Privacy Policy

1. Who We Are

StaffWave operates the platform at staffwave.ai, providing AI Employee technology for local businesses. Our AI Employees include the AI Receptionist, AI Reputation Specialist, AI Sales Assistant, AI Data Analyst, AI Inside Salesperson, AI Support Agent, AI Social Media Manager, AI SEO Expert, and AI Sales Specialist. These AI Employees help businesses such as dental offices, auto shops, restaurants, law firms, and other local service providers automate and improve their operations.

This Privacy Policy describes how StaffWave collects, uses, and protects information when you visit our website, interact with our team, or use our platform.

2. Information We Collect

(a) Visitors and Prospects

When you visit staffwave.ai, fill out a contact form, or request a demo, we may collect:

• Your name and email address
• Your business name and phone number
• Information you voluntarily provide about your business needs

(b) Platform Users

When you subscribe to StaffWave and use our AI Employees, we may collect:

• Account registration details (name, email, business name, billing address)
• Business data you upload to configure your AI Employees (FAQs, service descriptions, business hours, staff information, brand guidelines)
• Integration credentials for connected third-party services (CRM, review platforms, scheduling tools)

(c) Usage and Technical Data

• IP address, browser type, device information, and operating system
• Pages visited, time spent on site, and referral source
• AI Employee interaction logs and performance metrics

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries, demo requests, and support questions
• Deliver, configure, and operate your AI Employees
• Send you platform updates, service notifications, and relevant product information
• Improve and optimize the StaffWave platform and AI Employee performance
• Process billing and manage your subscription
• Comply with legal obligations and enforce our Terms of Service

4. Data We Do NOT Collect

StaffWave does not process medical records, financial account data, or the personal customer data of your end clients. Our AI Employees are configured with your business knowledge only — such as your services, hours, FAQs, and brand guidelines.

Your AI Employees interact with your customers on your behalf, but StaffWave does not independently collect, store, or process personal data belonging to your end clients beyond what is necessary to facilitate those interactions as part of the service you have configured.

5. Third-Party Service Providers

We may share limited information with trusted third-party providers who assist us in operating the StaffWave platform, including:

• Email delivery and communication services
• Cloud hosting and infrastructure providers
• Analytics services to understand platform usage and improve performance
• Payment processing providers

These providers are contractually obligated to use your information only to perform services on our behalf and are prohibited from using it for their own purposes.

6. Cookies

StaffWave uses minimal cookies to ensure the proper functioning of our website and platform. These include:

• Essential cookies required for site functionality and authentication
• Analytics cookies to understand how visitors interact with our site

We do not use advertising or ad-tracking cookies. We do not sell your data to advertisers or third-party data brokers.

7. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS) and at rest
• Role-based access controls limiting data access to authorized personnel
• Regular security reviews and monitoring of our infrastructure
• Secure authentication mechanisms for platform access

While we take reasonable precautions to protect your data, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

8. Data Retention

• Prospect data (contact form submissions, demo requests): retained for 24 months from the date of your last interaction with StaffWave.
• Platform user data: retained for the duration of your active account and subscription. Upon account closure, your data will be deleted within 90 days unless retention is required by law.
• Usage and technical data: retained in aggregated, anonymized form for analytics and platform improvement purposes.

You may request deletion of your data at any time by contacting us.

9. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Export your data in a portable, machine-readable format
• Withdraw consent for optional communications at any time

To exercise any of these rights, contact us at hello@staffwave.ai. We will respond to your request within 30 days.

10. Children's Privacy

StaffWave is a business-to-business platform designed for use by business owners and their authorized representatives. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected information from a minor, we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Effective Date" at the top of this page and, where appropriate, notify you via email or through the StaffWave platform.

We encourage you to review this page periodically to stay informed about how we protect your information.

12. Contact

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

StaffWave
Email: hello@staffwave.ai
Website: staffwave.ai