Privacy Notice
Last Updated: September 1, 2026
AI Mind Systems ("AI Mind Systems", "we", "us" or "our") builds AI systems for a living, so we hold ourselves to the standard we sell: disclosed, minimal, and deletable. This Privacy Notice describes what personal information we collect from or receive about you, the ways in which we use it, how long we keep it, and how to have it corrected or deleted.
1.Who this notice covers
We collect and handle the personal information of the following categories of individuals:
- Visitors to our website, including anyone who uses the site's chat assistant or booking pages;
- Callers to our published phone line, and anyone who requests a callback;
- Prospective clients who request a report, scorecard, template, or demonstration page; and
- Clients, whose engagements are additionally governed by the written terms of their agreement with us.
2.The chat assistant
The chat on this site is an AI assistant — it says so before you type a word. Conversations are kept for 90 days so you can pick up where you left off on your device, then deleted automatically. Type "forget this chat" at any time and the conversation is deleted from our records immediately. To generate replies, messages are processed by Anthropic's Claude API; per Anthropic's commercial terms, API inputs and outputs are not used to train their models.
3.The phone line
Our published number, (707) 679-7200, is answered by our AI receptionist — the same system we build for clients. She tells you she's an AI and that the call is recorded and transcribed before recording begins; continuing the call is your consent. Recordings and transcripts exist so we can return your call properly, and are deleted on request. If you use a “Call me instead” box, we place one automated call to the number you enter — because you asked, disclosed and recorded the same way.
4.Forms, scorecards, and reports
When you request a report, run a scorecard, use the booking form, or ask for a template, we collect what you type — typically a name, email, and business name — and use it to send you the thing you asked for and to follow up about it. Scorecard pages also record anonymous funnel events (page viewed, quiz started, quiz finished) in our own database so we know which steps confuse people. We note how you found us (the link you arrived from) so we know what's worth doing more of.
5.What we deliberately don't do
- No advertising pixels, no third-party analytics, no cross-site tracking of any kind. What measurement exists is first-party and stays with us.
- No selling, renting, or sharing your information for anyone else's marketing. Ever.
- No visitor identification services — we know who you are when you tell us, not before.
- No training AI models on your data — ours or our providers'.
6.What your browser stores
A few small conveniences live only on your device: your chat conversation (so it survives a page reload), your acceptance of the chat notice, and how you arrived at the site (for the visit only). Clearing your browser's site data removes all of it.
7.The companies that help us run this
Like every modern website, we stand on a few service providers, each processing data only to provide their service: Vercel (hosting), Supabase (our database), Anthropic (AI replies), Retell AI and its telephony partners (the voice line), Google (fonts and the booking calendar), and Stripe (payments, if you buy something — card details go to Stripe, never to us). We also keep standard server logs (IP addresses) briefly, to stop abuse of our forms and chat.
8.How long we keep things
Chat conversations: 90 days, then deleted automatically. Call recordings and transcripts: only as long as needed to return your call and keep our records straight, and deleted on request. Contact details you give us through a form: for as long as we're in a live conversation with you or serving you as a client, after which they're removed — or immediately, whenever you ask.
9.How we protect it
Traffic to this site is encrypted in transit. The information described above lives with the established providers named in Section 7, behind their access controls and ours — and access on our side is limited to the people who actually need it, which, as a small firm, is a short list. No system is perfect, which is one more reason we collect little and delete early.
10.Your choices, honored without ceremony
Email connie@aimindsystems.com and we'll tell you what we have about you, correct it, or delete it — usually within a few days, and without making you fill out a form to earn it. We're a small California business and may sit under some laws' size thresholds; we honor these requests anyway, because it's the standard we'd want as your vendor. This site isn't directed at children under 13, and we don't knowingly collect their information.
11.When this notice changes
We'll update the date at the top and, for meaningful changes to the chat or voice line, re-show you the notice. Questions are welcome — ask a human, not the bot, if you prefer: connie@aimindsystems.com.
AI Mind Systems · California · connie@aimindsystems.com · (707) 679-7200