Privacy Policy

Whitmore AI, Inc (the "Company") is committed to maintaining robust privacy protections for its users. Our Privacy Policy ("Privacy Policy") is designed to help you understand how we collect, use and safeguard the information you provide to us and to assist you in making informed decisions when using our Service.

For purposes of this Agreement:

• "Site" refers to the Company's website at https://heywhitmore.ai. The Company trades as Whitmore; Whitmore AI, Inc is the legal entity behind it.
• "Service" refers to the Company's AI consulting, implementation, training, and managed operations services, together with the Whitmore software platform where a client engagement includes it.
• "we," "us," and "our" refer to the Company.
• "You" refers to you, as a visitor to our Site or a user of our Service.

By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use (found at https://heywhitmore.ai/terms), and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

I. Information We Collect

We collect "Non-Personal Information" and "Personal Information." Non-Personal Information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit and preferences that are generated based on the data you submit, and number of clicks. Personal Information includes your name, email address, phone number (when you provide one), business name, business website, and any information you submit when you book a call, make an enquiry, or engage us for services.

1. Information collected via Technology

You do not need to submit any Personal Information to browse the Site. In an effort to improve the quality of the Site, we track information provided to us by your browser when you view or use it, such as the website you came from (known as the "referring URL"), the type of browser you use, the device from which you connected, the time and date of access, and other information that does not personally identify you. We may track this information using cookies, or small text files which include an anonymous unique identifier. Cookies are sent to a user's browser from our servers and are stored on the user's device. For example, the Company may use cookies to collect the following information:

• Page views, time on page, and click paths (for site analytics)
• Referring URL, UTM parameters, and source-attribution metadata
• Device, browser, and screen-size class (so we can render the right responsive layout)

The Company may use both persistent and session cookies; persistent cookies remain on your device after you close your session and until you delete them, while session cookies expire when you close your browser.

The Site embeds a third-party scheduling tool so that you can book a call with us. When you interact with that embed, the scheduling provider receives the information you enter and processes it under its own privacy policy in addition to this one.

2. Information you provide us directly

When you book a call, submit an enquiry, or correspond with us, you provide information such as your name, email address, phone number, business name, and a description of what you are trying to accomplish. By providing it, you authorize us to collect, store and use that information in accordance with this Privacy Policy.

The Site itself does not offer user accounts or self-serve signup. If your engagement with us includes access to the Whitmore software platform, the account you create there — and the business data you or your integrations put into it — is governed by this Privacy Policy together with the separate agreement covering that engagement. Where you connect third-party services (for example Google Calendar, Meta, or other integrations) to a Whitmore platform account, we collect and store the access tokens, scopes, and metadata necessary to operate those integrations on your behalf, plus the data those services return when we call them on your authorization. We do not access more data than the scopes you grant.

3. Children's Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at eugene@heywhitmore.ai.

II. How We Use and Share Information

Personal Information

Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share for marketing purposes your Personal Information with third parties without your consent. We do share Personal Information with vendors who are performing services for the Company — for example:

• Scheduling providers — receive the contact details you enter when booking a call
• Email delivery providers (transactional email, notifications) — receive your email address and the message contents we ask them to deliver
• SMS / voice carriers and aggregators (e.g., Twilio) — receive your phone number and the message or call content we ask them to deliver
• AI / large-language-model providers (e.g., Anthropic) — receive prompts and supporting context so the AI can generate a response. See Section II.A for more detail on AI processing.
• Cloud infrastructure providers (e.g., Vercel) — host and serve the Site and Service
• Analytics and error-monitoring providers — receive Non-Personal usage and error data; minimized Personal Information where unavoidable

Those vendors use your Personal Information only at our direction and in accordance with our Privacy Policy and their own privacy commitments. We pick vendors with appropriate data-handling commitments (BAAs / DPAs where applicable).

In general, the Personal Information you provide to us is used to help us communicate with you and deliver the Service. For example, we use Personal Information to respond to enquiries, schedule and conduct calls, deliver the consulting and implementation work you have engaged us for, provide support, and send the email, SMS, or voice messages you have asked for or consented to receive.

We may share Personal Information with outside parties if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable legal process or enforceable governmental request; to enforce applicable Terms of Use, including investigation of potential violations; address fraud, security or technical concerns; or to protect against harm to the rights, property, or safety of our users or the public as required or permitted by law.

II.A. SMS, Voice, and AI-Handled Communications

This section describes the data we collect and process when you communicate with us by SMS, voice, or any AI-handled channel.

Mobile information sharing. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, and is never sold, rented, or otherwise transferred to lead generators. Information sharing to subcontractors in support services, such as customer service and messaging delivery, is permitted; all other use-case categories exclude text messaging originator opt-in data and consent.

What we collect:

• Phone numbers that you provide for SMS, voice calls, or related channels
• Message and call content — the text of SMS messages you send and receive, transcripts of voice calls, voice audio recordings where consented, and metadata (timestamps, message direction, duration, channel)
• AI processing artifacts — the prompts, system instructions, retrieved context, tool-call parameters, and AI-generated responses produced when AI handles a communication

How we use it:

• Operate the Service. Deliver SMS and voice as instructed, route inbound messages, generate responses to enquiries, and transcribe voice for accessibility and search.
• Improve the Service. Aggregated and de-identified message data may be used to improve prompts, response quality, evaluation suites, and features.
• Quality, training, and debugging. Recordings and transcripts may be reviewed by Company personnel or AI systems for quality assurance, troubleshooting, fraud prevention, and product improvement.
• AI provider processing. Prompts and supporting context are sent to our AI providers (e.g., Anthropic) for inference. Per provider policy, this data is processed only to generate the response and is not used by the AI provider to train their models without explicit additional consent.

Recordings and transcripts:

Voice and SMS communications with Company may be recorded and/or transcribed. By initiating contact through SMS or voice with Company you acknowledge and consent to recording and transcription. If you are calling or messaging from a jurisdiction that requires two-party consent for recording (such as California, Florida, Illinois, Massachusetts, Pennsylvania, and Washington), your continued use of the messaging channel after this notice constitutes that consent.

AI-assisted communications:

Some communications you receive from Company may be generated, drafted, or partially handled by an AI agent. By initiating contact through SMS or voice you acknowledge and consent to AI-assisted handling of those communications.

Opt-out from AI training / improvement use:

You may opt out of having your messages, transcripts, or AI-processing artifacts used in aggregated form for product improvement by emailing eugene@heywhitmore.ai with subject "Opt out of AI improvement use." Opting out does not affect the operation of the Service for you.

Retention:

• Active conversation data is retained for as long as the relationship is active or for the period needed to provide the Service.
• On closure of the relationship, we delete your Personal Information and conversation history within 90 days, except where retention is required by law (e.g., financial records, dispute resolution).
• Aggregated / de-identified data may be retained beyond that point since it cannot be linked back to you.

Client vs. end-user distinction (important):

If you are a Company client using the Whitmore platform to communicate with your end-users (for example, an AI receptionist responding to your customers via SMS), the privacy and consent obligations to those end-users are governed by the separate agreement between you and Company, and by the laws and carrier rules applicable to your business. You are responsible for: (1) obtaining lawful consent from your own end-users before initiating SMS or voice communications through the platform on your behalf, (2) maintaining your own privacy policy that covers your customers' interactions with you, and (3) honoring any opt-out requests your end-users make. Company stores and processes the resulting data on your behalf as your service provider.

Non-Personal Information

In general, we use Non-Personal Information to help us improve the Service and customize the user experience. We also aggregate Non-Personal Information in order to track trends and analyze use patterns on the Site. This Privacy Policy does not limit in any way our use or disclosure of Non-Personal Information and we reserve the right to use and disclose such Non-Personal Information to our partners and other third parties at our discretion.

In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your Personal Information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to process your Personal Information as set forth in this Privacy Policy. If our information practices change at any time in the future, we will post the policy changes to the Site so that you may opt out of the new information practices. We suggest that you check the Site periodically if you are concerned about how your information is used.

III. How We Protect Information

We implement security measures designed to protect your information from unauthorized access, including encryption in transit (TLS), encryption at rest for sensitive fields, row-level security on multi-tenant data, scoped third-party access tokens, regular dependency patching, and audit logging. However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such measures. By using our Service, you acknowledge that you understand and agree to assume these risks.

If we discover a security incident affecting your Personal Information, we will notify affected users in accordance with applicable law.

IV. Your Rights Regarding the Use of Your Personal Information

You have the right at any time to prevent us from contacting you for marketing purposes. When we send a promotional communication, you can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional email, or by replying STOP to any SMS message. Please note that notwithstanding the promotional preferences you indicate, we may continue to send you administrative messages including, for example, periodic updates to our Privacy Policy or notifications relating to an active engagement.

You also have the right to:

• Access your Personal Information held by us — request a copy via eugene@heywhitmore.ai
• Correct inaccurate Personal Information — contact eugene@heywhitmore.ai
• Delete your Personal Information — request deletion via eugene@heywhitmore.ai; we will complete deletion within 90 days subject to legal retention obligations
• Opt out of AI improvement aggregation — see Section II.A
• Export your data — request a portable export via eugene@heywhitmore.ai

If you are a resident of California, Virginia, Colorado, Connecticut, Utah, or another jurisdiction with a comprehensive privacy law, you may have additional rights under those laws. Contact us at eugene@heywhitmore.ai to exercise them.

V. Links to Other Websites

The Site may provide links to or compatibility with other websites or applications. We are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. We encourage you to read the privacy statements of other websites before proceeding to use them.

VI. Changes to Our Privacy Policy

The Company reserves the right to change this policy and our Terms of Use at any time. We will notify you of significant changes by sending a notice to the primary email address you have provided us or by placing a prominent notice on the Site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check this page for updates.

VII. Contact Us

If you have any questions regarding this Privacy Policy or the practices of this Site, please contact us:

• Whitmore AI, Inc
• 1789 Birdhaven Ln, Wendell, North Carolina 27591
• Telephone: (732) 343-2823
• Email: eugene@heywhitmore.ai