Privacy Policy

1. Who we are

The controller of the account, billing and usage data described here is MW Marketing Partners LLC, 30 N Gould St #45421, Sheridan, WY 82801, United States. For any privacy request write to mwmarketingpartners@outlook.it.

2. Controller and processor

As controller. For the data of agency accounts and of their team members, billing data and data on the use of the Service, we are the controller.

As processor. For the leads and contacts of the agency’s clients, their calls, recordings and transcripts, the agency is the controller and we are its processor: we process these data on its behalf and on its instructions, under the data processing agreement in the Terms of Service. The agency needs a legal basis for each call and must inform its leads.

3. Data we process

• Account: name and email of the owner of the agency account and of the team members. Passwords are handled by our login provider and stored only in hashed form.
• Agency: agency name, language, settings, agents and prompts, and the credentials of the services you connect (Retell, Twilio, GoHighLevel, OpenAI), stored encrypted.
• Billing: billing name, country and VAT number, the version of the terms you accepted and when, the Stripe identifiers, card brand and last four digits, invoices and charges. Full card data is handled by Stripe only.
• Leads and contacts: what reaches us from your clients’ CRM or your workflows: name, phone number, email, the custom fields you send, appointments, and the messages and notes of the contact read from GoHighLevel.
• Calls: date, duration, numbers, outcome and analysis, transcripts and recordings.
• Support: the messages you write in the support chat or send by email to our support team, the replies of the assistant and of our team, your feedback on the answers and, when you report a problem, its technical context: the page, the browser, the app version and the recent errors shown in the browser.
• Technical logs: IP address and browser data in the server logs, error reports, and the log of the actions made in the console.

4. Why we use the data and on what legal basis

• To provide the Service and bill it, under our contract with the agency.
• To answer your support requests and fix the problems you report, also with the help of AI models, under our contract with the agency.
• To keep the Service secure, prevent abuse and fix errors, based on our legitimate interest.
• To keep invoices and accounting records, as the law requires.
• To handle leads, calls, recordings and transcripts, only to carry out the agency’s instructions.

We do not sell personal data and we do not use it for advertising.

5. How long we keep the data

• Audio recordings of the calls: for the period set by the agency, which is 90 days after the call by default; the agency can choose between 7 and 3650 days, or no limit. A daily job deletes the older ones. Only the audio is deleted this way.
• Leads, contacts, call history, transcripts and call analysis: kept with the leads for as long as the agency uses the Service, or until it asks for their deletion, which we carry out within 30 days. They are not deleted automatically when the account closes.
• Messages and notes read from GoHighLevel: 180 days.
• Log of the agency’s actions in the console: 365 days.
• Support conversations (the support chat with the assistant’s answers, and the emails exchanged with our support team): each message is deleted 365 days after it was written; your browser keeps the open chat conversation for 24 hours.
• Log of the assistant’s answers and of your ratings, which we use to improve the guides: 180 days.
• Problem reports and proposals you send from the support chat, with their technical context: deleted 365 days after they are closed (fixed and notified to you, or rejected). Questions our guides could not answer, which we use to improve the Help Center: deleted 365 days after they were last asked.
• Technical traces of the agents’ tools: 30 days. Reminders of past appointments: 90 days.
• Log of the emails sent by the platform (recipient address, subject and outcome of the send, never the text): 180 days.
• Platform logs and billing data: for as long as accounting, tax and security obligations require, with no automatic limit.

Retell, Twilio and GoHighLevel keep their own copies in the agency’s accounts with them, under the settings of those accounts.

6. Providers that process data for us

We use the following providers. Retell, Twilio and GoHighLevel, and OpenAI for writing prompts, work through the agency’s own accounts. We inform agencies by email before adding a new provider.

Anthropic receives only what the support work needs: the messages of the support chat, the Help Center excerpts used for an answer and, for a problem report, its technical context (page, browser, app version, recent errors shown in the browser). We never send it passwords or the credentials of the services you connect; please do not write them in the chat either.

GitHub receives the technical description of the problems reported, without personal data, and, when we enable them, the results of read-only diagnostic checks on our database, which it keeps for at most 1 day.

We may also disclose data when the law requires it, or to the buyer of our business, who remains bound by this policy.

7. Transfers outside the European Union

Not all data stay in the European Union. Our database, login, file storage and application functions run in the EU, in Ireland (Dublin region). Some providers may process data in the USA: Retell, Twilio, OpenAI, Anthropic, GitHub, Stripe, Resend, Sentry, Upstash and GoHighLevel. We are a US company as well.

These transfers rely on adequate safeguards, such as the EU Standard Contractual Clauses or, for certified providers, the EU-US Data Privacy Framework.

8. Security

Data travels encrypted (HTTPS). The credentials of the connected services are stored encrypted. Each agency sees only its own data, a separation enforced also inside the database, and access to the console follows the roles you assign. Our support can open an agency only in read-only mode.

If a breach affects your data, we inform you without undue delay, and the authorities as the law requires.

9. Cookies and browser storage

We use only technical cookies, needed for the Service to work. There are no analytics or advertising cookies, so the site shows no cookie banner.

• Login session (Supabase Auth): keeps you signed in to the platform.
• Language (NEXT_LOCALE): remembers the language of the site for the browser session.
• Support access: used only by our staff while viewing an agency in read-only mode.

In the platform the browser also stores the colour theme you choose and the open support chat conversation (for 24 hours).

10. Your rights

Depending on where you live, you can ask to access your data, correct it, delete it, restrict or object to its processing, and receive it in a portable format. You can also complain to your data protection authority.

Write to mwmarketingpartners@outlook.it: we answer within 30 days and may ask you to confirm your identity.

If you are a lead called by an agency, contact that agency first: it is the controller of your data, and we help it answer.

11. Minors

The Service is meant for businesses and not for people under 18.

12. Changes to this policy

We may update this policy. The version and the date at the top change with it, and we inform agencies of material changes by email at least 30 days before they take effect.

13. Contact

MW Marketing Partners LLC, 30 N Gould St #45421, Sheridan, WY 82801, United States. Email: mwmarketingpartners@outlook.it.