Privacy Policy

1. Who We Are

AIROIOPS ("AIROIOPS," "we," "us," or "our") is an AI consulting and automation business operated by Gianny Rodriguez, headquartered in Las Vegas, Nevada. We build custom AI systems and automations for small and mid-size businesses across the United States.

This Privacy Policy explains how we collect, use, store, and protect information about you and your business when you use our website (airoiops.com), contact us, or engage our services.

For questions, contact us at hello@airoiops.com.

2. Information We Collect

2.1 Information You Provide Directly

• Contact information: name, email address, phone number, business name.
• Assessment intake data: your answers to our pre-call questionnaire, including information about your business operations, team size, technology stack, and pain points.
• Business information: industry, revenue range, employee count, and any other details you share with us during discovery calls, intake forms, or project work.
• Payment information: billing address and any information required to process invoices. We do not store credit card numbers directly; payment processing is handled by our payment processor(s).
• Communications: emails, messages, and call notes exchanged between you and AIROIOPS.

2.2 Information Collected Automatically

• Website usage data: pages visited, time on site, referral source, browser type, device type, and approximate location (city/region level).
• Form submissions: data submitted through any form on airoiops.com, including our assessment qualifier and discovery call booking form.

2.3 Information from Third-Party Platforms

As part of delivering your engagement, we may access data from third-party accounts you connect to us, including:

• Advertising platform performance data (Meta Ads, Google Ads).
• CRM and pipeline data.
• Email and calendar data needed to complete integrations.
• Phone system data (call logs, transcripts) from platforms such as QUO or Retell AI.

We access this data only to perform the services you have engaged us for.

3. How We Use Your Information

We use the information we collect to:

• Deliver services: complete the work described in your Statement of Work, including building automations, generating roadmaps, and configuring integrations.
• Communicate with you: send project updates, deliverables, invoices, and respond to your questions.
• Schedule and coordinate: book calls, manage project timelines, and coordinate onboarding.
• Improve our services: analyze aggregate patterns (not individual client data) to improve our processes, frameworks, and service quality.
• Comply with legal obligations: retain records as required by applicable law, including tax and accounting records.
• Protect our rights: enforce our Terms of Service and defend against claims.

We do not use your information to send unsolicited marketing to third parties, sell data, or build advertising profiles.

4. Legal Basis for Processing

We process your information on the following legal bases:

• Performance of a contract: we need your information to deliver the services you have purchased or to take steps at your request before entering a contract.
• Legitimate interests: we process certain data (such as website analytics) based on our legitimate interest in improving our services and operating our business, balanced against your privacy interests.
• Compliance with law: some processing is required to meet our legal and regulatory obligations.
• Consent: where required by law, we will ask for your consent before processing your data for a specific purpose (such as sending marketing emails). You can withdraw consent at any time.

5. Third-Party Services and Data Sharing

We share your information with third-party service providers only to the extent necessary to deliver our services. We do not sell your data. Current categories of third-party processors include:

Platform	Purpose	Data Shared
Make.com	Automation infrastructure. Runs the workflows and integrations we build for you.	Business data, API responses, workflow payloads as scoped to your engagement.
Retell AI	AI voice agent infrastructure (Annie). Powers inbound and outbound AI calls.	Call transcripts, phone numbers, conversation data from AI-assisted calls.
Anthropic (Claude API)	Language model powering AI reasoning, drafting, and analysis in builds.	Prompts and context data sent to the API during automated workflows.
Notion	Knowledge management, CRM, and project tracking within engagements.	Structured business data, pipeline entries, and project notes.
Netlify	Hosting and deployment for websites and tools we build.	Website form submissions, page content.
Calendly	Call scheduling and appointment booking.	Name, email, and scheduling preferences for discovery call bookings.
QUO	Business phone, SMS, and messaging infrastructure.	Phone numbers, call logs, SMS messages within scoped workflows.
Google Workspace	Email, calendar, and document collaboration.	Email communications and calendar data for scheduling and project coordination.

Each of these providers has its own privacy policy and data processing terms. We encourage you to review them. We are not responsible for the privacy practices of third-party platforms.

We may also disclose your information if required by law (such as in response to a valid subpoena or court order), or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of AIROIOPS, our clients, or the public.

6. AI and Voice Agent Data

If your business engages AIROIOPS for an AI voice agent deployment (such as an inbound qualification agent powered by Retell AI), the following applies:

• Call recordings and transcripts: calls handled by AI voice agents may be recorded and transcribed. Retell AI processes these recordings according to their own privacy policy and data retention terms.
• Caller information: phone numbers and any information callers provide during AI-assisted calls are stored in Retell AI's infrastructure and may be synced to your CRM or Notion database as part of your engagement.
• Consent and disclosure: you are responsible for ensuring that callers interacting with any AI voice agent deployed on your behalf are appropriately informed, as required by applicable state and federal law (including call recording disclosure requirements).
• AI-generated content: conversation outputs, summaries, and follow-up drafts generated by AI are subject to human review before being acted upon in high-stakes contexts.

7. Client Account and Integration Data

When you grant AIROIOPS access to your business accounts (ad platforms, CRM, phone systems, email, etc.) for the purpose of completing your engagement:

• We access and process that data only for the agreed engagement scope.
• We do not retain copies of your account data beyond what is needed to deliver and document the engagement.
• Upon completion or termination of an engagement, we will cease accessing connected accounts. We recommend revoking access credentials at that time.
• We do not use your account data to build advertising profiles, benchmark against competitors, or for any purpose outside your engagement.

8. Cookies and Website Analytics

Airoiops.com may use cookies and similar tracking technologies for:

• Analytics: understanding how visitors use the site (pages viewed, time on site, referral sources) to improve content and user experience.
• Functionality: remembering your language preference and other session settings.
• Third-party analytics: we may use tools such as Google Analytics to collect aggregate usage data. Google Analytics collects data in accordance with Google's Privacy Policy.

You can control cookies through your browser settings. Disabling cookies may affect certain website functionality. We do not use cookies to serve targeted advertising.

9. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this Policy and to comply with our legal obligations. Our general retention guidelines:

• Client engagement records (SOWs, deliverables, invoices, communications): retained for 7 years after engagement close for tax and legal compliance.
• Assessment intake and qualification forms: retained for 2 years after submission unless you become a client, in which case standard client retention applies.
• Website analytics data: retained in aggregate form. Individual session data is typically retained for up to 14 months by our analytics provider.
• Call and transcript data: retained per the terms of the applicable platform (Retell AI, QUO). Refer to those platforms' retention policies for specifics.

You may request early deletion of your data at any time (see Section 11).

10. Data Security

We take reasonable administrative, technical, and physical precautions to protect your information against unauthorized access, alteration, disclosure, or destruction. These include:

• Storing API credentials and sensitive data in encrypted environment files, not in code or public repositories.
• Limiting access to client data to team members who need it to deliver your engagement.
• Using HTTPS for all website communications.
• Relying on reputable, security-audited third-party platforms for data processing and storage.

No security system is perfect. We cannot guarantee that your information will never be accessed by unauthorized parties. In the event of a data breach affecting your information, we will notify you promptly as required by applicable law.

11. Your Rights

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

• Access: request a copy of the personal information we hold about you.
• Correction: request correction of inaccurate or incomplete information.
• Deletion: request deletion of your personal information, subject to our legal retention obligations.
• Restriction: request that we limit how we use your information in certain circumstances.
• Portability: receive your personal information in a structured, commonly used format.
• Objection: object to our processing of your information where we rely on legitimate interests as the legal basis.
• Withdraw consent: where you have given consent, withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, email us at hello@airoiops.com with the subject line "Privacy Request." We will respond within 30 days. We may need to verify your identity before fulfilling your request.

Note: some rights may be limited where we have a legitimate legal basis to retain or process your data (for example, retaining invoice records for tax compliance).

12. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you specific rights regarding your personal information:

• Right to know: you may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources, our purposes for collecting it, and the categories of third parties we share it with.
• Right to delete: you may request deletion of your personal information, subject to certain exceptions (such as information needed to complete a transaction or comply with a legal obligation).
• Right to opt out of sale: we do not sell personal information as defined under CCPA. You do not need to opt out.
• Right to non-discrimination: we will not discriminate against you for exercising your CCPA rights.

To exercise your CCPA rights, email us at hello@airoiops.com with the subject line "CCPA Request." You may also designate an authorized agent to submit a request on your behalf.

We will respond to verifiable consumer requests within 45 days. If we need more time, we will notify you of the extension (up to 90 days total).

13. Children's Privacy

Our services are intended for business owners and operators. We do not knowingly collect personal information from anyone under the age of 18. If we become aware that we have collected personal information from a minor without verifiable parental consent, we will delete it promptly. If you believe we have inadvertently collected such information, contact us at hello@airoiops.com.

14. Links to Third-Party Websites

Our website may contain links to third-party websites, including platforms we partner with or recommend. We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies before providing any personal information.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. The updated Policy will be posted at airoiops.com/privacy with a revised effective date. For material changes affecting active engagements, we will notify you directly by email. Your continued use of our services after the updated Policy is posted constitutes acceptance of the revised terms.

16. Contact

For privacy questions, requests, or concerns:

• Email: hello@airoiops.com
• Website: airoiops.com
• Location: Las Vegas, Nevada, United States

For questions about our service terms, see our Terms of Service.