Privacy Policy

1. Who We Are

Systemifai is an AI automation company located in Westminster, Maryland. We build custom AI systems for service businesses — including roofing, HVAC, plumbing, electrical, and solar contractors — operating primarily across the Baltimore-Washington corridor. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you interact with our website, contact us by phone or SMS, or engage us for services.

Contact:
Systemifai
Westminster, Maryland
Email: hello@systemifai.com
Phone / SMS: (443) 233-0124
Website: systemifai.com

2. Information We Collect

We collect personal information through the following channels:

• Contact and booking forms: Name, email address, phone number, business name, and the nature of your inquiry when you submit a form on our website.
• Live chat: Messages and contact details you provide through our website chat widget.
• Phone calls: Your phone number, the content of your call, and any information you share verbally. Calls may be recorded — see Section 5.
• SMS messages: Your phone number and the content of text messages sent to (443) 233-0124.
• Website analytics: Pages visited, time on site, browser type, IP address, and referring URLs, collected automatically through HubSpot tracking.
• Appointment booking: Scheduling details and availability preferences when you book a consultation through our calendar system.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide requested services
• Schedule and confirm consultations
• Send you information about Systemifai services relevant to your business
• Improve our AI systems, workflows, and response quality
• Analyze website traffic and optimize our web presence
• Comply with legal obligations
• Prevent fraud and maintain the security of our systems

4. AI Processing of Your Communications

Systemifai uses artificial intelligence to process and respond to communications across multiple channels. Specifically:

• Website chat and SMS: Messages may be processed by AI models operated by Anthropic (Claude) to generate responses. Your messages are transmitted to Anthropic's API for this purpose and are subject to Anthropic's data processing terms.
• Phone calls: Calls may be handled or transcribed by AI voice systems (Vapi) and subsequently analyzed to generate summaries, identify follow-up actions, or improve service delivery.
• Wearable AI transcription: If you participate in a consultation where a wearable AI recorder is in use (such as an Omi device), conversations may be transcribed and analyzed to generate proposals, meeting summaries, or briefing documents.

AI-generated responses are not a substitute for professional legal, financial, or technical advice. We review AI outputs and take responsibility for the services we deliver, but no AI system is infallible. See our Terms of Service for additional disclaimers.

5. Call Recording and Maryland Consent Law

Maryland is an all-party consent stateunder the Maryland Wiretapping and Electronic Surveillance Act (Md. Code, Courts & Judicial Proceedings, Section 10-402). This means that all parties to a telephone conversation must consent before the call may be lawfully recorded.

When you call or are called by Systemifai at (443) 233-0124, you will hear a disclosure at the start of the call notifying you that the call may be recorded for quality assurance and AI processing purposes. By continuing the call after this disclosure, you provide your consent to recording.

If you do not wish for your call to be recorded, you may request at any time that recording be stopped, and we will accommodate that request to the extent practicable.

Call recordings and transcripts are used to improve our AI systems, generate follow-up materials, and maintain accurate records of service commitments.

6. SMS Communications

When you send a text message to (443) 233-0124, you are communicating with an AI-assisted messaging system. Your message will be processed automatically, and you may receive an AI-generated reply.

• Message and data rates may apply depending on your carrier plan.
• Text STOP at any time to opt out of automated SMS responses.
• Text HELP for assistance or contact us at hello@systemifai.com.
• SMS opt-out requests are honored immediately. You may still receive a final confirmation message.

SMS messages are transmitted through Twilio's messaging infrastructure. Message content may be processed by AI models for the purpose of generating responses. We do not share your phone number with third parties for marketing purposes.

7. Third-Party Service Providers

We share personal information with the following service providers solely to operate our business. Each provider is contractually bound to use your data only as directed by us and in accordance with applicable privacy laws:

8. Website Analytics and Tracking

Our website uses HubSpot's tracking pixel and analytics tools to collect data about how visitors interact with our site. This includes pages visited, session duration, clicks, form submissions, and approximate geographic location based on IP address. This data helps us understand how prospective clients find us and which content is most useful.

HubSpot may set cookies on your browser to enable this tracking. If you prefer not to be tracked, you may disable cookies in your browser settings or use a browser extension that blocks tracking scripts. Note that disabling cookies may affect certain site functionality.

9. Data Retention

We retain personal information for as long as necessary to:

• Fulfill the purposes described in this policy
• Comply with legal, tax, and accounting obligations
• Resolve disputes and enforce our agreements

Typically, contact and lead records are retained for up to 3 years after the last interaction. Call recordings and transcripts are retained for up to 1 year. If you request deletion of your data, we will fulfill that request within 30 days, subject to any legal retention requirements.

10. Your Rights and Choices

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate information
• Delete your personal information (subject to legal retention requirements)
• Opt out of marketing communications at any time
• Object to certain processing activities

To exercise any of these rights, contact us at hello@systemifai.com. We will respond within 30 days.

11. We Do Not Sell Your Data

Systemifai does not sell, rent, or trade your personal information to third parties for their own marketing or commercial purposes. We share data only with the service providers listed in Section 7, and only to the extent necessary to operate our business and serve you.

12. Data Security

We implement reasonable technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission (TLS/HTTPS), access controls, and use of reputable third-party infrastructure providers.

No method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we take our responsibility to protect your data seriously and will notify affected individuals promptly in the event of a data breach as required by law.

13. Children's Privacy

Our services are intended for business owners and professionals. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has submitted information to us, please contact us and we will delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time as our services or legal requirements change. We will post the updated policy on this page with a revised effective date. For material changes, we will make reasonable efforts to notify affected individuals directly. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

15. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

See also: Terms of Service