Privacy Policy

1. Overview

Anemos Automation (“Anemos,” “we,” “us,” or “our”) operates the website anemosautomation.com (the “Site”) and provides an AI-powered voice and text platform (the “Platform”) for insurance brokerages and agencies.

This Privacy Policy explains how we collect, use, store, and protect personal information in two contexts:

• Website visitors who browse the Site and submit contact or booking forms.
• Platform users and callers, including brokerage staff who use the Anemos dashboard and individuals who interact with AI-powered voice or text agents deployed by our brokerage clients.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the British Columbia Personal Information Protection Act (PIPA).

2. Information We Collect

2.1 Website Visitors

When you visit the Site or submit a form, we may collect:

• Your name
• Your email address
• Your phone number
• Your company name or role
• Any message or notes you include in a form submission

2.2 Callers (Individuals Interacting with AI Agents)

When an individual calls a phone number or interacts with a text agent operated through the Anemos Platform, we may collect:

• Name and phone number
• Email address
• Business name and business details
• Insurance history and insurance needs
• Any other information voluntarily shared during the conversation

Inbound calls handled by the Platform may be recorded and transcribed. Callers are informed at the start of each call that the call may be recorded.

2.3 Brokerage Staff (Dashboard Users)

When brokerage staff access the Anemos dashboard, we collect their email address, password credentials, and role within the organization.

3. How We Use Your Information

We use the information we collect to:

• Respond to inquiries and schedule calls with prospective clients
• Operate the Platform, including processing and qualifying inbound leads on behalf of our brokerage clients
• Generate call transcripts and extract structured data such as contact information, business details, and insurance needs
• Provide brokerage staff with lead summaries, call transcripts, and appointment details through the dashboard
• Authenticate and manage dashboard user accounts
• Improve the reliability and performance of our services

We do not sell, rent, or share personal information with third parties for marketing purposes.

4. How We Process Call Data

When a call is handled through the Platform, the following processing takes place:

1. The call is received and handled by a third-party AI voice platform, which may record and transcribe the conversation.
2. The transcript is sent to a third-party AI language model API for structured data extraction, such as contact information, business details, and insurance needs. This API provider does not use the data for model training.
3. The extracted data is stored in a third-party cloud database.

Brokerage clients are informed about this data processing through their service agreement with Anemos.

5. Third-Party Services

We use third-party service providers to operate the Site and Platform, including:

• A cloud deployment platform for hosting the application
• An AI voice platform for handling inbound calls
• An AI language model API for processing call transcripts
• A cloud database provider for storing application data
• A scheduling platform for booking demo calls
• An email delivery service for transactional emails

We only work with reputable providers and do not authorize them to use your data for their own marketing purposes. We require that our providers handle personal information in a manner consistent with this policy.

6. Cross-Border Data Transfers

Some of our third-party service providers operate servers located in the United States. As a result, personal information collected through the Platform and Site may be stored and processed in the United States. By using our services or interacting with our AI agents, you acknowledge that your information may be transferred to and processed in the United States, where data protection laws may differ from those in Canada.

7. Cookies and Analytics

The Site does not currently use tracking cookies or analytics platforms. If we add analytics in the future, we will update this policy accordingly.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, or as required by law. Call recordings, transcripts, and extracted lead data are retained in accordance with the data retention terms outlined in each brokerage client's service agreement. Website form submissions are retained for internal follow-up purposes.

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

9. Your Rights

Under PIPEDA and BC PIPA, you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate personal information
• Request deletion of your personal information
• Withdraw consent for the collection or use of your personal information, subject to legal or contractual restrictions

To exercise any of these rights, please contact us.

You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date at the top. Continued use of the Site or Platform after changes are posted constitutes your acceptance of the revised policy.

11. Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us through our website at anemosautomation.com.