Privacy Policy

1. Introduction

Summary: Who we are, what we do, and what this policy covers.

Welcome to Baykscloud Consultants. We are an AI Workforce Solutions Agency specializing in building and managing AI Employees for small and medium businesses, with a focus on med spas and aesthetic clinics. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (baykscloudconsultants.io) or use our services. Please read this policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

2. Information We Collect

Summary: What data we collect directly from you, what we collect automatically, and what we explicitly do not collect.

A. Information you provide directly:

• Name, email address, phone number, and business name.
• Business information provided specifically for AI agent training.
• Payment information. (Note: Payments are processed by a third-party payment processor; Baykscloud never stores full credit card details).
• Communications with our team via email or phone.

B. Information collected automatically:

• Website analytics, including pages visited, time on site, device type, and browser type.
• IP address.
• Cookie and tracking data.
• Call recordings, subject to disclosed consent at the start of every call.

C. Information we do NOT collect:

• Protected Health Information (PHI) beyond basic appointment scheduling data.
• Social Security Numbers.
• Credit card numbers (handled exclusively by our payment processor).
• Medical records or treatment history of any kind.
• Information from anyone under 18 years of age.

3. How We Use Your Information

Summary: We use your data to run your AI agents and improve our services, but we never sell it.

We use the information we collect for the following purposes:

• To build, customize, and operate your AI agents.
• To communicate with you regarding your services and account.
• To send relevant business communications (with your consent).
• To improve our website, services, and agent performance.
• To comply with legal obligations.

We do NOT sell your personal information to third parties. Furthermore, we do NOT use your business information to train general AI models outside of your specific, customized agent.

4. How We Share Your Information

Summary: We only share data with essential service providers under strict agreements or when legally required.

We may share your information in the following situations:

• Service Providers: We share data with trusted partners (such as our CRM platform, telephony providers, and payment processors) strictly under data processing agreements.
• Legal Requirements: When required by law, subpoena, or other valid legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, with advance notice provided to our clients.

We never sell personal data to advertisers or data brokers under any circumstances.

5. Call Recording Disclosure

Summary: We record calls for quality assurance, compliant with Florida's two-party consent law.

Calls to and from Baykscloud AI agents may be recorded. All callers are notified of this at the start of every call to maintain compliance with the Florida Two-Party Consent Law. These recordings are retained for a maximum of 2 years and then securely deleted. Recordings are used exclusively for quality assurance, training, and dispute resolution.

6. SMS and Text Communications

Summary: We follow TCPA rules for texting. You can opt out anytime.

We are fully TCPA compliant. Express written consent is required before we send any marketing texts. Message frequency varies based on your service engagement. Message and data rates may apply. You may opt out at any time by replying STOP to any message. For assistance, reply HELP or email us at info@baykscloudconsultants.io. SMS consent is never shared with third parties.

7. Email Communications

Summary: We follow CAN-SPAM rules. You can unsubscribe easily.

Our email practices are CAN-SPAM compliant at all times. An unsubscribe link is included in every marketing email we send. We never use deceptive subject lines. Unsubscribe requests are processed and honored within 10 business days.

8. Cookies and Tracking

Summary: We use cookies to make our site work and understand our traffic.

We use essential, analytics, and marketing cookies. Cookie consent is presented on your first website visit. You may opt out of non-essential cookies through your browser settings or our consent banner. We utilize third-party analytics services to help us understand how users engage with our site.

9. HIPAA and Healthcare Data

Summary: We act as a Business Associate for covered entities and handle appointment data securely.

Baykscloud acts as a Business Associate for our covered entity clients. Appointment scheduling data is handled strictly under a signed Business Associate Agreement (BAA). We never use Protected Health Information (PHI) for any purpose beyond the specific services described in the BAA. We maintain breach notification procedures in accordance with HIPAA requirements. All med spa clients must execute a BAA before services begin.

10. Data Retention

Summary: How long we keep your data before securely deleting it.

• Client Business Data: Retained for the duration of the service plus 2 years.
• Call Recordings: Retained for a maximum of 2 years.
• Payment Records: Retained for 7 years per IRS requirements.
• Marketing Contact Data: Retained until an opt-out or deletion request is honored.

Upon termination of services, client data will be returned or securely deleted within 30 days upon request.

11. Your Rights

Summary: Your rights regarding your personal data, based on where you live.

All Users:

• Right to know what data we hold about you.
• Right to correct inaccurate data.
• Right to request deletion of your data.
• Right to opt out of all marketing communications.

California Residents (CCPA):

• Right to know categories of personal information collected.
• Right to delete personal information.
• Right to opt out of sale (Note: We do not sell data).
• Right to non-discrimination for exercising these rights.
• Submit requests to info@baykscloudconsultants.io.

EU and EEA Residents (GDPR):

• Legal basis for processing: Legitimate interest and contract performance.
• Right to data portability.
• Right to restrict processing.
• Right to lodge a complaint with a supervisory authority.
• Contact: info@baykscloudconsultants.io.

12. Data Security

Summary: We use strong security measures to protect your information.

We use industry-standard encryption for data in transit and at rest. Access controls limit data access to authorized personnel only. We conduct regular security assessments and maintain an incident response plan. Breach notifications will be issued within 72 hours per GDPR requirements and within 30 days per HIPAA requirements.

13. Children's Privacy

Summary: We do not collect data from children under 18.

Our services are not directed to anyone under the age of 18. We do not knowingly collect data from minors. If we discover that we have inadvertently collected data from a minor, we will delete it immediately.

14. Third-Party Links

Summary: We aren't responsible for other websites we might link to.

Our website may contain links to third-party sites. We are not responsible for their privacy practices. We encourage you to review their privacy policies independently before providing them with any personal information.

15. Changes to This Policy

Summary: We'll tell you if we make big changes to this policy.

We may update this Privacy Policy from time to time. Material changes will be communicated with 30 days notice. Your continued use of our services after notice constitutes acceptance of the updated terms. The "Last Updated" date will always be displayed at the top of this page.

16. Contact Us

Summary: How to reach us if you have questions.

If you have questions or comments about this Privacy Policy, please contact us at:

• Email: info@baykscloudconsultants.io
• Phone: 954-280-7711
• Website: baykscloudconsultants.io