Privacy Policy

1. Who we are and what this policy covers

Hazir Minds, LLC ("HazirMinds," "we," "us") is an AI solutions partner based in North Carolina, USA. This policy explains how we collect, use and protect personal information when you visit hazirminds.ai, contact us, book a call, or talk with the AI assistant on our website.

When we work for our clients

We build and run AI receptionists, websites, chat and messaging tools for businesses and organizations (our "clients"). When you call, text or chat with one of our clients through a system we run for them, that client decides how your information is used, and its own privacy policy applies. We process that information only on the client's behalf and under a written agreement with them. If you have questions about that information, please contact the business you were dealing with. We'll help them respond.

2. Information we collect

Contact and booking forms

Name, business name, email, phone, role, and what you tell us about your needs

Our website AI chat and voice assistant

What you type or say, contact details you share, and a transcript of the conversation

Calls, emails and texts with us

Your contact details, messages, and call notes or recordings where we tell you a call is recorded

Automatically, when you browse

IP address, browser and device type, pages visited, referring site and approximate location (city or region), through cookies and similar tools

From others

Contact details from people who refer you to us, or from our sales representatives who met you

We don't ask for sensitive information such as health, financial account or government ID numbers through our website. Please don't share them in forms or chat.

3. How we use it

• To answer your questions and schedule calls
• To prepare proposals and provide services you ask for
• To send you information you request, and occasional updates you can opt out of at any time
• To run, secure and improve our website, including preventing spam and abuse
• To comply with law and enforce our terms

We don't use your website conversations or messages to train AI models that serve other companies.

4. Cookies and analytics

We use cookies that are needed for the website to work, and may use analytics tools to understand how visitors use the site, such as which pages are popular. [List tools in use, e.g. Google Analytics.] You can block or delete cookies in your browser settings; the site will still work, though some features may not. [If advertising pixels are added: describe them and offer an opt-out.]

5. How we share information

We share personal information only:

• With service providers that help us run our business, such as website hosting, email, scheduling, customer relationship management, telephony and AI processing. They may use it only to provide services to us, under contracts that require them to protect it.
• With our sales representatives, who are bound by confidentiality, when they are helping you as a prospective client.
• For legal reasons, when required by law, or to protect our rights, users or the public.
• In a business transfer, if HazirMinds is involved in a merger or sale, under the same protections.

We don't sell or rent personal information, and we don't share it for cross-context advertising.

6. AI assistant on our website

Our website assistant is an AI, not a person. It answers from information we have approved and passes your request to our team when needed. Conversations are processed by our AI model providers under terms that don't allow them to use the content to train their models, and transcripts are stored in our systems so we can follow up. How we use AI

7. Calls and text messages

If you give us your phone number and agree to receive texts, we use it to reply to you and send related messages. Message frequency varies, and message and data rates may apply. Reply STOP to opt out or HELP for help. We don't sell or share your mobile number or text-messaging consent with third parties for their marketing.

8. How long we keep information

We keep prospect and contact information for as long as we have an active conversation with you and for up to 3 years after our last contact, unless you ask us to delete it sooner. Client records are kept for the length of our contract plus the time the law requires for tax and business records. Website analytics data is kept in summary form.

9. Security

We protect information with encryption in transit and at rest, access controls, multi-factor authentication and monitoring, and we host data in the United States. No system is perfectly secure, but we work to protect your information and will notify you if a breach affects you, as the law requires. Security & Trust

10. Your choices and rights

You can ask us to:

• Tell you what personal information we hold about you and give you a copy
• Correct or delete it
• Stop sending you marketing emails or texts

Depending on where you live, you may have additional rights under state law. We honor these requests for everyone, whatever state you live in. Email contact@hazirminds.ai with the subject "Privacy request." We'll confirm your identity and respond within 30 days. We won't treat you differently for making a request.

11. Children

Our website and services are for businesses and adults. We don't knowingly collect information from children under 13. If you think a child has given us information, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. We'll post the new version here with a new effective date, and tell you directly if the changes are significant.

13. Contact us