Privacy Policy
Last updated: April 2, 2025
At Marik Agency, we take your privacy seriously. This policy explains how we collect, use, store, and protect your personal data when you interact with our website, AI chatbots, voice agents, and automation services.
§Information We Collect
We collect information in the following ways:
Information You Provide Directly
- Name, email address, phone number, and business name submitted via contact or booking forms
- Messages and inputs you send to our AI chatbots or voice agents
- CRM data you upload or connect to our platform for lead reactivation campaigns
- Business documents, pricing sheets, or FAQs you share for AI knowledge-base training
- Payment card information (processed by our payment provider — we do not store raw card data)
Information Collected Automatically
- IP address, browser type, device type, and operating system
- Pages visited, referring URLs, and time spent on pages
- Session recordings and heatmap data (where applicable) to improve UX
- Cookies and local storage identifiers (see §Cookies below)
Voice & Conversation Data
- Voice call recordings where our Voice AI agent interacts with callers on behalf of your business (callers are notified at the start of each call)
- Transcripts of AI chatbot conversations for quality assurance and model improvement
- Sentiment scores and intent classifications derived from conversations
§How We Use Your Data
We process your personal data for the following lawful purposes:
- Service Delivery: To set up, configure, and operate your AI chatbot, voice agent, and automation workflows.
- Communication: To respond to inquiries, book strategy calls, and send service-related updates.
- Lead Reactivation: To contact leads from your CRM on your behalf, pursuant to instructions you provide and applicable telemarketing laws. Your leads' data is processed solely to deliver your campaigns — we do not use it for our own marketing.
- Quality & Safety: To review conversation logs for accuracy, bias detection, and to improve AI model responses.
- Legal Compliance: To fulfil our obligations under GDPR, CCPA, and other applicable data protection laws.
- Analytics: To understand how our website is used and improve our content and services.
We never sell your personal data to third parties for advertising purposes.
§AI & Automated Processing
Our services are powered by large language models (LLMs) and speech-to-text/text-to-speech systems provided by third-party AI providers (including but not limited to OpenAI and Twilio). When you or your customers interact with our AI agents, the following applies:
- Conversations may be processed by our AI providers under their own data processing agreements (DPAs), which we maintain with each provider.
- We minimise data sent to AI models — only the necessary context is passed per session.
- We do not use customer conversation data to train our AI models without explicit written consent.
- Automated decisions (e.g., lead qualification scores) are informational only. No legally significant automated decisions are made without human review.
- You may request a human review of any AI-generated output or automated assessment at any time.
Voice AI Notice: All phone calls handled by our Voice AI are disclosed to callers at the outset. Call recordings are retained for a limited period (see §Data Retention) and are accessible only to authorised personnel.
§Third-Party Services & Integrations
We integrate with various third-party platforms to deliver our services. Each provider operates under its own privacy policy and, where applicable, a DPA with Marik Agency.
| Provider | Purpose | Data Shared |
|---|---|---|
| OpenAI | LLM-powered chatbot responses | Conversation context (no PII by default) |
| Twilio | Voice AI telephony & SMS | Phone numbers, call audio, transcripts |
| Cal.com | Strategy call scheduling | Name, email, calendar slots |
| Stripe | Payment processing | Payment card data (tokenised) |
| HubSpot / Salesforce | CRM integration | Contact records you authorise |
| Zapier / Make | Workflow automation | Data you configure in workflows |
| Google Analytics | Website analytics | Anonymised usage data |
We will notify you if we add new sub-processors that materially affect how your data is handled.
§Data Retention
We retain different categories of data for different periods:
You may request early deletion of your data at any time (see §Your Rights).
§Your Rights (GDPR & CCPA)
Depending on your location, you have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you.
Right to Rectification
Correct inaccurate or incomplete information.
Right to Erasure
Request deletion of your data ("right to be forgotten").
Right to Restrict Processing
Limit how we use your data in certain circumstances.
Right to Data Portability
Receive your data in a machine-readable format.
Right to Object
Object to processing based on our legitimate interests.
Right to Opt-Out (CCPA)
California residents may opt out of the sale/sharing of personal information.
Right to Non-Discrimination
We will not penalise you for exercising your privacy rights.
To exercise any of these rights, email us at privacy@marikagency.com. We will respond within 30 days. We may need to verify your identity before processing your request.
§Security
We implement industry-standard security measures to protect your data:
- All data in transit is encrypted using TLS 1.3
- Data at rest is encrypted using AES-256
- Access to production data is restricted to authorised personnel via role-based access control (RBAC)
- We conduct regular security audits and penetration tests
- API keys and secrets are managed via secure secret management services (never stored in source code)
- All employees undergo data protection training annually
In the event of a data breach that affects your personal data, we will notify you within 72 hours as required by GDPR, and promptly as required by applicable US state laws.
§Children's Privacy
Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us at privacy@marikagency.com and we will promptly delete it.
§Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the “Last updated” date at the top of this page and, where appropriate, by email.
Your continued use of our services after the effective date of a revised policy constitutes your acceptance of the changes.
§Contact Us
For any privacy-related questions, requests, or complaints, please contact: