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Privacy Policy

Last Updated: December 25, 2024

1. Introduction

Phil Roberts ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website philliproberts.dev and use our services.

2. Information We Collect

Personal Information

We may collect personal information that you provide directly to us, including:

• Name and email address (when you contact us or schedule meetings)
• Phone number (optional, for scheduled calls)
• Company name and job title (for business inquiries)
• Meeting recordings and transcripts (when you participate in video meetings)
• Communication history and project details

Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and browser type
• Device information
• Pages visited and time spent
• Referring website

3. How We Use Your Information

We use the collected information to:

• Respond to your inquiries and provide requested services
• Schedule and conduct meetings
• Send project updates and relevant communications
• Improve our services and website functionality
• Maintain records of our business interactions
• Generate AI-powered insights and meeting summaries

4. AI and Automated Processing

We use AI technologies (including OpenAI GPT models) to:

• Automatically respond to initial inquiries through our AI assistant
• Transcribe and summarize meeting recordings
• Extract action items and key points from communications
• Qualify leads and schedule meetings

AI-generated content is reviewed and may be stored to improve our services.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information with:

• Service providers (Twilio for video meetings, AWS for storage, OpenAI for AI processing)
• Professional advisors and consultants
• Law enforcement when required by law

6. Data Storage and Security

Your information is stored on secure servers provided by:

• Railway (application hosting)
• PostgreSQL databases (encrypted at rest)
• AWS S3 (for meeting recordings)

We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction.

7. Meeting Recordings

If you participate in a video meeting:

• Meetings may be recorded for quality and training purposes
• Recordings are automatically transcribed and summarized
• You will be notified when recording is active
• Recordings are stored securely and deleted after 90 days unless otherwise agreed

8. Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Opt-out of marketing communications
• Request a copy of your data in a portable format

9. Cookies

We use essential cookies for:

• Session management
• Authentication
• Security purposes

We do not use tracking or advertising cookies.

10. Third-Party Services

We integrate with the following third-party services:

• Twilio: Video conferencing services
• OpenAI: AI-powered features and responses
• AWS: Cloud storage for recordings
• Apple Sign In: Authentication services

Each service has its own privacy policy and data practices.

11. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.

13. Data Retention

We retain your information for:

• Active client data: Duration of engagement plus 2 years
• Meeting recordings: 90 days
• Email communications: 1 year
• Website analytics: 26 months

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

15. Contact Information

16. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, used, shared, or sold.

17. EU Data Protection Rights

If you are a resident of the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR). We will respond to requests within one month.