Privacy Policy

Best AI Solutions ("we," "us," or "our") is committed to protecting the privacy of our clients and their customers. This Privacy Policy describes how we collect, use, store, and protect information when you use our platform and services.

1. Information We Collect

We collect the following types of information:

• Business information provided during onboarding (business name, address, phone number, trade/industry, services offered)
• Lead and customer interaction data processed by AI agents on your behalf (names, phone numbers, email addresses, service inquiries)
• Call recordings and transcripts from AI-handled phone calls and chat conversations
• Website analytics including page views, visitor behavior, and form submissions on websites we build or manage
• Billing information processed through Stripe (we do not store credit card numbers directly)
• Social media data from connected accounts (posts, comments, messages, engagement metrics)
• Google Business Profile data including reviews, ratings, and listing information

2. How We Use Information

We use collected information to:

• Operate AI agents on your behalf (answering calls, managing social media, responding to reviews, sending nurture messages)
• Generate performance reports and analytics
• Improve agent accuracy and service quality
• Process billing and maintain your account
• Send you notifications about agent activity, leads, and system updates via SMS and email
• Comply with legal obligations

3. Data Sharing

We do not sell your data. We share information only with:

• Service providers necessary to operate the platform (Google Cloud, Twilio, Stripe, SendGrid, Meta, ElevenLabs) under strict data processing agreements
• AI model providers (Anthropic, Google, OpenAI) for processing — no persistent storage of your data by these providers
• Law enforcement when required by law or valid legal process

Phone numbers and SMS opt-in data: Best AI Solutions will NOT share or sell phone numbers, text-messaging opt-in data, or consent information to third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent are explicitly excluded from all information-sharing categories described above and will not be shared with any third party for any purpose other than delivering the messaging service you opted into.

3a. SMS / Text Messaging Program

When you provide your phone number on our website, our Blueprint assessment, or during checkout, you consent to receive text messages from Best AI Solutions related to the service you requested. This includes, as applicable: your Blueprint report link, onboarding confirmations, communications from your AI Workforce Manager Ava, weekly activity reports, content approval requests, lead notifications, billing reminders, and agent-related updates.

• Opt-out: Reply STOP to any message to opt out. You will receive one confirmation message and no further messages after that.
• Help: Reply HELP to any message for assistance, or contact us at the methods listed in Section 11.
• Frequency: Message frequency varies based on your service configuration and agent activity.
• Cost: Message and data rates may apply from your mobile carrier. Best AI Solutions does not charge for SMS messages.
• Carriers: Carriers are not liable for delayed or undelivered messages.

4. Data Security

All data is encrypted at rest (AES-256) and in transit (TLS 1.2+). Call recordings and audit logs are stored in immutable storage with cryptographic hashing — even we cannot alter records after creation. API keys and credentials are managed through Google Secret Manager. Our infrastructure runs on Google Cloud Platform with enterprise-grade security controls.

5. Data Retention

Active account data is retained for the duration of your subscription. After cancellation, data is retained in read-only mode for 12 months, then permanently deleted. Call recordings follow separate retention policies as required by applicable law.

6. Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting us. You may also request a copy of all data we hold about your business. We will respond to verified requests within 30 days.

7. Third-Party Platforms

When you connect third-party accounts (Google Business Profile, Facebook, Instagram, YouTube, Nextdoor), our agents access those platforms via authorized APIs. We request only the permissions necessary to perform the services you hired your agents for. You may revoke access at any time through the respective platform's settings or by contacting us.

7a. Google API Services & OAuth Scopes

When you connect a Google account (Google Business Profile, YouTube, Google Calendar), Best AI Solutions accesses your data via Google's OAuth 2.0 authorization framework and the official Google API Services. We request the minimum scopes required for the specific agents you have hired.

Scopes we may request

• Google Business Profile (business.manage) — so the Google Agent can manage your listing, respond to reviews, publish posts, and update your profile on your behalf.
• YouTube (youtube, youtube.force-ssl) — so the Video Agent can upload videos, edit metadata, manage playlists, and respond to comments on your channel on your behalf.
• Google Calendar (calendar, calendar.events) — so Ava (your AI Workforce Manager) can read your schedule and create, modify, or delete events when you ask her to, and so the Phone Agent can book customer appointments on your calendar.
• Basic profile (openid, userinfo.email, userinfo.profile) — to identify your account and associate it with your Best AI Solutions Control Center.

Limited Use affirmation

Best AI Solutions' use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Data obtained via Google APIs is used only to provide and improve the specific user-facing features you have authorized (YouTube channel management, calendar management, Google Business Profile management).
• We never transfer Google user data to third parties except as necessary to provide or improve the features you authorized, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with your prior notice.
• We never use Google user data for advertising purposes, including personalized advertising, retargeting, or advertising based on personalized targeting.
• We never allow humans to read Google user data unless (a) we have your affirmative consent for specific messages, (b) the data is aggregated and anonymized and used for internal operations, (c) it is necessary for security purposes (such as investigating abuse), or (d) it is necessary to comply with applicable law.
• We never sell Google user data, and we do not use it to train generalized or generic machine-learning models.

Token storage and revocation

OAuth access tokens and refresh tokens are encrypted with AES-256-GCM and stored in Google Secret Manager. You may revoke Best AI Solutions' access at any time by: (1) texting Ava "disconnect my Google account," (2) visiting your Control Center → Settings → Connected Accounts and clicking Disconnect, or (3) going directly to myaccount.google.com/permissions and removing Best AI Solutions. Upon revocation, we invalidate the tokens and purge all cached Google user data within 24 hours.

YouTube API Services

By connecting your YouTube channel to Best AI Solutions, you also agree to the YouTube Terms of Service. Data received from YouTube APIs is handled under the Google Privacy Policy linked below and under the Limited Use affirmation above. We do not use YouTube user data for any purpose other than operating the Video Agent features you have hired. We do not display YouTube viewers' personal data publicly.

Google's Privacy Policy

For information about how Google handles data you provide to Google services, see policies.google.com/privacy.

8. Data Deletion

You may request deletion of your data at any time. Upon receiving a verified deletion request, we will delete all personal data within 30 days, except where retention is required by law. For Facebook and Instagram data specifically, you may also use our Data Deletion Callback endpoint.

9. Children's Privacy

Our services are designed for businesses, not individuals under 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active clients of material changes via Ava (SMS) at least 30 days before changes take effect.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us:

• Text or call Ava: (208) 545-1555
• Email: privacy@bestaisolutions.com
• Best AI Solutions, Boise, ID 83713