Agentpro AI

Privacy Policy

Last updated: [Insert Date]

Privacy Snapshot

Agentpro AI provides AI integration, automation, AI agent, MCP server, strategy, and voice-agent services for businesses. Depending on how you interact with us, we may collect website visitor information, contact details, newsletter signup data, inquiry details, discovery-call booking information, audit materials, business-system data, workflow logs, call recordings, transcripts, AI-generated summaries, and information from systems our customers connect to our services.

We use this information to respond to inquiries, provide services, operate integrations, troubleshoot workflows, improve service quality, maintain security, and comply with legal obligations.

We do not sell personal information.

We do not use identifiable customer data, caller data, uploaded documents, transcripts, or connected-system data to train general AI models unless expressly agreed in writing.

This snapshot is a summary. Please read the full policy below for details.

1. Introduction

This Privacy Policy explains how Agentpro AI ("we," "us," or "our") collects, uses, shares, and protects personal information. It applies when you visit our website at agentpro.ai, use our services, contact us, subscribe to our newsletter, or otherwise interact with us.

We are committed to handling personal information responsibly, transparently, and in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).

[Confirm legal business name and registration details with counsel]

2. Scope

This policy covers personal information collected through the Agentpro AI website, contact forms, newsletter signups, discovery-call bookings, and publicly available tools and features.

It also provides a high-level overview of how personal information may be handled in connection with Agentpro AI's paid services, including AI integration, workflow automation, AI agent deployment, MCP server development, AI voice agents, AI readiness audits, and related services. Detailed data handling for paid service engagements is governed by the applicable service agreement, data processing addendum, or other written contract between Agentpro AI and the customer.

3. About Agentpro AI

Agentpro AI is an AI Integration Studio and Fractional AI Department. We help small and medium-sized businesses connect their existing tools with artificial intelligence through a range of integration, automation, agent, voice, strategy, and managed services.

4. When We Act for Ourselves vs. on Behalf of Customers

Agentpro AI handles personal information in two capacities.

When we act for ourselves: We collect and use personal information for our own business purposes, such as operating the Website, responding to inquiries, sending newsletters, managing customer relationships, and maintaining billing and contracts. For this data, Agentpro AI determines the purposes and means of processing.

When we act on behalf of customers: We may process personal information on behalf of our customers to provide AI integration, automation, voice-agent, MCP, or related services. In these cases, the customer is generally the organization responsible for the relationship with the individual whose data is being processed, and Agentpro AI processes the data according to the customer's instructions and the applicable service agreement.

If we process your personal information on behalf of one of our customers, we may direct privacy requests to that customer or work with that customer to respond.

5. Categories of Personal Information We Collect

The personal information we collect depends on how you interact with us. The categories below describe information we may collect across our Website and services.

5.1 Website and Marketing Data

When you visit the Website, we may collect information such as your IP address, browser type, device type, operating system, referring URL, pages visited, time spent on pages, UTM and referral parameters, cookie identifiers (if used), and analytics event data.

5.2 Contact Form and Discovery-Call Data

When you submit a contact form, request information, or book a discovery call, we may collect your name, email address, phone number, organization name, location, industry, area of interest, budget range, timeline, the content of your message, consent checkbox status, submission timestamp, source page, and booking or scheduling platform data.

5.3 Newsletter Data

When you subscribe to our newsletter (Lab Notes or other Agentpro AI communications), we collect your email address and, optionally, your name, organization, and area of interest. We also record the date, time, source page, and consent method of your signup.

5.4 Client and Authorized-User Data

When you become a client, we may collect client contact details, authorized-user information, business address, billing information, contract details, support ticket content, admin activity logs, and, if applicable, client portal login data.

5.5 AI Readiness Audit Data

If you engage us for an AI Readiness Audit or AI Front Desk Leak Audit, we may collect system inventories, workflow descriptions, operational pain points, tool lists, screenshots, process maps, staff interview notes, documents submitted for review, business metrics, AI readiness scores, roadmap recommendations, implementation priorities, and related information provided by you during the engagement.

5.6 Workflow Automation and Integration Data

If you engage us for workflow automation or system integration services, we may process CRM records, calendar and appointment data, email and message metadata, customer lists, lead records, form submissions, task and workflow statuses, automation triggers, webhook payloads, API responses, retry and error logs, integration configuration data, admin actions, and connected-system metadata as part of delivering the contracted services.

5.7 AI Agent and MCP/API Data

If we deploy AI agents or develop MCP servers or APIs on your behalf, we may process prompts and instructions, tool-call requests and responses, agent execution logs, agent-generated outputs, search and retrieval results, MCP/API request logs, authentication metadata, rate-limit logs, user or customer queries, system responses, and error handling logs.

5.8 AI Voice Agent Data

If we deploy AI voice agents on your behalf, we may process caller phone numbers, call date, time, and duration, call routing metadata, audio recordings, transcripts, AI-generated summaries, intent classifications, appointment requests, lead qualification answers, escalation notes, voicemail records, follow-up tasks, and call-quality review notes.

5.9 Sensitive or Regulated Data

Depending on customer workflows, Agentpro AI may encounter veterinary-client information, payment-related details, employment-related data, or other information that may be considered sensitive or regulated under applicable law. Unless expressly agreed in a written agreement, you should not provide us with financial account information, government-issued identifiers, or other sensitive personal information. If a customer engagement requires processing sensitive or regulated information, additional contractual, privacy, and security terms will apply.

6. How We Collect Information

We collect personal information directly from you (through forms, communications, service engagements, and materials you provide), automatically through the Website (through analytics, cookies, and server logs), and from third-party systems that customers authorize us to connect to as part of a paid service engagement.

We do not purchase personal information from data brokers.

7. How We Use Personal Information

We use personal information for the following purposes:

  • Responding to inquiries and contact form submissions
  • Scheduling and conducting discovery calls
  • Sending newsletters and marketing communications where you have opted in
  • Providing AI readiness assessments, audits, and reports
  • Building, testing, deploying, and maintaining workflows and automations
  • Operating AI agents and MCP servers on behalf of customers
  • Operating AI voice agents, including recording, transcribing, summarizing, routing, and reviewing calls where configured by the customer
  • Connecting to customer-authorized systems and processing data through integrations
  • Troubleshooting integrations, automations, and service issues
  • Monitoring service quality and security
  • Generating dashboards, reports, and analytics for customers
  • Improving our templates, processes, and services using aggregated or de-identified information
  • Maintaining billing, contracts, and business records
  • Preventing spam, abuse, fraud, and security threats
  • Complying with legal obligations
  • Enforcing our Terms of Use, service agreements, and acceptable-use rules

8. AI Processing and Human Review

We may use AI models, automation tools, and related systems to provide our services. These systems may process information submitted by customers, collected through workflows, or generated during service delivery. AI outputs may include summaries, classifications, recommendations, action suggestions, or workflow results.

AI-generated outputs may be inaccurate or incomplete. Customers are responsible for reviewing and approving outputs before relying on them for business, legal, financial, or operational decisions, unless otherwise expressly agreed in writing.

Authorized personnel may review AI outputs for troubleshooting, quality assurance, security, or service improvement.

9. Model Training and Service Improvement

We do not use identifiable customer data, caller data, uploaded documents, transcripts, or connected-system data to train general AI models unless expressly agreed in writing.

We may use aggregated or de-identified information to understand service performance, identify common workflow patterns, improve our templates, and develop better service practices. This aggregated information does not identify any individual or customer.

10. Connected Accounts and Integrations

If a customer authorizes us to connect to third-party systems (such as CRMs, calendars, email, telephony, databases, or other business tools), we may access, process, transmit, or store information from those systems as needed to provide the contracted services.

Access is limited to the permissions granted by the customer or the connected platform. Customers may revoke access at any time, but doing so may interrupt or disable related workflows.

Each connected third-party service is governed by its own terms and privacy policies. We encourage customers to review those policies.

11. Call Recordings and Transcripts

Where AI voice agents are deployed, calls may be recorded and transcribed. Recordings and transcripts may be stored, reviewed for troubleshooting and quality assurance, and shared with voice, telephony, transcription, or AI vendors as necessary to operate the service.

Customers deploying voice agents are responsible for providing appropriate caller disclosures, unless Agentpro AI controls the call experience directly as specified in the service agreement. Retention of call recordings and transcripts is defined by the customer's service agreement or configuration.

Calls are not used for unrelated training without a clear written agreement.

We do not create voiceprints to identify callers unless expressly disclosed in a separate agreement. If a customer requests a cloned or custom voice, the customer must have the legal right and written authorization to use that voice.

12. Cookies, Analytics, and Tracking

We use analytics tools to understand how visitors use the Website. Depending on the analytics provider, this may involve cookies, cookieless tracking, or a combination.

[Confirm analytics provider: e.g., GA4, Plausible, Fathom, or Cloudflare Web Analytics]

We may collect page view data, CTA and link click events, form start and submit events, newsletter signup events, blog engagement data, referral and UTM parameter data, 404 error data, and general visitor metadata such as IP address (which may be anonymized depending on the analytics configuration).

If we use cookies that require consent under applicable law, we will provide a mechanism for you to manage your preferences. If we use a cookieless or privacy-first analytics provider, the data collected is generally limited to aggregated, non-identifying information.

We do not use the Website for behavioral advertising or retargeting at this time.

13. Newsletter and Marketing Communications

You may opt in to receive our Lab Notes newsletter or other marketing communications from Agentpro AI. We will only send marketing communications where you have provided consent, consistent with Canada's Anti-Spam Legislation (CASL).

You can unsubscribe at any time by using the unsubscribe link included in every marketing email or by contacting us. We may retain limited information (such as your email address and unsubscribe date) to maintain a suppression list and comply with our legal obligations.

We do not use pre-checked consent boxes for marketing signups.

[Confirm newsletter/email provider]

14. How We Share Personal Information

We do not sell personal information.

We may share personal information in the following circumstances:

With service providers and subprocessors: We use third-party vendors to operate the Website, deliver services, process payments, send emails, host infrastructure, provide analytics, and support AI processing. These vendors process data on our behalf and are bound by contractual obligations to protect personal information.

With customers: If we process your personal information on behalf of a customer (for example, if you call a business that uses our voice agent), we may share relevant information with that customer as part of our contracted services.

To comply with law: We may disclose personal information where required by law, regulation, court order, or governmental request.

To protect rights and safety: We may disclose personal information where we believe it is necessary to protect the rights, property, or safety of Agentpro AI, our customers, or others.

In connection with a business transfer: If Agentpro AI is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable law.

15. Subprocessors and Third-Party Vendors

We use third-party vendors to support our Website and services. The categories of subprocessors may include:

  • Website hosting provider
  • Database and infrastructure provider
  • Analytics provider
  • Booking and scheduling platform
  • Email and newsletter provider
  • Transactional email provider
  • LLM and AI model provider
  • Voice AI and telephony provider
  • Speech-to-text and text-to-speech provider
  • Automation platform
  • Error monitoring and logging provider
  • Payment processor
  • File storage provider

[Confirm specific subprocessors and consider publishing a Subprocessor List at /subprocessors]

A list of current subprocessors may be made available upon request or published on our website. We review our vendors and update this list as our service providers change.

16. Cross-Border Processing and Data Residency

Agentpro AI is based in Canada. We may process or store personal information in Canada, the United States, or other jurisdictions where our service providers operate.

Where personal information is processed outside of Canada, it may be subject to the laws of those jurisdictions, which may differ from Canadian law.

Where a customer engagement involves sensitive Canadian personal information or regulated data, data residency requirements should be specified in the applicable service agreement or data processing addendum.

17. Retention and Deletion

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, and to support legitimate business needs.

General retention guidelines:

Data Category Retention Approach
Website inquiries and contact form submissions Retained while active and for a reasonable follow-up period, then archived or deleted.
Newsletter signups Retained until you unsubscribe. A suppression record is maintained to respect your preference.
Discovery-call records Retained while the business relationship is active and for a reasonable period afterward for recordkeeping.
Client account and billing data Retained as required for accounting, tax, and legal obligations.
Audit materials Retained per the applicable service agreement; deleted or returned within a reasonable period after delivery unless otherwise agreed.
Workflow and integration logs Retained for troubleshooting and security for a defined period as specified in the service agreement.
Call recordings and transcripts Retained per the applicable service agreement and customer configuration.
Integration tokens and credentials Retained only while the integration is active; revoked upon termination.
Spam submissions Retained briefly for false-positive review, then deleted.

[Confirm specific retention periods with counsel]

If you would like information about the retention period that applies to your data, please contact us.

18. Individual Privacy Rights and Requests

Depending on your location and the applicable law, you may have rights regarding your personal information, including the right to:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete personal information.
  • Withdraw consent for processing that is based on consent.
  • Request deletion of your personal information, subject to legal and contractual limits.
  • Unsubscribe from marketing communications.
  • Ask questions or raise concerns about how your personal information is handled.

If we process your personal information on behalf of one of our customers, we may direct your request to that customer or work with that customer to respond.

To exercise your rights, please contact us using the information in Section 24 below. We will respond to your request within a reasonable time and in accordance with applicable law.

19. Security Safeguards

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or destruction. These safeguards include HTTPS encryption, access controls, password-protected systems, strong password hashing, secure session management, input validation, least-privilege access policies, vendor review, staff and contractor confidentiality obligations, regular backups, and incident response procedures.

No system is completely secure, and we cannot guarantee absolute security. If you become aware of a security vulnerability or incident related to Agentpro AI, please contact us promptly.

20. Privacy Breaches and Incident Response

In the event of a suspected or confirmed privacy or security incident, Agentpro AI will take reasonable steps to contain and investigate the incident, assess the scope and impact, notify affected customers, individuals, regulators, or other parties as required by law and contract, implement remediation measures, and document the incident and response.

Breach notification timelines for paid service engagements will be specified in the applicable data processing addendum or service agreement.

21. Sensitive and Regulated Information

Unless expressly agreed in a written agreement, you should not provide us with financial account numbers, government-issued identification numbers, biometric data, or other sensitive personal information through the Website or general communications.

If a customer engagement requires processing sensitive or regulated information (for example, data subject to sector-specific privacy, financial, or confidentiality obligations), additional contractual, privacy, and security terms will apply.

Agentpro AI does not provide veterinary, legal, financial, insurance, employment, or emergency advice. Our services are administrative, operational, technical, and advisory unless otherwise expressly agreed in writing.

22. Children's Privacy

The Website and our services are not directed to children under the age of 18 (or the age of majority in the applicable jurisdiction). We do not knowingly collect personal information from children through the public Website.

If a customer's workflows involve minors, the customer is responsible for ensuring compliance with applicable laws regarding the collection and processing of children's personal information.

If we become aware that we have inadvertently collected personal information from a child, we will take reasonable steps to delete it promptly.

23. Future Features

AI Readiness Surveys and Self-Assessments

We may offer publicly accessible AI readiness surveys, self-assessment tools, or similar lead-magnet features in the future. If launched, these features will collect the responses you submit, use them to generate your assessment result, and may be used for follow-up communications if you have provided consent. We will update this Privacy Policy or provide a separate notice before collecting personal information through such features. Aggregate or de-identified results may be used for benchmarking or research.

Agentic API and MCP Interactions

In the future, Agentpro AI may offer public API endpoints or MCP-compatible service catalog features that AI agents can interact with on behalf of users. If launched, agent and API interactions may be logged for security, troubleshooting, analytics, and abuse prevention. Automated requests may be rate-limited, and we may reject requests that appear unauthorized, abusive, or fraudulent. We will update this Privacy Policy before launching such features.

24. Contact and Complaints

If you have questions, concerns, or complaints about this Privacy Policy or how we handle personal information, please contact us:

Agentpro AI Canada

Email: [Insert contact email]

[Insert mailing address, if applicable]

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or the Office of the Information and Privacy Commissioner of Alberta (OIPC) at oipc.ab.ca.

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this page. Changes are effective when posted.

If we make material changes, we may provide additional notice, such as a prominent notice on the Website or an email to subscribers. Your continued use of the Website after changes are posted constitutes your acknowledgment of the updated policy.

We encourage you to review this Privacy Policy periodically.