1. Overview
Complete AI IT Services ("Provider," "we," "us," or "our"), operating at completeaiitservices.ai and based in Pleasanton, California, provides AI integration architecture, private Retrieval-Augmented Generation (RAG), n8n orchestration, and intelligent automation services.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, contact us, subscribe to updates, book a call, or engage us as a client. By using our website or services, you agree to this Policy. If you do not agree, please do not use our website or services.
2. Roles: Website Visitors vs. Client Data
Website / marketing visitors: For information you submit through our site (contact forms, newsletter signup, Calendly bookings), we generally act as a "business" / data controller.
Client engagement data: When we design, host, or operate automations, knowledge bases, or AI systems for your business, we typically process Client Content (documents, CRM records, emails, receipts, operational data) as a service provider / processor on your instructions. You remain the controller of that Client Content and are responsible for lawful collection and authorization to process it.
3. Information We Collect
3.1 Information you provide
- Contact and identity details (name, email, phone, company, role).
- Inquiry content, project descriptions, preferred services, and meeting details.
- Newsletter or subscription email addresses.
- Billing and contracting details when you become a client (invoices, payment references—card data is handled by payment processors if used; we do not store full payment card numbers).
3.2 Client Content (service delivery)
Depending on the engagement, Client Content may include PDFs and knowledge-base documents, Airtable or CRM records, emails, receipts/invoices, screen recordings for process audits, operational logs, and similar business materials you authorize us to process for AI automation and RAG systems.
3.3 Automatically collected information
- Device and browser information, IP address, approximate location derived from IP, pages viewed, referring URLs, and timestamps.
- Cookies, local storage, and similar technologies used for site functionality, security, preferences, and (if enabled) analytics.
We do not knowingly collect personal information from children under 16. If you believe we have received such information, contact us and we will delete it.
4. How We Use Information
- Respond to inquiries, schedule consultations, and provide customer support.
- Deliver contracted AI architecture, n8n workflows, RAG assistants, audits, and managed retainers (including bi-weekly logic audits).
- Operate, secure, troubleshoot, and improve our website and service delivery.
- Send service-related communications; send marketing only where permitted (you may unsubscribe at any time).
- Comply with legal obligations, enforce agreements, and protect rights, safety, and security.
5. AI Systems, RAG & Model Training
Our solutions may process Client Content through orchestration platforms (e.g., n8n), large language model APIs (e.g., OpenAI), and vector databases (e.g., Pinecone) to retrieve grounded answers and automate workflows.
- No training of public foundation models on your Client Content by us: We design engagements to use API configurations and provider terms that do not permit your proprietary Client Content to be used to train public foundation models, where such options are available under the provider's then-current terms.
- Platform accounts & Billing Options: Under Option A (Direct Pass-Through), Clients maintain their own accounts for third-party AI and data platforms (e.g., OpenAI, Pinecone) so primary data residency, billing, and access controls remain under Client control. Under Option B (Flat-Rate Retainer), Provider may operate hosting, vector databases, and API usage on Client's behalf within the all-inclusive retainer and fair-use limits stated in the SOW; Client Content is still processed only to deliver the contracted services and is not used by us to train public foundation models.
- QA practices: We apply QA validation and bi-weekly logic audits (execution logs, retrieval accuracy, prompt tuning) to reduce hallucinations and drift—these practices improve reliability but do not eliminate all AI error risk.
Provider terms for OpenAI, Pinecone, and similar vendors may change. We will reasonably align configurations with our privacy commitments, but Clients should also review those vendors' privacy policies and data-processing terms.
6. Cookies & Similar Technologies
We may use essential cookies required for site operation and security, and optional cookies or analytics tools to understand traffic and improve the experience. You can control cookies through your browser settings. Disabling certain cookies may limit site functionality.
7. How We Share Information
We do not sell personal information. We may share information with:
- Service providers / subprocessors that help us operate (hosting, email, scheduling such as Calendly, analytics, payment processors, AI/API providers you authorize for your engagement).
- Professional advisors (legal, accounting) under confidentiality obligations when reasonably necessary.
- Legal / safety disclosures when required by law, regulation, legal process, or to protect rights, property, or safety.
- Business transfers in connection with a merger, acquisition, or asset sale, subject to appropriate confidentiality protections.
8. Data Retention
We retain personal information only as long as needed for the purposes described in this Policy, to fulfill contracts, resolve disputes, enforce agreements, and meet legal, tax, and accounting requirements. Client Content retention periods are set by the engagement agreement and Client instructions; upon termination we will delete or return Client Content as agreed, except where retention is required by law or for legitimate backup/security archives for a limited period.
9. Security
We implement administrative, technical, and organizational measures appropriate to the nature of AI automation services, including access controls, secure orchestration practices, QA validation before go-live, and ongoing logic audits. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.
10. International Transfers
We are based in the United States. If you access our website or services from outside the U.S., your information may be processed in the United States or other locations where we or our providers operate. Where required, we use appropriate safeguards for cross-border transfers.
11. Your Privacy Rights
11.1 California (CCPA/CPRA)
If you are a California resident, you may have rights to know/access, delete, correct, and opt out of certain sharing of personal information, and to non-discrimination for exercising those rights. We do not sell personal information and do not share it for cross-context behavioral advertising as those terms are commonly defined. To exercise rights, email info@completeaiitservices.ai with the subject line "California Privacy Request." We will verify your request as required by law.
11.2 Other jurisdictions
Depending on your location (including the EEA/UK), you may have rights to access, rectify, erase, restrict, or object to processing, and to data portability. Where we process Client Content as a processor, please contact your organization (the controller) first; we will assist Clients in responding to valid data-subject requests related to Client Content.
12. Client Responsibilities
Clients are responsible for:
- Ensuring they have lawful rights to provide Client Content (including PDFs, CRM/Airtable records, emails, receipts, and screen recordings) for processing.
- Under Option A, configuring and securing their third-party accounts (OpenAI, Pinecone, CRMs, accounting tools, etc.) and complying with those vendors' terms; under Option B, reviewing SOW fair-use limits and promptly notifying us of access or data-handling concerns.
- Not submitting special-category or highly regulated data unless expressly agreed in writing and supported by appropriate controls.
- Keeping source knowledge bases accurate and current to reduce incorrect AI outputs.
13. Third-Party Links & Services
Our website may link to third-party sites or embed third-party tools (e.g., scheduling). Their privacy practices are governed by their own policies. We are not responsible for third-party practices outside our control.
14. Changes to This Policy
We may update this Privacy Policy from time to time. The "Effective" date above will be revised when changes are posted. Continued use of the website or services after updates constitutes acceptance of the revised Policy, except where additional consent is required by law.
15. Contact Us
Complete AI IT Services
Pleasanton, California
Website: https://completeaiitservices.ai
Email: info@completeaiitservices.ai
For privacy requests, include enough detail for us to verify and respond. This Policy is provided for transparency and is not legal advice.