Privacy Policy

1. Scope and data controller

This Privacy Policy explains how MyAIDepartments (“Company,” “we,” “us”) handles personal data through the myaidepartments.com website, application forms, and MyAIDepartments services.

MyAIDepartments is a software platform that helps businesses manage customer communications, sales workflows, and social media operations in one workspace. This policy covers data you provide directly and data processed through integrations you explicitly authorize.

2. Data we collect

• Identity and contact data: Name, surname, business email, phone number, company name, and industry.
• Application and support data: Information submitted in demo or access requests, selected product areas, and support correspondence.
• Account and configuration data: User roles, workspace preferences, integration settings, and automation settings.
• Technical and usage data: IP address, device and browser information, access times, error logs, and feature interactions.
• Customer content: Messages, comments, customer profiles, product catalogs, orders, and shipment information transferred through channels you authorize.

3. How we use data

• To set up, operate, secure, and support the service.
• To run the communications, commerce, and social platform integrations you authorize.
• To provide the unified inbox, customer memory, AI assistant, automation, CRM, and reporting features.
• To respond to applications and contact requests.
• To troubleshoot errors, monitor service performance, and prevent abuse.
• To meet legal obligations and protect our rights.

4. Legal bases

We process data under applicable legal bases such as entering into or performing a contract, complying with legal obligations, legitimate interests, and consent where required. When a third-party platform connection requires express authorization, we establish that connection only after the authorization is completed.

Business customers are responsible for providing required notices and establishing an appropriate legal basis for data relating to their own end users. MyAIDepartments processes that data on the customer's instructions to provide the service.

5. Cookies and similar technologies

The website and service may use necessary cookies or similar technologies to maintain sessions, protect security, remember language and theme preferences, and measure essential performance. When non-essential cookies are used, we provide preference and consent controls as required by applicable law.

You can manage cookies in your browser settings. Blocking necessary cookies may prevent parts of the service from working correctly.

6. Service providers and legal disclosures

We do not sell data. We may use a limited number of service providers for hosting, databases, security, email, and technical support. They process data only on our instructions, to the extent necessary, and under confidentiality obligations.

We may disclose data when necessary to comply with law, respond to a valid official request, protect security, or defend our rights.

7. Third-Party Platform Data (Meta, Google, LinkedIn, TikTok Marketing APIs)

We access third-party platform data, including data from the Meta, Google, LinkedIn, and TikTok Marketing APIs, only after explicit authorization initiated by the user. Access is limited to the accounts selected by the user and the permissions required to provide the service.

• Access tokens are protected in transit and stored in encrypted form.
• Platform data and access tokens are not shared with, rented to, or sold to third parties.
• The data is not used for cross-platform user tracking or advertising outside MyAIDepartments.
• When the user disconnects an integration, access tokens and connection-specific platform data are deleted from active systems.
• Data access and use follow the relevant platform's developer terms, API policies, and the user's authorization.

8. Retention and deletion

We retain personal data only as long as necessary to provide the service, meet contractual and legal obligations, or support legitimate business purposes. Retention depends on the data type, purpose, account status, and applicable legal requirements.

After account closure or a valid deletion request, data is deleted or anonymized unless the law requires us to retain specific records. The disconnection-specific deletion practice for third-party platforms is described separately in Section 7.

9. Data security

We use technical and organizational measures such as encryption in transit, encrypted token storage, access controls, logging and monitoring, and least-privilege access to protect data against unauthorized access, alteration, disclosure, or loss.

No internet service can guarantee absolute security. If you identify a suspected security issue, contact us at [email protected].

10. Your rights and choices

Depending on applicable law, you may have rights to request access to, correction of, deletion of, or information about your personal data; learn the recipients of data; object to certain processing; and seek remedies where legal conditions are met.

Send a request with enough information to verify your identity to [email protected]. We evaluate requests within applicable time limits and subject to lawful exceptions.

11. Children's privacy

The service is designed for businesses and is not directed to anyone under 18. If you believe a child's data has been processed without appropriate authority, contact us to request deletion.

12. Changes and contact

We may update this policy to reflect changes to the service or applicable law. For material changes, we will show the updated date and provide additional notice where appropriate.

Contact MyAIDepartments at [email protected] with questions about our privacy practices, data requests, or third-party platform connections.