Privacy Policy

1. Introduction

Digital Workforce 360 ("we," "our," or "us") is committed to protecting the privacy and security of our clients, website visitors, and contacts. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our AI-powered products and services (including Rachel, our AI Voice Receptionist, and Scout, our AI Reputation and Review Management System), or otherwise interact with us.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide to us, including:

• Contact information such as your name, business name, email address, and phone number
• Billing and payment information processed securely through our third-party payment processors
• Business information provided during onboarding, including operational details, service areas, and calendar availability
• Communications you send us, including support requests, feedback, and correspondence

2.2 Information Collected Automatically

When you visit our website or interact with our services, we may automatically collect:

• Device and browser information, including IP address, browser type, and operating system
• Usage data, including pages viewed, time spent, and actions taken on our platform
• Cookies and similar tracking technologies to enhance your experience and analyze site performance

2.3 Information Collected Through Our AI Products

Our AI-powered products, Rachel and Scout, may collect and process:

• Call recordings, transcripts, and summaries generated through Rachel (AI Voice Receptionist)
• Caller identification data including phone numbers, names, and intent captured during AI interactions
• Customer review data, review platform information, and response activity processed through Scout
• Contact lists and customer data you import into our platform for review request automation

3. How We Use Your Information

We use the information we collect to:

• Deliver, operate, and improve our AI products and services
• Process transactions and send related communications such as confirmations and invoices
• Onboard your business and configure AI systems to your specifications
• Provide customer support and respond to your inquiries
• Send you service-related updates, product announcements, and marketing communications (with opt-out available)
• Monitor and analyze usage patterns to improve platform performance and user experience
• Comply with legal obligations and enforce our Terms of Service
• Prevent fraud, abuse, and unauthorized access to our platform

4. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

4.1 Service Providers

We work with trusted third-party vendors who assist us in operating our business and delivering services. These providers are contractually obligated to use your information only as directed by us and in accordance with this policy. Examples include payment processors, cloud hosting providers, CRM infrastructure (GoHighLevel), and communication platforms.

4.2 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Digital Workforce 360, our clients, or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website prior to such a transfer.

5. AI Voice Calls and Call Data (Rachel)

Our Rachel AI Voice Receptionist answers inbound calls on behalf of your business. By deploying Rachel, you acknowledge and agree that:

• Calls may be recorded and transcribed for quality assurance, training, and delivery of call summaries to you
• It is your responsibility as the business operator to comply with all applicable call recording notification laws in your jurisdiction, including providing required disclosures to callers
• Call data, including recordings and transcripts, is stored securely and retained in accordance with our data retention practices
• We do not use your call data to train general AI models or sell call content to third parties

6. Review and Reputation Data (Scout)

Our Scout product automates review request delivery and reputation monitoring. By using Scout, you acknowledge that:

• Customer contact information you provide for review requests must be collected lawfully and with appropriate consent under applicable law, including the CAN-SPAM Act and TCPA where applicable
• Automated review requests and follow-up messages are sent on your behalf using your business identity
• Review content and platform data aggregated by Scout is used solely to provide the service to your business

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance functionality and analyze traffic. You may control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our website. We do not respond to "Do Not Track" browser signals at this time.

8. Data Security

We implement commercially reasonable technical and organizational safeguards to protect your information against unauthorized access, disclosure, alteration, and destruction. Our platform infrastructure is hosted on industry-standard secure cloud environments.

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security and encourage you to take reasonable precautions to protect your own account credentials.

9. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Upon termination of your subscription, we will retain your data for a period of 30 days to allow for account recovery, after which it will be deleted or anonymized, unless we are required to retain it for legal or regulatory purposes.

Call recordings and transcripts generated through Rachel are retained for 90 days by default unless a different retention period is agreed upon in your service agreement.

10. Your Rights and Choices

Depending on your location and applicable law, 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 certain exceptions
• Opt-Out: Unsubscribe from marketing communications at any time via the unsubscribe link in any email or by contacting us directly
• Portability: Request that we provide your data in a portable format where technically feasible

To exercise any of these rights, please contact us at the information provided in Section 14 of this policy. We will respond to valid requests within 30 days.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.

12. Third-Party Links and Integrations

Our platform may contain links to or integrate with third-party websites and services (such as Google Business Profile, review platforms, and payment processors). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use in connection with our platform.

13. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will notify you by updating the Effective Date at the top of this document and, where appropriate, by email or in-platform notification. Your continued use of our services after such changes constitutes your acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: