1. Introduction
AI Agent Mindset ("we," "us," "our") builds and operates AI voice agents, AI WhatsApp agents, chatbots, and related automation services for businesses, and we run the aiagentmindset.com website through which people learn about and request those services. This policy explains what information we collect, why, how it's used, who it may be shared with, and the choices available to you.
This policy is written to be specific to how our systems actually work, rather than a generic template. Where something depends on how a particular client has configured their AI agent, we say so rather than describing every possible feature as always active.
2. Who We Are
AI Agent Mindset is an AI automation agency operating primarily from India and serving businesses in India and internationally. You can reach us at or on WhatsApp at .
The registered legal entity operating this business, its registration number, and its registered address will be published here once confirmed — see the note in the Contact Us section below.
3. Scope of This Policy
This policy covers the aiagentmindset.com website, our contact and booking forms, our newsletter, our website chatbot, and the public-facing demo versions of our AI voice and WhatsApp agents. It does not cover the internal tools a business client uses to manage their own AI agent, which are governed by our agreement with that client and, where applicable, our Data Processing Addendum.
A. As a business (Controller). For our own website visitors, leads, newsletter subscribers, and customers, we decide why and how information is used — this policy describes that in full.
B. On behalf of our clients (Processor). When a business hires us to build them a custom AI voice or WhatsApp agent, we process that business's customers' data under their instructions, not our own. In that case, the client's own privacy policy governs, and our handling of the data is set out in our contract and Data Processing Addendum with that client.
4. Information We Collect
Depending on how you interact with our services, we may collect information you give us directly, information generated automatically as you browse, and information generated through conversations with an AI voice, WhatsApp, or chat agent. We don't collect every category described below from every visitor — the sections that follow break down what applies to each type of interaction.
5. Information You Provide Directly
When you fill out a form, book a call, or message us, we may collect:
- Name, email address, phone or WhatsApp number, and company name
- Business details you share when requesting a quote or strategy call (e.g. industry, call/message volume, current tools)
- Messages you send through our contact form, newsletter sign-up, or free-checklist download form
- Appointment and scheduling details when you book a strategy call via our Calendly-powered booking page
- Payment-related details when you pay a token booking amount — card/UPI details themselves are handled directly by Razorpay, our payment processor; we receive the payment status and a transaction reference, not your full card details
6. Information Collected Automatically
Like most websites, ours may automatically log technical information when you visit, including IP address, browser type, device information, pages viewed, referring URL, and approximate location inferred from your IP. See our Cookie Policy for the specific cookies and similar technologies this site uses today.
7. AI Agent Interaction Data
Our homepage includes a live AI chat assistant and a live voice demo, both powered by Google's Gemini models through Google Cloud Vertex AI. If you use either, we process the text or audio you send in order to generate a response. Conversation content may be sent to Google's Vertex AI service to produce the reply; see Service Providers & Subprocessors below.
8. Voice and Call Data
Where a voice agent feature is enabled — including the live voice demo on our website — audio is processed in real time to generate a spoken response. Whether a specific deployment records or stores full call audio or transcripts depends on how that feature is configured for that use case.
Call recording and consent laws vary by country and, in some countries, by state. If you are a business client enabling call recording or transcription for your own AI voice agent, you are responsible for configuring appropriate notices and obtaining any consent required in your jurisdiction. We provide the technical controls; we do not provide legal advice on which notices you need.
9. WhatsApp and Messaging Data
Our own WhatsApp click-to-chat link connects you directly with our team via WhatsApp; that conversation is subject to WhatsApp's own terms and privacy practices as well as this policy. Business clients who deploy a WhatsApp agent built by us do so through the official WhatsApp Business API on their own WhatsApp Business number — messages their customers send are processed under that client's instructions, as described in Scope of This Policy above.
10. Chatbot Conversation Data
Messages you type into the website chat widget are sent to our server-side proxy and forwarded to Google Vertex AI (Gemini) to generate a reply. We may keep a short-lived conversation history in your browser session to maintain context, and may log conversations on our servers to monitor quality and troubleshoot issues.
11. Client-Provided Data
When a business becomes our client, they may share business information with us — such as FAQs, pricing, service catalogs, call scripts, or CRM exports — so we can train and configure their AI agent. This information is used to build and operate that client's agent and is handled under our agreement with that client.
If you are a customer of one of our clients and you're interacting with an AI agent built by us, that business — not AI Agent Mindset — is responsible for its own privacy policy and for telling you how your data is used. We act as their service provider/processor for that data.
12. CRM and Integration Data
Some client deployments sync conversation outcomes (e.g. a qualified lead, a booked appointment) into a CRM such as HubSpot or Salesforce, or into automation tools such as Zapier or Make, at the client's direction. We do not maintain an active integration to any specific CRM for our own website's leads beyond our email/WhatsApp-based workflow and Web3Forms submissions, described below.
14. How We Use Information
Where we act as the controller (see Scope), we use information to:
- Respond to inquiries, strategy call requests, and support questions
- Operate and improve our website chatbot and voice demo
- Process booking payments and confirm scheduled calls
- Send newsletter content and lead-magnet resources you requested, and let you unsubscribe at any time
- Maintain the security and proper functioning of our website
- Meet legal, accounting, and tax obligations
15. Legal Bases for Processing, Where Applicable
In jurisdictions that require a stated legal basis (for example under the GDPR/UK GDPR), we rely on: performance of a contract (e.g. delivering a service you booked), your consent (e.g. optional cookies, newsletter sign-up), our legitimate interests (e.g. keeping the site secure, responding to inquiries), and compliance with legal obligations. Where consent is the basis, you can withdraw it at any time as described in EEA / UK Privacy Rights.
16. How AI Systems Process Information
Our chatbot and voice demo send the text or audio you provide to Google's Vertex AI platform (Gemini models) to generate a response. How that provider handles retention of prompts and outputs is governed by Google Cloud's own terms and data-processing commitments, not by us directly.
We do not claim, and you should not assume, that data sent to any AI provider is universally guaranteed to be excluded from all model training under every possible configuration. Whether data is used to train an underlying AI model depends on the specific provider, the API/product tier in use, its retention and training settings, and the contractual terms in place with that provider. Where our marketing content states data is not used to train AI models, that reflects our current configuration and intent, not an independently audited or certified guarantee.
17. Automated Processing and Human Oversight
Our AI agents can qualify leads, answer questions, and suggest appointment times automatically. Where an AI agent cannot confidently handle a request, it is designed to hand off to a human — for our own website's chatbot, that means directing you to contact us directly; for client deployments, hand-off behavior is configured per client. See our AI Transparency & Responsible Use Policy for more detail on how we approach this.
19. Service Providers and Subprocessors
Based on a review of our own systems, the following third parties currently process data on our behalf for our own website (not on behalf of client deployments, which may use a different stack):
- Google Cloud / Vertex AI (Gemini) — powers the website chatbot and live voice demo
- Web3Forms — processes submissions from our contact form, newsletter sign-up, and lead-magnet download form and relays them to us by email
- Calendly — powers the strategy-call scheduler on our booking page (loaded only after you allow Functional cookies — see Cookie Policy)
- Razorpay — processes the token booking payment on our booking page
Our marketing pages also list technologies such as OpenAI, Twilio, HubSpot, Salesforce, Microsoft, Anthropic, Slack, Notion, Make, and Stripe as platforms we can integrate a client's AI agent with. These are shown as available integrations for client projects — we do not currently route our own website visitors' data through them, and a given client's agent uses only the specific tools chosen for that engagement.
Google, Web3Forms, Calendly, and Razorpay each operate under their own privacy policies and terms, which apply in addition to this one whenever you interact with those parts of our site.
20. International Data Transfers
We and the service providers listed above may process and store information outside your home country, including in the United States and other countries where our providers operate infrastructure. Where applicable law requires additional safeguards for cross-border transfers, we rely on the mechanisms made available by those providers (such as standard contractual clauses).
21. Data Retention
We keep information for as long as needed to provide the relevant service, followed by a reasonable period to meet legal, accounting, or dispute-resolution needs, after which we delete or anonymize it. Newsletter subscribers are kept until they unsubscribe. Chat and voice demo interactions are retained only as long as needed for quality and abuse monitoring.
22. Security Measures
We use technical and organizational safeguards appropriate to the nature of the information and the risks involved, including transport encryption for data in transit and access restrictions on the systems that handle it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. See our Security & Trust page for more detail and how to report a concern.
23. Your Privacy Rights
Depending on your location, you may have rights to access, correct, delete, or export your personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. To exercise any of these, contact us using the details in Contact Us; we will respond within a reasonable timeframe consistent with applicable law.
24. India-Specific Privacy Rights
Where India's Digital Personal Data Protection Act, 2023 (DPDP Act) applies, you may have rights to access information about how your personal data is processed, to correction and erasure, and to grievance redressal. We are in the process of finalizing our internal grievance-handling process — see Grievance / Privacy Contact.
25. EEA / UK Privacy Rights, Where Applicable
If the GDPR or UK GDPR applies to our processing of your information, you may have the rights described in Your Privacy Rights above, plus the right to lodge a complaint with your local data protection authority. Where our processing is based on your consent, you can withdraw it at any time without affecting processing that already took place.
26. California and Other US Privacy Rights, Where Applicable
If a US state privacy law (such as the California Consumer Privacy Act) applies to you, you may have rights to know what personal information is collected, to request deletion, and to opt out of the sale or sharing of personal information. We do not sell personal information as defined under these laws.
27. Children's Privacy
Our website and services are directed at businesses and are not intended for children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will take appropriate steps to remove it.
28. Do Not Track / Browser Signals
Some browsers offer a "Do Not Track" signal. Because there is no common industry standard for responding to it, our site does not currently respond differently when it detects such a signal. You can still control non-essential cookies through our cookie preference center (see the "Cookie Settings" link in the footer).
29. Third-Party Links
Our site may link to third-party websites, including social platforms and the tools listed in Service Providers & Subprocessors. We are not responsible for the privacy practices of those third parties; we encourage you to review their policies directly.
30. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices, technology, or legal requirements. We will update the "Last updated" date at the top of this page when we do. Material changes will be reflected prominently on this page.
31. Contact Us
Questions about this policy or your data can be sent to or via WhatsApp at .
32. Grievance / Privacy Contact, Where Legally Applicable
Where applicable law requires a designated grievance officer or privacy contact (such as under India's DPDP Act), that contact is: , reachable at . Until a dedicated contact is formally designated, please direct any grievance to our general support contact above and we will route it appropriately.