Privacy Policy

Pawfluence Agency LLC
Effective Date: May 30, 2025
Last Updated: Aug 26, 2025


‍INFORMATION WE COLLECT

‍Pawfluence Agency LLC collects several types of information to provide our AI phone assistant services to pet industry businesses. For our business clients, we collect company information including business name, physical address, primary contact details, and information about authorized personnel who will manage the account. We also collect phone numbers, email addresses, business license numbers, tax identification information, and banking details necessary for billing and payment processing. Additionally, we maintain records of service preferences, customization requests, and communication history with our support team.When processing information on behalf of our business clients, we handle pet owner data that flows through our AI assistant services. This includes pet owner names, phone numbers, and email addresses, along with basic information about their pets such as names, breeds, ages, and any special care requirements. We also process appointment scheduling data, service preferences, booking patterns, and maintain voice recordings of phone conversations between pet owners and our AI assistants. Service history records, payment information for appointments booked through our system, and any special requests or notes are also maintained as part of our service delivery.Our systems automatically collect certain technical information to ensure proper service delivery and system security. This includes call logs with timestamps and duration records, IP addresses and device information from website visitors, detailed analytics about website usage patterns, system performance metrics, error logs for troubleshooting purposes, and data about user interactions with our AI assistants to improve accuracy and functionality.

‍HOW WE USE YOUR INFORMATION

‍We use business client information primarily to deliver our contracted AI phone assistant services, which includes customizing AI responses to match each business's specific services, policies, and brand voice. This information enables us to process payments accurately, maintain proper billing records, and provide ongoing technical support and system maintenance. We also use this data to send important service updates, security notifications, and communicate about new features or improvements that may benefit the client's operations. Usage pattern analysis helps us optimize system performance and develop enhanced features tailored to the pet industry's unique needs.Pet owner information processed through our AI assistants serves several critical functions in service delivery. This data enables our AI assistants to handle appointment booking and scheduling requests accurately, provide appropriate customer service responses, and maintain comprehensive appointment and service history records that help businesses serve their clients better. We use this information to generate usage reports and analytics for our business clients, helping them understand customer patterns and improve their operations. The data also plays a crucial role in continuously improving our AI assistant accuracy and performance through machine learning processes that enhance conversation quality and response appropriateness.Technical data collection supports several operational and improvement functions. We analyze this information to monitor system performance, identify and resolve technical issues quickly, and ensure optimal service delivery across all client accounts. This data helps us understand how our services are being used, which features are most valuable, and where we can make improvements. Security monitoring uses this technical data to detect and prevent unauthorized access or suspicious activities that could compromise client or customer data.

‍INFORMATION SHARING AND DISCLOSURE

‍Pawfluence Agency LLC maintains strict policies regarding information sharing and does not engage in the sale, rental, or trading of personal information to third parties for marketing purposes or any other commercial use not directly related to service delivery. Our business model does not depend on monetizing personal data beyond providing the contracted AI assistant services to our clients.Information sharing occurs only in specific, limited circumstances necessary for service delivery or legal compliance. We work with carefully vetted service providers who assist in delivering our core services, including payment processing companies that handle billing transactions, cloud hosting providers that maintain our secure infrastructure, and technical support vendors who help maintain system performance. All such relationships are governed by strict confidentiality agreements that limit data access and use to only what is necessary for the specific service being provided.A unique aspect of our service model involves the relationship between pet owner data and our business clients. Pet owner information processed through our AI assistants belongs to and is accessible by the pet business that contracted our services. This means that when a pet owner calls a veterinary clinic, grooming salon, or daycare that uses our AI assistant, the information from that conversation becomes part of that business's customer records and is shared with them as part of our service delivery.Legal compliance may require information disclosure in certain circumstances. We may be compelled to share information when required by valid legal process such as court orders, subpoenas, or other legal requirements. We may also disclose information when necessary to protect our legal rights, investigate potential fraud or security breaches, or ensure the safety of our clients, their customers, or our personnel. In the event of a business transaction such as a merger, acquisition, or sale of assets, information may be transferred to the acquiring entity, though such transfers would be conducted with appropriate data protection measures and advance notice to affected parties.

‍DATA SECURITY

‍Pawfluence employs comprehensive security measures designed to protect all information in our care from unauthorized access, alteration, disclosure, or destruction. All data transmission between our systems and client systems utilizes bank-level encryption protocols that meet or exceed industry standards for sensitive data protection. Our storage infrastructure employs advanced encryption for data at rest, ensuring that information remains protected even in the unlikely event of unauthorized physical access to storage media.Our technical infrastructure is built on secure cloud platforms that provide redundant backups, distributed storage, and multiple layers of security controls. Regular security audits are conducted by independent third-party security firms to identify potential vulnerabilities and ensure our protective measures remain current with evolving threat landscapes. These assessments include penetration testing, vulnerability scanning, and comprehensive reviews of our security policies and procedures.Access to sensitive data is strictly controlled through role-based permissions that limit data access to only those personnel who require it for their specific job functions. All employees undergo thorough background checks and sign comprehensive confidentiality agreements before gaining access to any client or customer data. Regular security training ensures our team remains aware of current best practices and potential security threats.Voice recordings, which form a core component of our AI assistant services, receive special security attention. All recordings are encrypted immediately upon capture, stored in secure, access-controlled environments, and retained only for the minimum time necessary to provide quality assurance and service improvement. Recordings are automatically purged according to established retention schedules unless longer retention is required for legal compliance or specifically requested by the business client.

‍DATA RETENTION

‍Our data retention policies are designed to balance operational needs, legal requirements, and privacy considerations. Business client data is maintained throughout the duration of our service relationship to ensure continuity of service and proper account management. Following contract termination, business client operational data is deleted within 30 days. Basic billing and contract information may be retained for up to 2 years for legal and financial record-keeping purposes onlyPayment information follows specialized retention schedules based on banking regulations and chargeback periods. Credit card numbers and sensitive payment data are typically deleted or tokenized shortly after processing, while billing records and transaction histories are retained for the periods required by applicable financial regulations and business necessity.Pet owner data retention varies based on the type of information and its purpose in service delivery. Appointment and service data retention periods are typically determined by our business client's preferences and their own record-keeping requirements, though we maintain the ability to delete such information upon written request where legally permissible.

‍YOUR RIGHTS AND CHOICES

‍Individuals have several rights regarding their personal information, though the specific rights available may vary based on jurisdiction and the nature of the relationship with our services. Business clients have comprehensive access rights to their account information and may request corrections to inaccurate data upon verification of identity and authorization. They may also request export of their data in standard formats upon reasonable notice, facilitating business continuity or migration to other service providers.Pet owners who interact with our AI assistants should understand that their primary data relationship is with the pet business they are calling, not directly with Pawfluence. Requests for access, correction, or deletion of pet owner data should typically be directed to the relevant pet business, which can then coordinate with us as needed to fulfill such requests.California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected about them, the right to request deletion of personal information, and the right to opt out of the sale of personal information. California residents also have the right to non-discriminatory treatment when exercising these privacy rights. To exercise these rights, California residents may contact us using the information provided in the contact section of this policy.

‍CHANGES TO THIS POLICY

‍Privacy laws, technology capabilities, and business practices evolve over time, necessitating periodic updates to our privacy policy. When we make changes to this policy, we are committed to transparent communication about what has changed and why.Material changes that significantly affect data collection, use, or sharing practices will be communicated through multiple channels to ensure appropriate notice. Business clients will receive direct email notification of significant changes at least thirty days before the changes take effect, allowing time to review the modifications and ask questions about how they might affect the service relationship.For changes that affect pet owners or website visitors, we will post prominent notices on our website for at least thirty days, clearly explaining the nature of the changes and when they will take effect. The "Last Updated" date at the top of this policy will always reflect the most recent revision date, allowing visitors to easily identify when changes have been made.We encourage regular review of this privacy policy to stay informed about how we collect, use, and protect information. If you have questions about changes to this policy or how they might affect you, please contact us using the information provided below.

‍CONTACT INFORMATION

‍Email inquiries should be directed to contact@pawfluence.ai, where they will be routed to our designated privacy team for prompt attention.This Privacy Policy constitutes part of our Terms of Service and governs the collection, use, and protection of information in connection with Pawfluence AI services. By using our services or website, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our services and contact us to discuss your concerns.