Privacy Policy

MaiTeams is operated by MAITEAMS LLC ("MaiTeams", "we", "us", "our"), 2107 Lionel Dr, Melbourne, FL 32940, USA. This policy explains how we handle personal information when you:

• visit maiteams.com or any page we host;
• use the MaiTeams web platform, our APIs, or our mobile apps (including MaiTeams Messenger and the Sage app);
• talk to us, request a demo, or sign up for texts from us.

We handle personal information in two different roles, and this policy treats them separately.

• Our own information (we decide how it is used). Information about our account holders, website visitors, people who ask us for a demo, and anyone who contacts us. For this information we are the "business" (US state laws) or the "controller" (EU and UK law).
• Customer Data (we process it for our customers). Businesses use MaiTeams to work with their own contacts: leads, customers, callers, text recipients, email recipients, website visitors and video recipients. For that information the business is in charge, and we act as its "service provider" or "processor". We use Customer Data only to provide MaiTeams to that business, as our agreement with it allows. Section 3 explains what this covers.

If you are a contact of a business that uses MaiTeams, that business's own privacy policy governs how it uses your information. Please send requests about your data to that business. If you contact us instead, we will pass your request to the business or tell you how to reach it.

We do not collect precise device location, and we do not ask account holders for health information.

When a business uses MaiTeams, it may store or collect the following about its own contacts. We process it only on that business's instructions.

• Contacts and CRM records: names, emails, phone numbers, addresses, company details, notes, tasks, deal information and activity history. These are imported by the business, entered by its team, captured by its forms, or added from connected tools.
• Phone calls with AI voice agents: a business may use an AI voice agent to answer or place calls. Depending on the business's settings, calls may be recorded and transcribed, and an AI may summarize the call and note details the caller shares, such as the reason for calling and appointment information. We do not automatically extract health or medical details from calls. The business is responsible for telling callers about recording and for getting any consent the law requires.
• Text messages: message content, phone numbers, delivery status, and each contact's texting consent and opt-out history.
• Emails: emails the business sends and receives through MaiTeams. If the business turns on tracking, this includes whether an email was opened or a link clicked, with the time, device type and approximate location.
• Landing pages and forms: what a visitor submits, plus the IP address, browser, the page and campaign they came from, and the exact consent wording shown to them. A business may also add its own analytics or advertising tags to its pages.
• Personalized videos: the recipient's name, company and website (we take a screenshot of the website to show in the video), and whether and where the video was watched.
• Business contact information from data providers: when a business asks MaiTeams to find or verify business contacts, we retrieve business contact details (such as work email, job title, company and professional profile) from data providers and public sources for that business.

We do not use Customer Data for our own marketing, we do not sell it, and we do not combine one customer's data with another's to build a shared database.

We do not make decisions based only on automated processing that have legal or similarly significant effects on you. Features such as lead scoring and draft suggestions are aids for people to review.

MaiTeams uses AI models from third-party providers to write text, answer questions, summarize calls, generate images, video and speech, transcribe audio, and power the Sage assistant.

What we send to AI providers

Only what is needed for the task you ask for:

• your prompts and content;
• the records Sage reads when you ask it to act on them;
• call transcripts, when a business uses call summaries;
• the text of incoming emails, to spot out-of-office replies in email sequences;
• images, video and audio you provide for media features.

Who they are

We reach many models through OpenRouter, including models from Anthropic, OpenAI, Google, xAI, Alibaba (Qwen) and Perplexity. We also use:

• OpenAI, Google (Gemini) and Anthropic directly;
• Fal.ai, which runs image and video models including Google Veo, Kling, MiniMax, Wan and Luma;
• Cartesia and ElevenLabs for speech and voice cloning;
• Deepgram and OpenAI Whisper for transcription;
• open-source models we run on Modal for lip-sync and speech.

No training on your data

We do not use your content or Customer Data to train AI models. We choose settings and agreements that stop our AI providers from using it to train theirs, and they may keep it only as long as they need to provide the service and prevent abuse. We do not use personal information to train large language models.

Data from connected Google accounts (Gmail, Google Calendar) is never used to train AI models (Section 9).

AI output can be wrong

Review AI-generated content before you rely on it or send it.

Some MaiTeams features use a real person's appearance or voice:

• personalized videos, which re-voice and lip-sync a recording of you for each recipient;
• reference photos, which keep a real person's look in AI images and video;
• presenter avatars made with our partner HeyGen;
• AI voice agents.

This section explains how we handle that material. It applies to the person whose likeness is used, as well as to the account that uploads it.

6.1 Whose likeness may be used

You may upload only your own face or voice, or those of someone who has given you permission to create and use their likeness this way. We ask you to confirm this before you upload, and for a voice clone we ask for a short recorded consent statement in that person's own voice. Permission covers the account that obtained it and cannot be transferred.

6.2 What we collect

• The photos, video and voice recordings you upload.
• The consent confirmation and recording.
• The results we create from them: a voice model kept by our voice provider (Cartesia, or ElevenLabs as a backup), processed video, and a short written description of a reference photo that helps AI models keep the likeness consistent.
• For a HeyGen presenter, only the identifiers of the look and voice. The look itself is created and kept in the business's own HeyGen account.

We do not create face or voice templates to identify people, and we do not use this material to recognize anyone.

6.3 How we use it

Only to create the videos, images, voices and avatars you ask for, and to show that consent was given. We never use it to train AI models, and never to create a likeness of anyone else.

6.4 Sharing and no sale

We never sell, rent, lease or trade anyone's likeness, voice or any biometric information, and we never profit from it except by providing the features the account uses. It is shared only with the providers that process it for us: Cartesia, ElevenLabs, Modal, Fal.ai, Google, OpenAI, OpenRouter and HeyGen, under terms limiting them to that purpose. It may also be disclosed when the law requires it.

6.5 Storage and security

Likeness material is stored privately. It can be viewed only by the account that owns it and through links we create for the videos you choose to share.

6.6 Deletion and retention

You can delete a voice, video template or reference photo at any time in MaiTeams. When you do, we delete the files and ask our providers to delete their copies, including the voice model, within 30 days.

• If a voice, video template or reference photo of a person goes unused for 12 months, we delete it, and we tell you first.
• A HeyGen presenter look linked to a team member that goes unused for 12 months is unlinked from MaiTeams, and we tell them first. The look stays in the business's own HeyGen account, where the business can delete it.
• The consent record is kept for as long as the likeness exists, plus the time the law requires us to prove consent.
• Videos you have already sent to recipients stay available until you delete them or they expire.

6.7 Prohibited uses

You must not use MaiTeams to create or share a likeness of someone without their permission, or to impersonate anyone. You must not use it:

• to deceive people about elections or public officials;
• to create sexual content or any content involving minors;
• to make fake endorsements;
• to commit fraud.

We may remove content and suspend accounts that break these rules. Report misuse to privacy@maiteams.com.

6.8 Labelling

Where the law requires, AI-generated video, images and speech must be disclosed as AI-generated, and businesses that use MaiTeams must disclose AI-generated or synthetic people in their content, including advertising. We are adding machine-readable labels to AI-generated media.

6.9 AI voice agents

A business that uses an AI voice agent must make sure the agent says it is an AI and that the call may be recorded, and must get any consent the law requires. That includes consent for calls using an artificial voice, and all-party consent to recording in the states that require it. Before our own demo calls, we tell you that an AI assistant will call you and that the call may be recorded.

6.10 State-specific rights

Residents of Illinois, Texas, Colorado, Washington and other states with biometric or health-data laws have the rights those laws give. You may ask us at privacy@maiteams.com to delete your likeness or voice at any time, even if someone else uploaded it. We will act on the request after checking it.

Messages from MaiTeams

• If you opt in on maiteams.com (on our contact form or when you request a demo), MaiTeams may text you about your inquiry and your demo, customer care, and MaiTeams news and offers.
• If you use MaiTeams and turn on text alerts in your notification settings, we text you account alerts, such as a new voicemail.
• Message frequency varies.
• Message and data rates may apply.
• Reply STOP to opt out, or HELP for help.
• Consent to receive texts is not a condition of any purchase.
• Our texting terms are in our Terms of Service.

When you opt in, we keep a record of your number, the wording you agreed to, and when and from where (IP address) you agreed, to show that you consented.

Messages from businesses that use MaiTeams

Texts from a business that uses MaiTeams come from that business. Its own terms and privacy policy apply, and you can reply STOP to that business at any time. We process these messages as its service provider and never use your number or your consent for our own marketing.

Mobile information is never shared for marketing

• We do not sell, rent or share mobile phone numbers, text-messaging opt-in data or consent with any third party or affiliate for marketing or promotional purposes, by any method of transfer.
• We disclose them only to the vendors that deliver messages for us, such as our messaging platform (Telnyx) and the mobile carriers, and only so the messages can be delivered.
• All the categories of sharing described elsewhere in this policy exclude text-messaging originator opt-in data and consent. That information will not be shared with any third parties.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share personal information only as follows. The text-message exclusion in Section 7 applies to all of it.

• With your organization. Admins and members of your MaiTeams organization can see the information you create or share there, as their role allows. In a franchise, the franchisor's administrators may see information in their franchise locations' accounts, as the franchise's MaiTeams set-up allows.
• With service providers, who process information for us under contracts that limit them to that purpose:
  • Hosting and infrastructure: Vercel, Supabase (on Amazon Web Services), Railway, Upstash, LiveKit, Modal.
  • Messaging and calls: Telnyx; Resend (email); Google Pub/Sub (Gmail notifications); Retell (legacy voice agents and older call recordings).
  • AI: see Section 5.
  • Payments: Stripe.
  • Scheduling: Calendly (demo bookings).
  • Analytics, monitoring and security: PostHog, Sentry, New Relic, Google Analytics, Google reCAPTCHA.
  • Maps, search and data: Google Maps, Places and Custom Search; DataForSEO; Brave Search; Bright Data; Apify; Apollo; Lusha; Hunter; FullEnrich; Perplexity.
  • Video: HeyGen, Sendspark.
• With connected services, at your direction: when you publish to social networks, sync calendars or email, or connect other tools (Section 9).
• For legal reasons: to comply with law or valid legal process, to protect rights and safety, and to enforce our terms. We will tell you when the law allows us to.
• In a business transfer: if MaiTeams is merged, acquired or sells assets, subject to this policy.
• With your consent.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

When you connect another service, we access only what you authorize, and only to provide the feature you asked for. You can disconnect at any time in MaiTeams. When you do, we delete the stored access tokens straight away and revoke our access where the service allows it. You can also revoke access in the other service's own settings.

Social publishing and analytics

• Meta (Facebook, Instagram, Threads), X, LinkedIn, TikTok, YouTube, Pinterest, Bluesky and Reddit.
• What we access: profile details, pages and accounts you manage, content you publish through MaiTeams, and performance analytics.
• Why: to publish on your behalf and show you results.
• For X and Reddit, we delete the related data we hold within 24 hours of your disconnecting or asking us.
• For YouTube, disconnecting in MaiTeams deletes our access tokens, and we delete the related data within 24 hours. If you remove our access in your Google account settings instead, we delete it within 30 days. We keep YouTube video data for no more than 30 days.

Meta

You can ask us to delete data we received from Meta at any time:

• remove MaiTeams in your Facebook settings (Settings & privacy › Settings › Apps and websites) and select Send request. Meta then sends us a deletion request, and you can follow its progress at the status link Meta gives you;
• or email privacy@maiteams.com.

YouTube

MaiTeams uses YouTube API Services. By connecting YouTube, you agree to the YouTube Terms of Service, and the Google Privacy Policy also applies. You can revoke MaiTeams' access at any time on Google's security settings page, myaccount.google.com/permissions. Questions: privacy@maiteams.com.

Google (Gmail, Google Calendar, Google Ads)

• Gmail: we read and send email to show your conversations with leads and to send email from the CRM. We keep only messages that match a contact in your CRM.
• Google Calendar: we read and manage events for scheduling and booking.
• Google Ads: we read your campaigns and their Analytics data to report performance.

MaiTeams' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data to develop, improve or train generalized AI or machine-learning models, we do not sell it, and we do not use it for advertising.

Microsoft Outlook Calendar

We access your profile details and the calendars you authorize, to sync events and check your availability. We do not access your mail, contacts, files or chats. You can also revoke access at account.live.com/consent/Manage.

Other tools

HubSpot, kvCORE and Cal.com, to import and sync the records and bookings you choose.

Snapchat

The Snapchat connection has been retired. We delete remaining Snapchat data on request.

We use cookies, browser storage and similar tools. Our Cookie Policy lists each one.

• Essential: signing in, security (including a check that remembers a trusted device for multi-factor sign-in), fraud prevention and reCAPTCHA, error reports, remembering your preferences, and payments (Stripe).
• Analytics and performance: Google Analytics; PostHog, for product analytics and session replay (replays mask everything you type and all text on screen); New Relic and Sentry, for performance monitoring.
• Not on business pages. We do not place our own analytics on the landing pages businesses publish with MaiTeams. Those businesses may add their own tags, under their own policies.

Your choices. In the EU, the EEA, the UK and Switzerland, we use analytics cookies only with your consent, and you can change your choice at any time with the Cookie settings link at the bottom of every page. Elsewhere, you can turn analytics off the same way. We treat a Global Privacy Control signal from your browser as a request to opt out of any sale or sharing, and Google Analytics then stays off in that browser. We do not otherwise respond to "Do Not Track" signals.

We keep information for the periods below, then delete or de-identify it. Texting consent and opt-out records have no fixed age-based deletion deadline; we keep them after an opt-out to document consent and honor opt-outs.

We protect information with:

• encryption in transit and at rest;
• access controls that separate each organization's data;
• multi-factor sign-in;
• monitoring;
• vendor contracts.

No system is perfectly secure. If a breach affects your information, we will notify you and the authorities as the law requires. As a service provider, we will tell the affected business without undue delay.

MaiTeams is based in the United States. Our main systems run in the United States; some background processing runs in the European Union. Our providers may process information in other countries.

When we transfer personal information out of the EEA, the UK or Switzerland, we rely on the European Commission's Standard Contractual Clauses, the UK Addendum, or another lawful mechanism. Contact us for a copy of the safeguards.

Depending on where you live, you may have the right to:

• know what personal information we hold about you and get a copy, including in a portable format;
• correct it;
• delete it;
• opt out of its sale or sharing, targeted advertising, or profiling (we do none of these);
• limit the use of sensitive personal information;
• withdraw consent at any time;
• object to processing, including direct marketing at any time, and restrict it;
• not be treated differently for using these rights.

How to make a request

• Email privacy@maiteams.com, or use your account settings where available.
• We will confirm your identity using information we already hold.
• You may use an authorized agent; we may ask for proof of their authority.
• We respond within the time the law allows: usually 45 days in the US and one month in the EEA and UK.

Appeals and complaints

• If we refuse your request, you can appeal by replying to our decision. We will answer within the time your state's law requires.
• If you are not satisfied, you may complain to your state attorney general or your data protection authority.
• UK residents may first raise a complaint with us at privacy@maiteams.com, and we will handle it under our complaints procedure.

Contacts of our customers should send requests to the business that holds their information (Section 1).

California

• In the past 12 months we collected these categories of personal information: identifiers; customer records; commercial information; internet and network activity; approximate geolocation derived from IP address; audio and visual information (voice and video you provide); professional information; sensitive personal information, limited to account login credentials, government identifiers some sole proprietors provide for texting registration, and the likeness material in Section 6; and inferences (Sage memory).
• We collected them from the sources and for the purposes in Sections 2 to 4, and disclosed them to the categories of service providers in Section 8.
• We did not sell or share personal information.
• We use sensitive personal information only for the purposes the law permits.
• We do not knowingly sell or share the personal information of anyone under 16.
• We do not disclose personal information to third parties for their own direct marketing.

Other states

• Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana and the other states with comprehensive privacy laws have the rights in Section 14, including the right to appeal.
• We do not sell personal data, including sensitive or biometric data, and we do not process personal data for targeted advertising.
• We do not use personal data to train large language models.

• Controller: MAITEAMS LLC is the controller of the information in Section 2, and the processor of Customer Data.
• UK representative: GDPR Local Ltd, 1st Floor Front Suite, 27-29 North Street, Brighton BN1 1EB, United Kingdom; contact@gdprlocal.com.
• Privacy contact: privacy@maiteams.com.
• You have the rights in Section 14 and may complain to your supervisory authority.

MaiTeams is for businesses and is not directed at children. You must be at least 18 to use it. We do not knowingly collect personal information from children under 13 (or under 16 in the EEA and UK). If we learn we have, we delete it.

We review this policy at least once a year. If we make a material change, we will notify account holders by email or in MaiTeams before it takes effect, and update the date above. We will not use personal information for a materially new purpose, such as AI training, without asking first. Previous versions are available on request.

• MAITEAMS LLC, 2107 Lionel Dr, Melbourne, FL 32940, USA
• Email: privacy@maiteams.com