Introduction

This Privacy Policy explains how Machine Minds (“Machine Minds”, “we”, “us”, or “our”) collects, uses, discloses, and protects your personal data when you visit our website https://machineminds.work, engage with our AI-powered services, or use any of our web-based or mobile platforms, including our AI agents, workflow automation tools, and chatbot applications. Machine Minds is a data controller under the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and is responsible for ensuring your personal data is processed lawfully, fairly, and transparently.

 

2. What We Do

Machine Minds develops and deploys:

• AI agents for inbound and outbound cold calling
• Workflow automation systems for businesses
• Web development solutions (custom websites, web apps)
• AI-powered chatbot assistants for support and engagement

Our services often interact with end-users and clients on their behalf. Any personal data collected via these services is handled with strict confidentiality and security.

 

3. What Personal Data We Collect

We may collect the following categories of personal data:

• Contact information: name, phone number, email address
• Business information: company name, role/title
• Technical data: IP address, browser type, operating system, device identifiers
• Interaction data: call recordings (where permitted), chatbot transcripts, communication logs
• Usage data: how users interact with our Website and services
• Marketing preferences and consent records

 

4. How We Collect Your Data

We collect data:

• Directly from you when you submit forms or interact with our Website or services
• Automatically through cookies, analytics tools, and web tracking
• From our business clients when we act on their behalf (e.g., through AI agents or bots)
• From publicly available or third-party sources where permitted

 

5. Legal Basis for Processing

We rely on the following legal bases:

• Contractual necessity: to provide services you’ve requested
• Consent: for marketing, call recording, and chatbot interactions
• Legal obligation: compliance with regulatory requirements
• Legitimate interest: improving services, securing systems, supporting client operations

 

6. How We Use Your Data

We process your data to:

• Provide and optimize AI calling agents and chatbots
• Manage customer relationships and respond to inquiries
• Analyze call/chat data to enhance service quality
• Perform technical operations and monitor system security
• Send service updates, newsletters (if subscribed), and event invitations
• Customize user experience and develop new features

 

7. Call and Chat Data

When using our AI agents or chatbots, we may collect:

• Call recordings or chatbot conversation logs
• Caller metadata (e.g., phone number, call duration, call time)

These are used for service performance analysis, training AI models, and providing insights to our clients—always under applicable consent and data protection laws.

 

8. Data Sharing and Disclosure

We do not sell your personal data. We may share your data with:

• Service providers (e.g., hosting, analytics, communication platforms)
• Our clients, if we are processing data on their behalf
• Authorities when required by law
• Potential buyers, in the event of a merger or acquisition
• With your consent or as legally permitted

All third-party processors are under strict data protection agreements.

 

9. Data Retention

We retain personal data:

• For 5 years for contractual/service-based records
• Until consent is withdrawn (e.g., marketing data)
• As required by law or regulatory obligations
• 36 months for website analytics and tracking logs
• Up to 12 months for call/chat recordings (unless longer storage is requested by the client and permitted by law)

 

10. International Transfers

Where we transfer personal data outside the European Economic Area (EEA), we use appropriate safeguards such as:

• European Commission’s Standard Contractual Clauses (SCCs)
• Adequacy decisions
• Binding corporate rules or explicit user consent

 

11. Your Rights

You have the right to:

• Access your data
• Correct inaccurate information
• Request deletion or restrict processing
• Object to processing (especially for marketing)
• Data portability
• Withdraw consent at any time
• File a complaint with a supervisory authority

To exercise any rights, contact us at [email protected]

 

12. Security Measures

We implement technical and organizational measures to secure your data:

• SSL encryption
• Secure access control
• Regular audits and risk assessments
• Limited access on a need-to-know basis

 

13. Children’s Privacy

Our Website and services are not intended for individuals under the age of 16. If we become aware of such data, it will be deleted immediately.

 

14. Use of Cookies and Analytics

We use cookies, tracking pixels, and analytics tools like Google Analytics to understand user behavior, improve performance, and personalize content. You can manage your preferences via your browser or our cookie banner. See our Cookie Policy for more details.

 

15. Third-Party Links

Our Website may contain links to external sites. Machine Minds is not responsible for their privacy practices. We recommend reviewing their policies before providing any personal information.

 

16. Changes to This Policy

We may revise this Privacy Policy periodically. Updates will be posted here with the “Last Modified” date. We encourage you to review it regularly.