This Privacy Policy explains how MyAIStaff collects, uses, shares, and protects personal information when you use our marketing site (myaistaff.com), our dashboard (app.myaistaff.com), and the AI agents our customers build and deploy with our platform. We have written it in plain English. It distinguishes between two groups of people — the business "Customers" who sign up to build agents, and the "End Users" who interact with those agents — because our responsibilities differ for each. Please read it alongside our Terms of Service.
MyAIStaff is a software-as-a-service (SaaS) platform that lets businesses build AI agents grounded in their own knowledge. Our agents come in three forms: video "Avatar" agents, "Chat" widgets, and "Call Center" / voice agents. Customers ground these agents in knowledge they upload, then embed them on their own websites or connect them to a phone number.
This policy applies to:
It does not cover the practices of our Customers' own websites or businesses, or any third-party site or service we link to. Customers are responsible for their own privacy notices to their End Users.
MyAIStaff is operated by [ registered legal entity name ], registered at [ registered address ] ("MyAIStaff", "we", "us", "our"). For questions about this policy, contact us at privacy@myaistaff.com.
Under data protection laws such as the EU and UK GDPR, your relationship with us depends on who you are:
For our Customers — the account holders who sign up, build agents, and pay for the service — MyAIStaff is the controller. We decide how and why we process Customer account, billing, usage, and support information, and this policy governs that processing.
For End Users — visitors who interact with an agent that a Customer has embedded on their website or connected to a phone number — MyAIStaff acts as a processor on behalf of the Customer. The Customer is the controller of that conversation data and decides why it is collected and how it is used. We process it under the Customer's instructions and the data processing terms described in Section 12. If you are an End User and want to exercise your rights over a conversation, your first point of contact is normally the business that operates the agent; we will support that business in responding.
We collect the following categories of information.
When a Customer signs up, we collect identity and account details such as name, email address, and organization name. Authentication and sign-in are handled through a third-party identity provider that securely manages credentials on our behalf.
Paid plans are processed by our payment processor, Stripe. Stripe collects and handles payment card and billing details directly. We do not store full card numbers on our systems; we receive limited information such as subscription status, the last four digits of a card, and billing contact details needed to manage your account.
When End Users interact with an agent, we process the conversation content. Depending on the agent type, this can include typed chat text, voice audio (for Call Center / voice agents), and video (for Avatar agents). This data is processed to operate the agent and generate its responses in real time.
Conversations may produce transcripts, and voice interactions may produce call recordings. These may be stored so Customers can review and improve their agents. Each agent has a per-agent "do not store transcripts" privacy toggle. When a Customer turns this toggle on for an agent, transcript retention for that agent is disabled and transcripts are not kept. Customers control this setting and are responsible for choosing the configuration appropriate for their End Users.
From conversations, our platform can automatically generate analytics such as summaries, sentiment indicators, and suggested action items, to help Customers understand and improve their agents' performance.
Customers upload content to ground their agents, such as PDF and DOCX files and web pages. We process this knowledge-base content so agents can answer questions accurately. Customers are responsible for ensuring they have the right to upload the content they provide and that it does not include information they should not share.
We collect data about how the service is used — for example, the number of conversations, minutes of voice or video, messages processed, and feature usage — to operate the platform, meter usage for billing, and improve reliability.
Like most online services, we automatically collect technical data such as IP address, browser and device type, timestamps, and diagnostic logs. We use this to keep the service secure, troubleshoot problems, and prevent abuse.
We use a small number of cookies and similar technologies, described in Section 6.
We use information for the following purposes:
For End-User conversation data, we use it only to provide the service to the Customer and on the Customer's instructions, as set out in Section 12.
If you are in the European Economic Area, the United Kingdom, or another region with similar laws, we rely on the following legal bases when we act as a controller:
Where MyAIStaff acts as a processor for End-User conversation data, the Customer is responsible for establishing the appropriate legal basis for that processing.
We keep our use of cookies minimal and honest. We do not use advertising cookies and we do not allow third-party ad tracking.
We use strictly-necessary authentication and session cookies to keep you signed in, secure your session, and make the dashboard work. These are required for the service to function and cannot be switched off through the service.
We may use a limited amount of privacy-respecting analytics to understand how our site and dashboard are used so we can improve them. Where required by law, we will ask for your consent before setting non-essential analytics cookies, and you can decline or withdraw consent at any time.
You can also control cookies through your browser settings, though disabling strictly-necessary cookies may stop parts of the service from working.
We do not sell personal information. We share information only in the limited circumstances below.
We rely on trusted third-party providers to deliver the platform. These include providers of:
These providers process data only to perform services for us, under contractual obligations of confidentiality and security. We maintain a current list of our subprocessors and will provide it on request — contact privacy@myaistaff.com. Our payment processor Stripe handles billing and payment data as described above.
We may disclose information if required by law, court order, or valid legal process, or where we believe disclosure is reasonably necessary to protect the rights, safety, or property of MyAIStaff, our Customers, or others.
If MyAIStaff is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to the protections in this policy.
MyAIStaff and our service providers may process and store information in countries other than the one in which you are located. When we transfer personal information across borders, we put appropriate safeguards in place — such as standard contractual clauses or other recognized transfer mechanisms — so that your information remains protected to a standard consistent with this policy and applicable law. You can request more detail about these safeguards at privacy@myaistaff.com.
We keep personal information only for as long as we need it.
We take protecting your information seriously and use industry-standard measures, including:
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will respond in line with our legal obligations.
Depending on where you live (including under the GDPR, UK GDPR, and CCPA), you have rights over your personal information. These can include the right to:
For Customers, the dashboard provides a full self-service data export and account deletion. Account deletion includes a 7-day grace period before permanent, irreversible deletion. You can also reach us at privacy@myaistaff.com for help.
If you are an End User exercising rights over conversation data handled by an agent, please contact the business that operates that agent (the controller). As their processor, we will assist them in responding to your request.
You have the right to lodge a complaint with your local data protection authority. We ask that you contact us first at privacy@myaistaff.com so we can try to resolve your concern. We will not discriminate against you for exercising any of your privacy rights.
When MyAIStaff processes End-User conversation data on behalf of a Customer, we act as a processor and the Customer is the controller. In that role:
Customers are responsible for providing appropriate privacy notices to their End Users, obtaining any necessary consents, and configuring agents (including the "do not store" toggle) appropriately. These terms supplement any separate data processing agreement between MyAIStaff and the Customer; where a signed agreement exists, it governs.
MyAIStaff is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact privacy@myaistaff.com and we will take appropriate steps to delete it.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will post the updated policy with a new effective date. We encourage you to review this page periodically. Your continued use of the service after an update takes effect means you accept the revised policy.
If you have questions, requests, or concerns about this policy or your personal information, contact us:
MyAIStaff is operated by [ registered legal entity name ], [ registered address ]. This policy is governed by the laws of [ governing-law jurisdiction ]. Our data protection officer / representative can be reached at [ DPO / representative contact ].
