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 four 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

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. It may be processed by third-party AI and cloud providers to produce the result. We do not store your answers or link them to you 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: your answers are used only to generate your result during that session. We do not retain them, and we do not review them.

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.

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. These include but are not limited to:

• Telephony providers (for handling phone calls)
• AI and voice generation providers (for powering the AI agent)
• Cloud hosting providers (for storing data securely)
• Payment processors (for billing our clients)
• Scheduling tools (for booking appointments on behalf of callers)

Each of these providers has their own privacy policies. 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 and cloud hosting providers to generate your result. These providers may be located outside New Zealand. If you request a build review, your submission may also pass through our internal CRM and notification systems.

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 do not retain your answers. 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.

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 requests, email us at support@easyaiagents.io.

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