Effective Date: September 1, 2025
We collect information you provide directly to us when you engage with our lead automation and operational systems. This includes contact information (name, email, phone number), business information (company name, industry, requirements), and lead data processed through our automation systems (enquiry details, conversation logs, timestamps, routing decisions).
We use the information we collect to provide and operate our lead intake, qualification, follow-up automation, and handoff systems. This includes capturing and routing inbound enquiries, executing automated follow-up sequences, prioritising high-intent leads, logging all actions and handoffs for accountability, and providing dashboard visibility and reporting.
All lead data, conversation logs, routing decisions, timestamps, and human handoffs are stored in our centralised database with full traceability. This auditability is mandatory for system integrity and allows clear visibility of what the system did and when humans were required to act.
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent. We may share information with service providers who assist in operating our systems (messaging platforms, database providers, hosting services), and when required by law. All integrations are selected for reliability and data security.
We implement industry-standard security measures to protect your information. This includes encryption, row-level security, access controls, and regular security assessments. Our systems are designed with observability and fail-safes—if it cannot be observed, it does not ship.
Our systems may communicate via WhatsApp, email, and SMS for lead engagement and follow-up. All messages are logged, AI responses are constrained within defined guardrails, and channel escalation follows predefined logic. Automated follow-ups stop automatically upon booking confirmation or human intervention.
Our AI systems operate within strict boundaries. AI executes predefined business logic only—it does not interpret intent, assess eligibility, or make decisions. AI never provides legal, financial, immigration, or professional advice. Any advisory questions are automatically deflected to human staff.
We retain your information for as long as necessary to provide our services, maintain audit trails, and comply with legal obligations. When we no longer need your information, we will securely delete or anonymise it in accordance with our data retention policies.
You have the right to access, update, or delete your personal information. You may opt out of automated follow-up communications at any time. To exercise these rights, please contact us using the information provided below.
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We may update this privacy policy from time to time. When we do, we will post the updated policy on this page and update the effective date. We encourage you to review this policy periodically.
If you have any questions about this privacy policy, please contact us at:
Email: yasin@refine-ai.io
Website: refine-ai.io