Complete Automations
Effective Date: 25 May 2020
Last Updated: 25 May 2025
1. INTRODUCTION
Complete Automations (“we,” “us,” “our,” or “Company”) is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, share, and protect your personal information when you interact with our AI-driven voice agents, intelligent chatbots, custom automation applications, and related services (collectively, the “Services”).
This Privacy Policy applies to all users of our Services, including visitors to our website, customers using our AI solutions, and individuals who interact with our AI agents and automation systems.
2. INFORMATION WE COLLECT
2.1 Personal Information You Provide
We collect personal information you voluntarily provide to us, including:
- Contact Information: Name, email address, phone number, company name, job title
- Account Information: Username, password, and account preferences
- Communication Data: Information contained in messages, inquiries, support requests, and consultation bookings
- Business Information: Company details, project requirements, automation needs, and use case specifications
- Payment Information: Billing address and payment method details (processed through secure third-party payment processors)
2.2 Information Collected Through AI Interactions
When you interact with our AI voice agents, chatbots, or automation systems, we may collect:
- Voice Data: Audio recordings and transcriptions of voice interactions with our AI agents
- Conversation Data: Chat logs, queries, responses, and interaction patterns
- Performance Data: Response accuracy, user satisfaction ratings, and system performance metrics
- Behavioral Data: Usage patterns, feature preferences, and interaction frequency
2.3 Technical Information
We automatically collect certain technical information, including:
- Device Information: Browser type, operating system, device identifiers, and mobile device information
- Usage Data: Pages visited, time spent on our website, click-through rates, and navigation patterns
- Log Data: IP addresses, access times, referring websites, and error logs
- Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies
2.4 Information from Third Parties
We may receive information from third-party platforms and integration partners, including:
- CRM Systems: Customer data synchronized from your existing CRM platforms
- Marketing Platforms: Information from marketing automation tools and lead generation services
- Technology Partners: Data from Voiceflow, OpenAI, Anthropic, Make, Zapier, and other technology platforms we integrate with
- Analytics Providers: Website and application usage analytics from third-party services
3. HOW WE USE YOUR INFORMATION
3.1 Service Provision and Delivery
- Providing and maintaining our AI voice agents, chatbots, and automation services
- Processing your requests, bookings, and support inquiries
- Customizing and optimizing our AI solutions for your specific business needs
- Managing your account and providing customer support
3.2 AI Development and Improvement
- Model Training: Using aggregated and anonymized data to train and improve our AI models
- Performance Enhancement: Analyzing interaction patterns to enhance AI response accuracy and effectiveness
- Feature Development: Developing new features and capabilities based on usage insights
- Quality Assurance: Monitoring and testing AI performance for reliability and safety
3.3 Communication and Marketing
- Sending service updates, security alerts, and administrative communications
- Providing marketing communications about our services (with your consent where required)
- Conducting customer satisfaction surveys and feedback collection
- Delivering personalized content and recommendations
3.4 Business Operations
- Processing payments and managing billing
- Conducting data analytics and business intelligence
- Ensuring compliance with legal obligations and industry standards
- Protecting against fraud, abuse, and security threats
3.5 Legal and Compliance Purposes
- Complying with applicable laws, regulations, and legal processes
- Enforcing our terms of service and other agreements
- Protecting our rights, property, and the safety of our users
- Responding to law enforcement requests and legal proceedings
4. ARTIFICIAL INTELLIGENCE AND AUTOMATED DECISION-MAKING
4.1 AI Processing Disclosure
Our Services utilize artificial intelligence and machine learning technologies for various purposes, including:
- Automated Response Generation: Our AI agents generate responses based on trained models and conversation context
- Natural Language Processing: Processing and understanding user queries and voice commands
- Predictive Analytics: Analyzing patterns to predict user needs and optimize system performance
- Content Generation: Creating automated content for social media and marketing purposes
4.2 Human Oversight and Review
- All critical business decisions involving our AI systems include meaningful human oversight
- Users can request human review of AI-generated decisions that significantly affect them
- We maintain audit trails of AI decision-making processes for accountability and transparency
4.3 Bias Mitigation and Fairness
- We implement measures to identify and mitigate bias in our AI systems
- Regular testing and evaluation of AI models for fairness and accuracy
- Ongoing monitoring of AI performance across different user groups and use cases
5. INFORMATION SHARING AND DISCLOSURE
5.1 Service Providers and Technology Partners
We may share your information with trusted third-party service providers, including:
- Technology Platform Partners: Voiceflow, OpenAI, Anthropic, VAPI, Make, Zapier, FlowiseAI, LlamaIndex, Pinecone, Twilio
- Cloud Infrastructure Providers: For hosting, storage, and computing services
- Payment Processors: For secure payment processing
- Analytics Services: For website and application performance analysis
5.2 Business Transfers
In the event of a merger, acquisition, sale of assets, or other business transaction, your information may be transferred as part of that transaction, subject to appropriate confidentiality protections.
5.3 Legal Requirements
We may disclose your information when required by law, legal process, or to:
- Comply with subpoenas, court orders, or other legal obligations
- Protect our rights, property, or safety, or that of our users or the public
- Investigate and prevent fraud, security threats, or illegal activities
- Enforce our terms of service and other agreements
5.4 Consent-Based Sharing
We may share your information with your explicit consent for specific purposes not covered by this Privacy Policy.
6. DATA SECURITY AND PROTECTION
6.1 Security Measures
We implement comprehensive security measures to protect your personal information, including:
- Encryption: Data encryption in transit and at rest using industry-standard protocols
- Access Controls: Role-based access controls and multi-factor authentication
- Network Security: Firewalls, intrusion detection systems, and secure network architectures
- Regular Security Audits: Periodic security assessments and vulnerability testing
6.2 Data Breach Response
In the event of a data breach that may compromise your personal information, we will:
- Investigate and contain the breach promptly
- Notify affected users and relevant authorities as required by law
- Take corrective measures to prevent future incidents
- Provide support and guidance to affected individuals
6.3 Employee Training and Access
- All employees receive regular privacy and security training
- Access to personal information is limited to authorized personnel on a need-to-know basis
- Confidentiality agreements and security protocols govern employee access to data
7. DATA RETENTION AND DELETION
7.1 Retention Periods
We retain your personal information for as long as necessary to:
- Provide our Services and fulfill the purposes outlined in this Privacy Policy
- Comply with legal obligations and resolve disputes
- Maintain business records and audit trails as required
7.2 Specific Retention Periods
- Account Information: Retained while your account is active and for 7 years after account closure
- Voice and Conversation Data: Retained for 3 years unless earlier deletion is requested
- Technical and Usage Data: Retained for 2 years for analytics and improvement purposes
- Marketing Communications: Retained until you unsubscribe or object to processing
7.3 Data Deletion
You may request deletion of your personal information, subject to legal and legitimate business requirements. We will respond to deletion requests within 30 days and permanently delete data within 90 days of verification.
8. YOUR PRIVACY RIGHTS
8.1 Access and Portability Rights
- Right to Access: Request a copy of the personal information we hold about you
- Right to Portability: Receive your personal information in a structured, machine-readable format
- Right to Correction: Request correction of inaccurate or incomplete personal information
8.2 Control and Deletion Rights
- Right to Deletion: Request deletion of your personal information, subject to legal exceptions
- Right to Restriction: Request limitation of processing of your personal information
- Right to Object: Object to processing of your personal information for certain purposes
8.3 Communication Preferences
- Opt-Out Rights: Unsubscribe from marketing communications at any time
- Consent Withdrawal: Withdraw consent for processing where consent is the legal basis
- Communication Preferences: Modify your communication preferences through your account settings
8.4 AI-Specific Rights
- Right to Human Review: Request human review of automated decisions that significantly affect you
- Right to Explanation: Receive information about the logic and significance of automated decision-making
- Right to Opt-Out: Opt-out of certain automated processing activities where legally permitted
8.5 Exercising Your Rights
To exercise your privacy rights, contact us using the information provided in the “Contact Us” section below. We will respond to your request within 30 days and may require verification of your identity.
9. COOKIES AND TRACKING TECHNOLOGIES
9.1 Types of Cookies We Use
- Essential Cookies: Necessary for website functionality and security
- Analytics Cookies: Help us understand website usage and performance
- Functional Cookies: Remember your preferences and enhance user experience
- Marketing Cookies: Used for advertising and marketing purposes (with your consent)
9.2 Cookie Management
You can control cookies through your browser settings, but disabling certain cookies may affect website functionality. You can also use opt-out preference signals such as Global Privacy Control (GPC) to communicate your privacy choices.
9.3 Third-Party Tracking
We may use third-party analytics and marketing tools that place cookies on your device. These third parties are bound by their own privacy policies and our data processing agreements.
10. INTERNATIONAL DATA TRANSFERS
10.1 Cross-Border Transfers
Your personal information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international transfers, including:
- Standard Contractual Clauses: Using European Commission-approved contractual terms
- Adequacy Decisions: Transferring data to countries with adequate privacy protections
- Organizational Safeguards: Implementing additional security and privacy measures
10.2 Data Localization
Where required by law, we maintain local data storage and processing capabilities to comply with data localization requirements.
11. CHILDREN’S PRIVACY
11.1 Age Restrictions
Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.
11.2 Parental Rights
If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly. Parents or guardians may contact us to request deletion of their child’s information.
12. CHANGES TO THIS PRIVACY POLICY
12.1 Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices, Services, or legal requirements. We will post the updated Privacy Policy on our website and indicate the effective date of the changes.
12.2 Material Changes
For material changes that significantly affect your privacy rights, we will provide additional notice through email or prominent website notification at least 30 days before the changes take effect.
12.3 Continued Use
Your continued use of our Services after the effective date of any changes constitutes acceptance of the updated Privacy Policy.
13. CONTACT INFORMATION
13.1 Privacy Inquiries
For questions about this Privacy Policy, privacy rights requests, or privacy-related concerns, please contact us at:
Complete Automations
Privacy Officer
Website: https://www.completeautomations.com/
Privacy Email: privacy@completeautomations.com
13.2 Response Time
We will respond to privacy inquiries and rights requests within 30 days of receipt. For complex requests, we may extend this period by an additional 60 days with notification.
13.3 Regulatory Contacts
If you are not satisfied with our response to your privacy concerns, you may contact the relevant data protection authority in your jurisdiction.
This Privacy Policy is effective as of 25 May 2020 and replaces all previous versions.