Privacy Policy

Overview

Agentman ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI agent platform and related services.

Information We Collect

Information You Provide

• Account information (name, email, business details)
• Payment information
• Practice data
• Customer service communications
• Agent configurations and customizations

Information Automatically Collected

• Usage data and analytics
• Log files and device information
• Cookies and tracking technologies
• Performance metrics
• API usage statistics

Conversation Data

We collect and store:

• Chat conversations between users and AI agents
• User inputs and queries
• Agent responses and actions
• Conversation metadata (timestamps, session info)
• Generated content and outputs

Conversation data is used to:

• Improve agent performance for the user
• Provide chat history access
• Debug and optimize services
• Generate analytics

Google API Data

Data obtained through Google APIs (including Gmail and Google Tasks) is used solely to provide and improve user-facing features of our application. Google user data is not used to train or improve AI/ML models, serve advertising, or for any purpose unrelated to delivering our services to you. Our use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

Retention and Access:

• Conversation history retention varies by plan type
• Refer to your subscription plan details for specific retention periods
• You can export your conversation data anytime within the retention period

Browser Extension

The Agentman browser extension is a companion to the Agentman desktop application. When you direct it to perform a task, it reads content from the browser tab(s) you choose — page structure and text, screenshots, and console or network activity needed to complete the task — and transmits that content only to the Agentman desktop app running locally on your own device (127.0.0.1). The extension itself does not send data to any remote server or third party, and it stores only local connection settings on your device. Any further processing of data you send to the desktop app is governed by the rest of this Privacy Policy. The extension reads page content only when you trigger an action, and never reads password-field values.

Phoneman

Phoneman is our AI phone receptionist. A business or practice (the "account holder") gives it a phone number; Phoneman answers calls to that number, takes messages and shows each call in the account holder's inbox. People who call a Phoneman number ("callers") have not signed up for Phoneman; the account holder decides to use it for their calls and is responsible for any notice or consent their callers need under applicable law.

Calls and Callers' Information

• Calls answered by the AI receptionist are transcribed as they happen. We keep the transcript, not an audio recording of the call.
• We keep the caller's and the called phone numbers, call times and the call details our carrier reports.
• From the transcript we create a summary, a priority and follow-up notes, including a name and callback number if the caller gives them, so the account holder can respond.
• When a call goes to voicemail, the voicemail is recorded as audio. Voicemail audio is kept for 30 days and then deleted.
• The AI receptionist tells callers at the start of each call that they are speaking with an AI assistant.

Service Providers for Phoneman

We use service providers to run Phoneman: a telephone carrier (phone numbers, calls, speech recognition, voicemail and mobile-number verification), text-to-speech providers (the receptionist's voice), AI model providers (answering calls and writing summaries), cloud hosting and storage, a mobile notification service, a product analytics provider and a payment processor. They process this information only to provide their services to us.

Retention and Deletion

• Call transcripts, summaries and inbox records are kept for auditing purposes. They are not deleted when an account is deleted.
• Voicemail audio is deleted 30 days after the call.
• Notification text on a device's notification list (caller name, number and a short preview) is removed from our servers within two hours.
• Account holders can delete their account in the app under Settings, Account, Delete account, or by following the steps at phone.agentman.ai/delete-account. Deleting an account removes the user's sign-in details and closes the workspaces they alone own; call records are kept for auditing, and billing records are kept as the law requires.
• If you called a Phoneman number and have a question about your information, email privacy@agentman.ai.

Mobile Apps

• The Phoneman apps use a notification token to send call alerts to your device. They do not access your microphone, contacts, camera or location, and they do not use an advertising identifier.
• To verify a mobile number for the Free plan we send a one-time code to it; we keep only a one-way hash of the number, not the number itself.

Product Analytics

In the Phoneman web and mobile apps we record how the app is used, such as which screens are opened, which setup steps are completed and which plan is chosen, through our analytics provider. These records are linked to your Agentman account by an internal identifier and to your workspace; they do not include your name, email address or phone number.

• They do not include call transcripts, voicemails, messages, caller details or anything you type into the app
• Our analytics provider also receives the IP address of the device using the app and the approximate location (city and region) derived from it, which we use for security and audit purposes
• We use these records to understand and improve the product; we do not use them for advertising, and we do not sell them
• Medical practice workspaces are not included in product analytics

Text Messaging (SMS)

If you agree to receive text messages from Agentman, we use your mobile number to send the messages you agreed to, such as replies to your questions, appointment confirmations and reminders, and links to forms you asked for. You agree either by texting our number first, or by saying yes when our AI receptionist asks, during a call, whether it may text you. We keep a record of that consent: the phone number and the date and time you gave it.

• We do not sell, rent or share your mobile number, or your text-messaging opt-in and consent, with third parties or affiliates for their marketing or promotional purposes. We share them only with the service providers that deliver our text messages, such as our telephone carrier, and only to send the messages you asked for.
• Message frequency varies. Message and data rates may apply.
• You can opt out at any time by replying STOP. Reply START to opt back in.
• For help, reply HELP or email contact@agentman.ai.
• When a business or practice uses Agentman to text its own customers or patients, that business is responsible for getting their consent, and its own privacy policy also applies to those messages.

See the Text Messaging (SMS) terms for the full program terms.

How We Use Your Information

• Provide and maintain our services
• Process transactions
• Improve and personalize your experience with our services
• Analyze usage patterns
• Send service updates
• Respond to support requests
• Prevent fraud and abuse

HIPAA Compliance

Agentman is built for HIPAA. Our ISO 27001 and SOC 2 audits are underway. We maintain administrative, physical, and technical safeguards required under the Health Insurance Portability and Accountability Act (HIPAA) to protect Protected Health Information (PHI).

Business Associate Agreements (BAAs)

We execute Business Associate Agreements with all covered entities and subcontractors before accessing, processing, or storing PHI. Our BAAs outline the permitted uses and disclosures of PHI, breach notification obligations, and the safeguards we maintain.

Protected Health Information (PHI) Handling

• PHI is encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Access to PHI is restricted to authorized personnel on a minimum-necessary basis
• All PHI access is logged and auditable
• PHI is never used for marketing, analytics, or model training
• PHI is retained only as long as required by the applicable BAA and applicable law, and is securely disposed of thereafter

Healthcare-Specific Data Protections

• Role-based access controls (RBAC) scoped to individual practice and user level
• Complete audit trails for every agent action involving patient data
• Breach notification procedures compliant with HIPAA Breach Notification Rule (45 CFR Part 164, Subpart D)
• Regular HIPAA risk assessments and remediation
• Workforce training on PHI handling and privacy practices
• Dedicated security incident response for healthcare data

Data Storage and Security

We implement industry-standard security measures to protect your information:

• Encryption in transit and at rest
• Regular security audits
• Access controls
• Secure data centers
• Incident response procedures

Data Sharing and Disclosure

We may share your information with:

• Service providers and partners
• Legal authorities when required by law
• Third parties with your explicit consent
• Affiliated companies as part of our services

We do not sell your personal information.

Your Rights and Choices

You have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Opt-out of marketing communications
• Export your data
• Restrict processing of your information

Children's Privacy

Our services are not intended for users under 16. We do not knowingly collect information from children.

International Data Transfers

We may transfer data internationally with appropriate safeguards and compliance with applicable laws.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through our platform.

Contact Us

For privacy-related questions or concerns:
Email: privacy@agentman.ai
Address: San Francisco, CA, USA

California Privacy Rights

California residents have additional rights under CCPA. Contact us for more information about exercising these rights.