Privacy Policy

Easy AI Agents ("we," "us," "our") operates easyaiagents.io and provides AI phone agent services to businesses in New Zealand. This policy explains what information we collect, why we collect it, how we use it, and your rights under the New Zealand Privacy Act 2020.

This policy applies to all personal information we hold, including information collected before this policy was published.

Who this policy covers

This policy applies to five groups:

1. Visitors to our website
2. Callers who interact with AI agents we build for our clients
3. Visitors who request a demo call from our AI agent through our website
4. People who use the Workflow Clarity Map tool at easyaiagents.io/clarity
5. People who buy a plan or a credit top-up through our website

If you're one of our business clients, the data we handle on your behalf is covered in our Terms of Service.

What we collect from website visitors

When you visit easyaiagents.io, we may collect:

• Pages you visit and how long you stay (via analytics)
• Your IP address and general location
• Browser type and device information
• Information you submit through forms or booking links (name, email, phone number, business name)

We do not use tracking cookies for our own advertising purposes. However, third-party advertising platforms we use may place tracking technologies on our site (see Advertising and Tracking below).

What we collect through AI phone agents

When a caller speaks with an AI agent we've built for one of our clients, we may collect:

• Call recordings and transcripts
• Caller's name, phone number, and address (as provided during the call)
• Details about the service request (job type, scheduling preferences, location)
• Any other information the caller shares during the conversation

This data is collected on behalf of our client (the business whose phone line you called). Our client is the data controller. We process this data to deliver the service they've hired us to provide.

What we collect when you request a demo call

When you submit the demo call form on easyaiagents.io and request a call from our AI agent, we collect:

• Your first name and business name (as you enter them)
• Your phone number
• The recording and transcript of the call you receive
• Any information you share during the conversation

We use this information to:

• Initiate the call you requested
• Personalise the agent's greeting using your details
• Record and store the call for quality monitoring and to improve our agent
• Follow up once after the call (typically by SMS) if you engaged with the conversation
• Respond to any further interest you express during or after the call

The call is conducted by an AI agent built and operated by us. The agent will tell you it's an AI and that the call is recorded at the start of the conversation.

We do not follow up if you don't pick up, hang up immediately, or indicate you're not interested. Your behaviour on the call tells us how to treat you next.

We do not share demo call data with third parties beyond the service providers necessary to deliver the call (telephony, voice generation, AI processing, and our internal CRM).

What we collect through the Workflow Clarity Map

The Workflow Clarity Map at easyaiagents.io/clarity is a free tool that lets you describe a business workflow and receive a structured assessment. No email address or account is required to use it and receive a result.

When you use the guided score or paste completed answers, you may enter information about your business, including:

• Your business type and the workflow you want to improve
• How the workflow operates today (steps, triggers, volume, and timing)
• Systems and data sources the workflow relies on
• Where the workflow gets complicated or requires human judgement
• What you want AI to be allowed to do, and what it should never do

This information is sent to our server to generate your Workflow Clarity Score, where it is processed by our AI provider. We also keep our own record of each submission, the answers you enter and the result we generate, in our internal logging systems so the tool stays reliable and we can review the quality of results. As part of our AI provider's standard API logging, your submission may separately be retained by them for up to 30 days and then deleted. Because no email or account is required, anonymous submissions are not linked to your identity unless you choose to request a build review.

We recommend you do not enter sensitive personal information about your customers, employees, or third parties that you are not authorised to share.

If you do not request a build review: we keep our own record of your submission, the answers you entered, the generated result, and a timestamp, in our internal logging systems for up to 30 days, after which it is automatically deleted. Our AI provider may separately retain it for up to 30 days as described above. During this period we use these records only to keep the tool running reliably, check the accuracy of results, monitor for abuse or misuse, and troubleshoot errors. We do not publish, sell, or share them, we do not use them for advertising or to train AI models, and we do not attempt to identify you from an anonymous submission.

If you request a build review by submitting the contact form on the results page, we collect:

• Your name, email address, and optionally your phone number, company name, and role
• Your original workflow answers
• Your generated result, score, interpretation, and recommended starting point
• Systems mentioned and main risks identified
• A timestamp of the submission

We use this information to assess whether your described workflow is a good candidate for an AI build, and to follow up with you about the outcome of that review.

The Workflow Clarity Score and any result generated by the tool are produced by AI and are informational only. See our Terms of Service for limitations on reliance.

What we collect when you buy through our website

You can buy a Starter plan at easyaiagents.io/starter and buy credit top-ups at easyaiagents.io/topup. When you do, we collect:

• Your first and last name, business name, email address, and phone number, from the form on the page
• Your billing details, collected by Stripe on its own checkout page

Payment is processed by Stripe. Card details are entered on Stripe's hosted checkout page and we do not receive or store your card number. We receive the details above, together with the confirmation that a payment succeeded, so we can set up your account and contact you about it.

When you buy a Starter plan, the name, business name, email address, and phone number you entered are sent to the voice platform your receptionist runs on, so your account and phone number can be set up. They are also sent to our workflow automation system so we can email you your setup instructions.

How we use this information

Website visitor data:

• To respond to enquiries and booking requests
• To improve our website
• To understand how visitors find and use our site
• To measure the performance of our advertising campaigns

Call data (collected on behalf of our clients):

• To deliver call transcripts and job details to the client's team
• To book appointments or schedule services as requested by the caller
• To improve the accuracy and performance of the AI agent for that specific client
• To monitor call quality and fix issues

We do not sell, rent, or trade any personal information to third parties.

Third-party services

We use third-party platforms to deliver our services. The ones that handle personal information are:

• Our hosting provider, which runs this website and our server code and provides our website analytics
• Our telephony provider, which places and receives calls and sends the verification code when you request a demo call
• Our voice generation provider, which produces the agent's speech
• Our AI provider, which generates Workflow Clarity Map results
• Our cloud database provider, which stores the short-lived records described under "How long we keep data"
• Stripe, our payment processor
• The voice platform Starter plan receptionists run on
• Our workflow automation system, which routes enquiries and follow-ups internally
• Calendly, which runs the booking calendar embedded at easyaiagents.io/book
• Google Fonts, which serves the fonts on our pages and therefore receives your IP address when a page loads

Each of these providers has their own privacy policy and its own terms. We select providers that maintain reasonable security standards, but we cannot guarantee the practices of third-party services.

Some of these providers may store data outside of New Zealand. By using our services or calling an AI agent we operate, you acknowledge that your data may be processed in other jurisdictions.

The demo call service uses these same providers, primarily our telephony provider, voice generation provider, and AI processing provider, to deliver your requested call.

The Workflow Clarity Map uses AI processing, cloud hosting, and logging providers to generate and record your result. These providers may be located outside New Zealand. If you request a build review, your submission also passes through our internal CRM and follow-up systems.

An AI agent we have built for one of our clients may also write to that client's own scheduling or job management software, so that a booking the caller asks for is created in the system their team already uses. That system is the client's, not ours, and the client's own arrangements govern it.

Advertising and tracking

We use advertising platforms including Meta (Facebook/Instagram) and Google Ads to promote our services. These platforms may place tracking technologies (pixels, cookies, or similar) on our website to measure ad performance and build audiences for targeted advertising.

This means these platforms may collect information about your visit to our site, including pages viewed, actions taken, and device information. This data is governed by each platform's own privacy policy:

• Meta: facebook.com/privacy/policy
• Google: policies.google.com/privacy

You can opt out of personalised advertising through your browser settings or through each platform's own opt-out tools.

How long we keep data

Website enquiries: We keep contact form submissions and booking details for as long as needed to respond and follow up. If you become a client, this data becomes part of your client record.

Call data: We retain call recordings and transcripts for the duration of our service agreement with the relevant client. When a client ends their subscription, we delete their call data within 90 days of termination, unless the client requests earlier deletion in writing or we are required by law to retain it.

Demo call data: We retain demo call recordings, transcripts, and contact details for up to 12 months. If you ask us to delete your data sooner, email support@easyaiagents.io and we'll remove it within 30 days.

Workflow Clarity Map: If you use the tool without requesting a build review, we keep our own record of your submission for 30 days, after which it is deleted automatically, and your answers are separately retained by our AI provider for up to 30 days as part of standard API logging and then deleted; during that window we may review them only to check accuracy, monitor for abuse, and troubleshoot errors. If you request a build review, we retain your submission, including contact details, workflow answers, and generated result, for up to 24 months, or for as long as needed to complete the review and any follow-up. To request earlier deletion, email support@easyaiagents.io and we will remove it within 30 days.

Purchase data: The record our systems keep of a checkout, so that your account can be set up and the setup email sent, is deleted automatically after 30 days. Your account details and the fact of your purchase are kept for as long as you have an account with us and afterwards as part of our business records. Stripe keeps its own record of the transaction under its own policy.

Analytics data: Anonymous website analytics data is retained indefinitely as it cannot be linked to any individual.

Your rights

Under the New Zealand Privacy Act 2020, you have the right to:

• Request access to any personal information we hold about you
• Request correction of any inaccurate information
• Request deletion of your personal information (subject to any legal obligations we have to retain it)

If you called a business that uses one of our AI agents and want to access, correct, or delete your call data, contact the business directly. They are the data controller. If they direct you to us, we will work with them to fulfil your request.

For any privacy-related request, or if you have a question about this policy or believe your privacy has been breached, email us at support@easyaiagents.io. We respond to access and correction requests within 20 working days, as the Privacy Act requires.

If you are not satisfied with how we have handled your concern, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.

Data security

We take reasonable steps to protect personal information from unauthorised access, loss, or misuse. This includes access controls, encrypted connections, and secure storage. No system is completely secure, and we cannot guarantee absolute security of your data.

Children

Our services are designed for businesses, not individuals under 16. We do not knowingly collect personal information from children. If you believe a child's information has been collected through one of our AI agents, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. Changes take effect when posted to this page. We will not reduce your rights under this policy without giving reasonable notice. The "Last updated" date at the top tells you when the policy was last revised.

Contact

Easy AI Agents
Canterbury, New Zealand
support@easyaiagents.io