WintelAI, LLC ("WintelAI," "we," "us," or "our") respects your privacy. This policy explains how we collect, use, and protect information when you visit our website (wintelai.com) and when we provide AI agent services to your organization.
1. Information We Collect
Information you provide directly:
- Contact form submissions (name, email, company, industry, message)
- AI Opportunity Assessment submissions, including selected answers, generated report fields, lead score, contact details, organization, phone number, and notes if provided
- The website address you enter in the assessment, if any, and what we find on that public site (see Site Research)
- Automated follow-up calls you agree to by submitting the AI Opportunity Assessment with our automated-call notice shown, including the phone number you provided, call request status, and call activity details; if call recording or transcription is enabled, call audio, transcripts, summaries, and analysis may also be processed
- Scheduling information when you book a call through Calendly
- Emails and messages you send to info@wintelai.com
Information collected automatically:
- Standard web server logs (IP address, browser type, pages visited, timestamps)
- Cookies and similar technologies used for site functionality and analytics
- Security verification data processed by Cloudflare Turnstile to help prevent spam and abuse
- The time zone your browser reports, used to offer meeting times in your local time
Client data processed through our AI agent services:
- When you engage WintelAI to build and operate AI agents, our agents may access and process data within your WinTeam instance (employee records, schedules, job data, customer records, and related operational information) as necessary to perform the services described in your service agreement.
2. How We Use Your Information
Website data:
- To respond to your inquiries and schedule calls
- To generate and send your AI Opportunity Report
- To save assessment submissions for follow-up and internal review
- To place a follow-up call to the phone number you provided, using an AI voice assistant, after you submit the AI Opportunity Assessment with our automated-call notice shown
- To improve our website and understand how visitors use it
- To send follow-up communications you've requested
Client operational data:
- To operate AI agents on your behalf as defined in your service agreement
- To update WinTeam records, execute workflows, and generate reports as configured
- To maintain audit logs of all agent actions for your compliance and review
- To troubleshoot, improve, and support agent performance
3. Data Sharing
We do not sell your personal information or client operational data. We may share information with:
- Service providers who help us operate our website and deliver services (e.g., hosting, email, scheduling, CRM)
- HubSpot (our CRM) for storing website assessment and contact submissions as our lead capture record
- Retell AI for placing the automated follow-up calls you agree to by submitting the assessment with our automated-call notice shown, processing call context, and syncing call activity back to HubSpot
- Cal.com for booking a meeting during that follow-up call; it receives your name, email, and chosen time, and the meeting is added to our Google Calendar with a Google Meet link
- Vercel AI Gateway (which routes to Anthropic) to process your assessment answers and generate your AI Opportunity Report; this content is not used to train AI models
- Vercel KV (Upstash Redis) for temporarily storing your generated report and contact details so we can email and host your private report link
- Resend for sending AI Opportunity Report emails and internal assessment notifications
- Cloudflare Turnstile for security verification and spam prevention
- WinTeam / TEAM Software — our agents interact with WinTeam via its API on your behalf, under your authorization
- Legal requirements — if required by law, regulation, or valid legal process
4. Client Data Security
We take the security of your operational data seriously:
- AI agent access to WinTeam is scoped to the minimum permissions needed for the configured workflows
- All agent actions are logged with timestamps, inputs, and outcomes for auditability
- Data is transmitted over encrypted connections (TLS)
- We do not use your WinTeam data to train AI models or for any purpose outside your service agreement
- Access to client systems is restricted to authorized WintelAI personnel
5. Data Retention
Website data: Contact form submissions, assessment submissions, generated report fields, and related communications are retained for as long as needed to respond to your inquiry, maintain the business relationship, and review service fit, or until you request deletion.
Client operational data: Audit logs and agent activity records are retained as specified in your service agreement. Upon termination of services, we will delete or return your data in accordance with the agreement terms.
6. Site Research
When you enter your organization's website in the AI Opportunity Assessment, our automated reader (user agent WintelAI-Assessment) reads that site to tailor your report. While we test this feature, we may instead read the public website at the domain of the work email address you submit, in the same way, for our internal review only.
What we read:
- Up to six public pages of the website you enter, on that site only
- The site's robots.txt file, which we honor: if it asks automated readers not to visit, we don't
- The domain's public mail (MX) records, to tell which email platform it uses
What we don't: we never log in, submit forms, follow links to other websites, or collect people's names or other personal data from the pages. Page text is used only to describe how your organization works.
Retention: the research record (the pages read, the tools detected and the extracted profile) is kept for 24 hours. The extracted profile is also stored with your report for as long as the report is kept (7 days). Page text is processed by the Vercel AI Gateway, as for your report, and is not used to train AI models.
7. Cookies
Our website uses essential cookies for site functionality. We may also use analytics cookies to understand how visitors interact with our site. You can control cookie preferences through your browser settings.
8. Third-Party Services
Our website integrates with third-party services that have their own privacy policies:
- Calendly — for scheduling (Calendly Privacy Policy)
- HubSpot — our CRM, for lead capture and website analytics (HubSpot Privacy Policy)
- Retell AI — for the automated follow-up calls you agree to by submitting the assessment with our automated-call notice shown, call transcripts, summaries, and analytics when enabled (Retell AI Privacy Policy)
- Cal.com — for booking a meeting during that follow-up call; it receives your name, email, and chosen time, and the meeting is added to our Google Calendar with a Google Meet link (Cal.com Privacy Policy; Google Privacy Policy for Google Calendar and Google Meet)
- Vercel — for hosting, the AI Gateway that generates your report, and temporary report storage (Vercel Privacy Policy)
- Anthropic — the AI provider that generates your AI Opportunity Report (Anthropic Privacy Policy)
- Resend — for sending assessment report emails (Resend Privacy Policy)
- Cloudflare Turnstile — for security verification (Cloudflare Privacy Policy)
- Google Fonts — for typography (Google's privacy policy applies)
9. Your Rights
You may request to:
- Access the personal information we hold about you
- Correct inaccurate information
- Delete your personal information
- Opt out of marketing communications
To exercise any of these rights, contact us at the address below.
10. Changes to This Policy
We may update this privacy policy from time to time. We will post the revised version on this page with an updated effective date. Material changes will be communicated through our website.