law, we will provide additional cookie notices or consent mechanisms (for example, banners that allow users to accept or manage cookie preferences).
8. Legal Bases for Processing (EU/EEA & UK Visitors)
If you are located in the EU/EEA or UK, we process your personal information under one or more of the following legal bases:
Performance of a contract – when processing is necessary to provide the Services to you or your organization
Legitimate interests – such as improving our Services, ensuring security, and developing our business, where these interests are not overridden by your rights and freedoms
Consent – for certain marketing communications or cookies/analytics/advertising where required
Legal obligations – where processing is necessary to comply with law (e.g., accounting rules)
9. How We Share Information
We do not sell personal information.
We may share personal information with:
Service providers and vendors
Hosting and infrastructure providers
AI providers (e.g., OpenAI, Azure OpenAI, Grok and similar platforms)
Telephony and messaging providers (e.g., Twilio and similar)
CRM, automation, and analytics tools (e.g., platforms like Go High Level and similar)
Payment processors and billing platforms
These third parties are only permitted to process personal information as needed to provide services to us and are not allowed to use it for their own independent purposes.
Professional advisors
Lawyers, accountants, and consultants under confidentiality obligations
Legal and safety reasons
When required to comply with applicable laws or valid legal processes
To protect our rights, privacy, safety, or property, and that of our users or the public
Business transfers
In connection with a merger, acquisition, reorganization, or sale of assets, personal information may be transferred as part of that transaction.
10. Data Retention
We generally retain personal information for as long as necessary to provide our Services, operate our business, or comply with legal obligations.
In practice, this means:
Client and account data
Retained for as long as the account or business relationship is active
Deleted or anonymized within a reasonable period after account deletion, subject to any legal retention requirements (e.g., records needed for tax and accounting)
Conversation and interaction data (chats, AI interactions)
Retained for as long as the relevant client account is active or as needed to provide the Services, then deleted or anonymized in line with our internal policies and client agreements
Website analytics and logs
Retained for periods consistent with our analytics providers’ defaults and our security and analysis needs
Marketing data
Retained until you opt out of marketing or after a reasonable period of inactivity, in line with applicable law
If you request deletion of your data, we will act in accordance with applicable laws and our obligations to clients and vendors (see “Your Rights and Choices” below).
11. Security
We take reasonable and appropriate technical and organizational measures to protect personal information, including:
Encryption – Use of encryption (such as HTTPS/TLS) to protect data in transit, and encryption at rest where supported by our infrastructure and vendors
Access controls – Limiting access to systems and data to authorized personnel and service providers who need it to perform their duties
Vendor safeguards – Using reputable service providers and taking reasonable steps to ensure they protect information appropriately
No method of transmission over the internet or method of electronic storage is 100% secure, but we strive to protect your personal information in line with industry practices.
12. International Data Transfers
Our business is based in the United States (Florida), and we primarily store and process data in the United States.
Some of our service providers may operate or process information in other locations. If and when we engage providers that involve international transfers of personal data, we will take appropriate steps to ensure an adequate level of protection, consistent with applicable law.
If our use of international transfers changes significantly, we will update this Privacy Policy.
13. Your Rights and Choices
Your rights over your personal information may depend on where you live. Regardless, we aim to give you meaningful control.
13.1 General Rights
Subject to applicable law, you may have the right to:
Request deletion of your personal information, where we are able to do so and are not required to keep it (for example, for legal compliance)
Opt out of marketing communications
You can unsubscribe from marketing emails at any time by using the link in the email or by contacting us at [email protected]
Where required by law (e.g., in some jurisdictions such as the EU/EEA, UK, or California), you may also have rights to:
Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
Object to or request restriction of certain processing
Request a copy of your data in a portable format
We will respond to such requests in accordance with applicable laws and our contractual obligations to our clients.
If you interact with one of our AI systems as a customer of one of our clients, we may need to refer your request to that client, as they are typically the primary controller of your data.
13.2 Additional Rights for California Residents
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) or similar state privacy laws, such as:
The right to know what categories of personal information we collect and how we use it
The right to request deletion of your personal information
The right to opt out of certain uses or disclosures considered “selling” or “sharing” under applicable law
The right not to be discriminated against for exercising your privacy rights
We do not sell personal information in the traditional sense. If our practices change, we will update this policy and provide any required notices or opt-out mechanisms.
14. Children’s Privacy
Our Site and Services are intended for adults and businesses, not for children. We do not knowingly collect personal information from children under the age of 16.
If you believe a child under 16 has provided personal information to us, please contact us at [email protected], and we will take appropriate steps to delete it, consistent with our obligations.
15. Third-Party Sites and Services
Our Site or communications may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties.
We encourage you to review the privacy policies of any third-party sites or services you visit or use.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.
When we do, we will update the “Last updated” date at the top of this page. In some cases, we may provide additional notice (such as on our Site or via email) of significant changes.
17. How to Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or our handling of personal information, you can contact us at:
Raqm AI and Automation LLC
Attn: Raqm AI and Automation Privacy Team
📧 [email protected]
🌍 Wesley Chapel, FL (remote), USA