Data Protection

1. Who is responsible for what

When a business uses the AIfollowUp portal to follow up with its leads, the business generally decides why and how the lead data is used. In that context, the business is the controller and AIfollowUp.net acts as a processor or service provider. The business is responsible for its notice, consent, lead sources, and instructions.

For our own website, account administration, billing, support, and security, AIfollowUp.net generally acts as the controller. Each party should maintain the notices and agreements required for its role.

2. Data we handle

• Lead contact data: name, phone, email, company, source, and notes submitted through a form or entered by a team member.
• Conversation data: call metadata, transcripts or summaries where enabled, SMS and email content, voicemail records, replies, flags, and meeting notes.
• Account data: user name, email, company, role, login events, billing status, and support records.
• Technical data: IP address, device and browser data, logs, and security telemetry.

3. Service providers

AIfollowUp relies on vetted service providers for functions such as cloud hosting, databases, telephony, SMS and email delivery, calendar or meeting tools, payment processing, analytics, and security. These providers receive only the information needed for their function and are expected to maintain appropriate safeguards.

Some providers may process data outside the country where it was collected. Where required, we use contractual and organizational measures intended to protect the transfer. Ask us for the current subprocessor list before relying on a specific provider for a regulated data set.

4. Security

We use access controls, encryption in transit, logging, credential protection, and service-provider controls appropriate to a business follow-up platform. No system is perfectly secure. Customers should use strong passwords, remove access for departed team members, limit exports of lead data, and report suspected incidents promptly.

5. Retention and deletion

Customer data is retained according to the portal's configuration, the customer's instructions, and the records needed to operate the service. When an account is closed, we may retain data for a limited period for backup, legal, billing, security, and dispute-resolution purposes. Authorized account owners can request deletion of lead or account data.

6. Requests, incidents, and DPAs

Leads should first contact the business that sent the follow-up. If they contact AIfollowUp directly, we may need to identify the responsible business account. Customers may request a data processing addendum, security overview, or subprocessor details by contacting us.

If a customer becomes aware of a possible incident involving AIfollowUp, it should contact us immediately with the affected account, lead records, timestamps, and observed impact. We will investigate and coordinate as required by the applicable agreement and law.

7. Contact