Aijency

Privacy Policy

Effective date: 9 April 2026  |  Last updated: 10 April 2026

1. Who We Are

Aijency is an AI-powered meeting booking and lead qualification platform operating under Australian law. Contact: info@aijency.ai

2. Information We Collect

Information you provide directly

• Name, email address, company name, and phone number provided during conversations with Eva
• Meeting preferences, availability, and scheduling details
• Account registration information for Tenant administrators

Information collected automatically

• Conversation transcripts stored persistently and synced to the Tenant’s CRM
• Session identifiers (visitor ID stored in browser local storage)
• Domain and page context from the site where the widget is embedded

Information from third-party integrations

• Calendar availability from Google Calendar
• Contact and CRM data from HubSpot
• Meeting details from Zoom

3. How We Use Your Information

• Operate the AI agent and facilitate meeting bookings
• Qualify leads on behalf of Tenants based on BANT criteria
• Send calendar invitations and Zoom meeting links
• Sync lead and meeting data to the Tenant’s connected CRM
• Improve the accuracy and performance of our AI agent
• Comply with legal obligations

We do not sell your personal information to third parties or use visitor data for advertising.

4. Lawful Basis for Processing (GDPR)

• Legitimate interests — qualifying inbound sales leads and scheduling meetings
• Contract performance — fulfilling a meeting booking requested by the visitor
• Legal obligation — where required by applicable law

5. Third-Party Integrations

Zoom — Aijency uses the meeting:write:meeting scope to create scheduled meetings. See zoom.us/privacy.

HubSpot — Aijency uses scopes crm.objects.contacts.write, crm.objects.contacts.read, crm.schemas.contacts.read, and crm.objects.deals.write. See legal.hubspot.com/privacy-policy.

Google Calendar — Aijency uses scopes calendar.events, calendar.readonly, openid, and userinfo.email. See policies.google.com/privacy.

Anthropic Claude API — Conversation transcripts are processed to power Eva’s responses. See anthropic.com/privacy.

6. Data Storage and Security

• All data stored in Supabase (PostgreSQL), ap-southeast-2 (Sydney, Australia)
• AES-256-GCM encryption for all OAuth tokens at rest
• Row-level security enforced at the database level
• HTTPS enforced on all connections
• OAuth 2.0 with PKCE for all integrations

7. Data Retention

Data is retained while your account is active. Upon termination, data is deleted within 30 days of your written request to info@aijency.ai.

8. Your Rights

You may have rights under the Australian Privacy Act 1988, GDPR, or other applicable laws to access, correct, or delete your personal information. Contact info@aijency.ai. We will respond within 30 days.

9. Cookies and Local Storage

The widget stores a single visitor identifier (aijency_vid) in browser local storage — a randomly generated UUID not used for cross-site tracking.

10. Contact

Aijency
Sydney, New South Wales, Australia
Email: info@aijency.ai