Privacy Policy

Last Updated: August 1, 2025

This Privacy Policy describes how Agency Hero LLC (“Agency Hero,” “we,” “us,” or “our”) collects, uses, stores, and discloses information when you use our software-as-a-service platform (the “Service”).

By using the Service, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect the following types of information to operate and improve the Service:

  • User Account Information: Name, email address, phone number, organization and team details, role, timezone, working hours, and skills.
  • Authentication and Access Data: Passwords (hashed), JWT tokens, API keys, OAuth tokens.
  • Meeting and Communication Data: Meeting metadata (titles, dates, attendees, durations), transcripts, audio/video recordings, and AI-generated summaries or outputs.
  • Chat and Assistant Interactions: User prompts and conversation history with LLMs, AI agents, and assistants; workflow outputs and task execution data.
  • Third-Party Integration Data: Data from connected platforms such as CRMs, calendars, and project management tools, pulled or written via direct APIs or through MCP (Model Context Protocol).
  • Uploaded and Embedded Content: Files submitted by users, workspace-level knowledge base entries, vectorized content for AI search.
  • Billing and Administrative Information: Payment details, billing contact information, subscription status and activity.
  • Usage and Technical Data: Log data, browser/device metadata, session identifiers, API activity, rate limiting data, and quota usage.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide the Service’s core functionality including transcription, analysis, automation, and assistant interactions.
  • To personalize your experience and suggest relevant actions or data.
  • To integrate and sync with third-party tools as configured by you.
  • To support AI-powered workflows, content generation, and task execution.
  • To process payments and manage account subscriptions.
  • To provide customer support and respond to inquiries.
  • To monitor system performance and ensure service reliability.
  • To improve our product using anonymized, aggregated data.
  • To detect misuse and secure the Service.

3. Third-Party Integrations

We integrate with third-party services to power key features of the Service. These integrations may allow us to both retrieve data from and write data to external platforms based on your configuration and use of workflows, automations, or assistant actions.

Third-party integrations may include:

  • Video conferencing tools (e.g., Zoom, Google Meet, Microsoft Teams) for meeting data and recordings.
  • Calendars for scheduling and event syncing.
  • CRM, project management, and productivity tools for reading and writing data tied to tasks, contacts, and records.
  • Language model providers for AI responses and content generation.
  • Cloud infrastructure providers for hosting and processing data.
  • MCP (Model Context Protocol) for securely injecting relevant third-party data into AI workflows and chat sessions.

You are responsible for managing the third-party services you connect. Their use of your data is governed by their own privacy policies.

4. AI and Automated Processing

Agency Hero uses artificial intelligence to process your data and assist your workflow. This includes:

  • Transcribing and summarizing meetings
  • Generating tasks and suggested content
  • Interpreting prompts and returning AI outputs
  • Running context-aware workflows via autonomous agents
  • Retrieving and referencing information from chat history, documents, and integrations

AI-generated outputs are based on context and system logic. While we strive for accuracy, you are responsible for reviewing the results and should not rely on them as legal, medical, or financial advice.

5. Data Storage and Security

Your data is stored in a secure, multi-tenant infrastructure hosted on AWS. We use a combination of storage systems, including:

  • AWS S3: Transcripts, recordings, and file uploads
  • AWS PostgreSQL & DynamoDB: Structured metadata and user records
  • Redis: Caching and session handling
  • Vector databases: Document embeddings and searchable content

Security measures include encryption in transit and at rest, access control, tenant isolation, and webhook verification. While no system is perfectly secure, we implement reasonable safeguards to protect your information.

6. Data Retention and Deletion

We retain your data as long as your account is active and as needed to operate the Service.

Upon request or termination, your data will be deleted in accordance with our internal retention policies. You may contact support@agencyhero.ai to request data deletion, export, or correction.

7. Your Rights and Choices

While we do not currently operate under GDPR, CCPA, or HIPAA frameworks, we voluntarily offer the following rights:

  • Access: Request a copy of your data
  • Export: Request a manual export of your content and records
  • Delete: Request permanent deletion of your data
  • Correct: Request updates to incorrect information

To exercise any of these rights, email us at support@agencyhero.ai. We may ask for account verification before fulfilling your request.

8. Cookies and Tracking

We use cookies and tracking technologies to:

  • Enable secure login and account access
  • Track user behavior and improve the product
  • Analyze site usage and performance
  • Serve relevant advertising via third-party platforms such as Google, LinkedIn, or Meta

Some of these cookies are managed by third-party platforms and may track your activity across sites. You may control cookie use via your browser settings or the cookie banner on our website. Disabling cookies may limit functionality.

9. Children’s Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect information from children under 18. If we discover that such data was submitted, we will promptly delete it and disable the account.

10. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will notify users through the Service or via email. Continued use of the Service after such updates constitutes acceptance of the new policy.

11. International Use and GDPR

The Service is operated from the United States and is not intended for use by individuals or entities in jurisdictions that require GDPR compliance. We do not knowingly collect data from users in the EU or EEA.

12. Contact Us

If you have questions or concerns about this Privacy Policy or your data, please contact us:

  • Email: support@agencyhero.ai
  • Agency Hero LLC, Illinois, USA

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