Privacy Policy

1. Who we are and what this covers

1.1 This Privacy Policy describes how MyMiaAI ("MyMiaAI," "we," "us") collects, uses, and shares personal information in connection with the MyMia service (the "Service"), the MyMia SI website (the "Site"), and our business operations.

1.2 The Service serves three groups of people, and this policy covers each: (a) our business customers and their team members who hold accounts; (b) callers and customers of those businesses, whose calls Mia answers and whose information businesses ask Mia to handle; and (c) Site visitors who browse or submit a demo/strategy-call request. Where we handle information purely on a business customer's instructions, that business is responsible for its own privacy practices toward its customers, and we act as its service provider (see our Data Processing Terms).

2. Information we collect

2.1 Account and business information. Name, business name, contact details (email, phone), trade/industry, service area, business hours, pricing and policies you give Mia, account credentials (stored in protected form), and plan/billing status.

2.2 Call recordings and transcripts. When Mia answers your line, the call audio, its machine-generated transcript, call metadata (numbers, time, duration), and summaries/action items. Transcripts are machine-generated and may contain errors.

2.3 Caller-provided information. Information your callers and customers give during calls, chats, and follow-ups — names, phone numbers, email addresses, property/service addresses, job details, scheduling preferences, and the contents of messages.

2.4 Connected-account data. Data from accounts you connect under your authorization (for example, calendar availability and events, invoice and payment status, files you direct Mia to use), limited to the permissions you grant.

2.5 Usage and metering data. Voice minutes used, features used, call volumes, device/browser and log data for the dashboard and Site, error and performance data, and records needed to meter, bill, secure, and troubleshoot the Service.

2.6 Website form data. When you request a demo or strategy call on the Site, the details you submit (name, business, phone, email, trade, and your message), plus the consent record for the communications you agree to (see the SMS/Texting Terms).

2.7 Payment information. Payments are processed by Stripe or Square. We receive payment confirmations, amounts, and limited card metadata (such as brand and last four digits) — we do not store full card numbers.

3. How we use information

3.1 We use personal information to: provide and operate the Service (answer calls, book jobs, send messages, draft invoices, keep your records); meter usage and bill; provide support; secure, debug, and improve the Service; communicate with you about your account, the Service, and — with your consent where required — our offerings; and comply with law and enforce our Terms.

3.2 No sale. No advertising use. We do not sell personal information, and we do not share it for cross-context behavioral advertising. We never use your callers' information to market our own or anyone else's products to them, and we never disclose one customer's information to another customer.

3.3 Model improvement. We may use de-identified, aggregated operational data to improve the Service (see Terms §8.3). We do not use identifiable call content or customer records to train models for other customers.

4. How we share information

4.1 We share personal information only: (a) with the service providers in §5, to operate the Service; (b) with the business customer whose line, account, or instructions the information belongs to; (c) as directed by the relevant customer (for example, sending a caller a confirmation through a connected account); (d) when required by law, subpoena, or court order, or to protect rights, safety, and the integrity of the Service; and (e) in connection with a sale, merger, or reorganization of our business, subject to this policy's commitments carrying forward or notice being given.

4.2 We do not share personal information with third parties for their own marketing.

5. Service providers (subprocessors)

5.1 We rely on the following providers to run the Service. Each receives only the information its function requires:

5.2 This list may change as the platform evolves; material changes affecting customer data are handled under the Data Processing Terms (notice of new subprocessors).

6. Call recording and AI disclosure

6.1 Mia is an AI and identifies herself as one; calls with Mia may be recorded and transcribed. The details — including consent mechanics and how to reach a human — are in our AI Disclosure & Call Recording Notice, which is part of this policy's commitments.

7. Cookies and website technologies

7.1 The Site uses cookies and similar technologies that are necessary to operate it (security, load, remembering a form in progress) and, where enabled, limited analytics to understand aggregate usage. We do not use advertising trackers or sell browsing data. You can control cookies in your browser; disabling necessary cookies may break parts of the Site.

8. Retention

8.1 We retain account information while your account is active and thereafter as needed for billing, legal, tax, and fraud-prevention purposes. Call recordings, transcripts, and job records are retained for your business's use while your account is active and are handled at exit under Terms §15.4 (30-day export window; deletion within 60 days after, subject to stated exceptions). Website demo-request records are retained for follow-up and business records and deleted when no longer needed for those purposes. Aggregated, de-identified data may be retained longer.

9. Security

9.1 We protect personal information with administrative, technical, and physical safeguards appropriate to its nature, including encryption in transit, access controls that limit employee access to what a role requires, per-customer data separation in the platform, secret management for credentials, and monitoring for abuse and failure. No system is perfectly secure; if we become aware of a breach affecting your information, we will notify you as described in the Data Processing Terms and as law requires.

10. Your rights and choices

10.1 Account holders. You may access, correct, export, or request deletion of your business's information through your dashboard or by contacting us (see §12). Some records must be retained under §8.

10.2 Callers and customers of a business. If Mia answered a call with you on a business's line, that business controls your information. You may contact the business directly, or contact us and we will route your request to the business and assist as its service provider. You may also ask any business using Mia — or Mia herself, during a call — for a human callback.

10.3 State privacy rights. Depending on your state of residence, you may have rights to know, access, correct, delete, or obtain a portable copy of your personal information, and to opt out of sale or targeted advertising. We do not sell personal information or use it for targeted advertising, so the opt-outs have nothing to attach to — but the access/correction/deletion rights are honored through §10.1–10.2. We will not discriminate against you for exercising a right. Authorized agents may submit requests with proof of authorization; we may verify identity before fulfilling a request, as law permits.

10.4 Marketing choices. You can opt out of our marketing emails via the unsubscribe link, and out of texts by replying STOP (see the SMS/Texting Terms). Transactional and service messages (confirmations, invoices, account notices) are not marketing and may continue while you use the Service.

11. Children

11.1 The Service is a business tool, is not directed to children, and account holders must be 18 or older. We do not knowingly collect personal information from children under 13; if we learn we have, we will delete it. Callers of all ages may reach a business's line; information they provide is handled as the business's customer information under §10.2.

12. Changes and contact

12.1 We may update this policy as the Service evolves. Material changes will be announced by email or dashboard notice at least 30 days before they take effect for existing customers, and the current version will always be posted on the Site with its effective date.

12.2 Questions, requests, or concerns about privacy: contact MyMiaAI by phone at (833) 772-5444 or by email at [PRIVACY CONTACT EMAIL TO CONFIRM]. Mailing address: [BUSINESS ADDRESS TO CONFIRM].

Effective date: [TO SET AT PUBLICATION]. This policy was drafted in plain language on purpose; if any summary language here and the Data Processing Terms differ about customer data, the Data Processing Terms control.