Privacy Policy

Information we collect

Information you provide

We may collect information you voluntarily provide when you complete a form, request a consultation, send an email, use a website chat feature, or otherwise contact us.

• Name and contact information
• Company name and business information
• Phone number and email address
• Meeting and scheduling information
• Information about the business problem or project you describe
• The contents of messages and communications you send to us

Information collected automatically

When you visit the website, certain technical and usage information may be collected automatically.

• IP address and approximate location
• Browser, device, and operating-system information
• Pages visited and interactions with the website
• Referring pages, campaign sources, and UTM parameters
• Dates, times, and duration of website activity
• Cookie identifiers and similar technical information

Information from third parties

We may receive business contact information from referrals, publicly available professional sources, service providers, or platforms you use to communicate with us.

How we use information

We may use personal information to:

• Respond to inquiries and schedule consultations
• Evaluate potential projects and business relationships
• Provide, operate, support, and improve our services
• Manage client and prospective-client communications
• Understand website use and marketing attribution
• Maintain the security and reliability of our website and systems
• Prevent fraud, misuse, or unauthorized activity
• Comply with legal, accounting, and contractual obligations
• Send marketing communications where permitted by law

We do not use personal information for purposes that are materially incompatible with the reason it was collected unless permitted by law or authorized by you.

Legal bases for processing

Where the laws of the European Economic Area, United Kingdom, or Switzerland apply, we may process personal information under one or more of the following legal bases:

• Consent: when you have given permission for a specific use, such as optional marketing communications.
• Contractual necessity: when processing is needed to enter into or perform an agreement with you.
• Legitimate interests: when processing supports reasonable business purposes that are not overridden by your rights and interests.
• Legal obligation: when processing is required to comply with applicable law.

How we share information

We may disclose information to service providers that help us operate the website, manage communications, schedule meetings, maintain customer records, analyze website activity, provide infrastructure, or deliver professional services.

These providers may include:

• Website hosting and infrastructure providers
• CRM, scheduling, form, and communication platforms
• Analytics, attribution, and website-performance providers
• Email, SMS, voice, and customer-communication providers
• AI model providers that power website chat (see AI-assisted chat)
• Professional advisers and business-support providers

We may also disclose information when required by law, to protect rights or safety, in connection with a business transaction, or with your direction or consent.

Email and text messages

Email

Every marketing email we send includes an unsubscribe link. Using it removes you from that list, and we honor the request promptly.

Service and transactional emails, such as replies to your inquiry, project updates, and system alerts, do not carry an unsubscribe link because they relate to a request or service you are involved in. To stop receiving them, email hello@prospectif.ai and we will stop sending them, unless a message is required by law or by an agreement you have with us.

Text messages

If you agree to receive text messages from us or from a business we support, message frequency varies and message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

When we act for our clients

ProspectifAI builds and operates customer-facing systems for the businesses we serve, including website forms, review displays, website chat, contact records, and the automations that connect them. When you interact with one of those systems on a client’s website, the information you provide belongs to that business.

In that role, we:

• Process the information on the client’s behalf, as a service provider or processor, and only to provide the services the client has asked for
• Follow the client’s instructions and our written agreement with them, including a data-processing agreement
• Do not sell the information or use it for our own marketing
• Keep each client’s information separate from every other client’s

The client’s own privacy policy governs how they use your information. To exercise your privacy rights for information you gave to one of our clients, contact that business directly. If you contact us instead, we will forward your request to them and help them respond.

The service providers we use to run these systems are listed on our sub-processors page.

AI-assisted chat

Website chat on our site, or on a client’s site that we operate, may be answered by an AI assistant. The assistant uses a large language model provided through Amazon Bedrock, a cloud AI service operated by Amazon Web Services in the United States.

• Your conversation is sent to the model to generate replies, and it is stored with the business’s records so a person can review it and follow up.
• Conversations are not used to train AI models, by us or by the model provider.
• You can ask to speak with a person at any time. The assistant hands the conversation to a member of the team.

Please do not share sensitive information, such as payment card numbers or health details, in chat.

Your privacy rights

Depending on where you live, you may have the right to request:

• Access to personal information we hold about you
• Correction of inaccurate information
• Deletion of personal information
• Restriction of or objection to certain processing
• A portable copy of certain information
• Withdrawal of consent, including unsubscribing from email or texts (see Email and text messages)
• Opt-out from certain sales, sharing, or targeted advertising
• An appeal of a decision concerning a privacy request

You may also have the right to complain to an applicable data protection authority.

To submit a request, email hello@prospectif.ai. We may need to verify your identity before completing the request.

Data retention

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this policy, maintain business records, resolve disputes, enforce agreements, and comply with legal, accounting, security, or reporting obligations.

Retention periods may vary based on the nature of the information, the context in which it was collected, and applicable contractual or legal requirements.

Cookies and tracking technologies

We and our service providers may use cookies, pixels, scripts, local storage, and similar technologies to:

• Operate and secure the website
• Remember functional preferences
• Understand website traffic and usage
• Measure campaign and referral performance
• Support marketing or remarketing where permitted

You can control cookies through your browser settings. Blocking certain technologies may affect how parts of the website function. Where required by applicable law, we will request consent before using non-essential tracking technologies.

International data transfers

ProspectifAI is based in the United States. If you access the website from another country, your information may be transferred to and processed in the United States or other countries where our service providers operate.

Where required, we use appropriate contractual or legal safeguards for international transfers of personal information.

Data security

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, misuse, alteration, loss, or disclosure.

No internet transmission or storage system can be guaranteed to be completely secure. You should use care when deciding what information to submit electronically.

Children’s privacy

Our website and services are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children under 16.

Changes to this policy

We may update this Privacy Policy as our website, services, or legal obligations change. The date at the top of the policy will show when the most recent revision took effect.

Where required by law, we will provide additional notice of material changes.