Privacy Policy
Last Updated: December 2025
1. Overview
AI3 LLC (“Ai3,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it in
accordance with this Privacy Policy (“Privacy Policy”).
This Privacy Policy explains how we collect, use, disclose, and protect your personal information
(“Personal Information”) when you:
• Visit our website at https://ai3academy.com or any other site that links to this Privacy
Policy
• Use our AI receptionist, automation, scheduling, or communication services
• Communicate with us by email, phone, chat, or other channels
• Interact with any other online or offline services that reference this Privacy Policy
Collectively, we call these the “Platform.”
Our Role as a Service Provider / Processor
Many of our customers are businesses that use Ai3 to manage their communications and
appointments with their own customers, patients, or clients. In those cases:
• Ai3 processes Personal Information on behalf of that business
• That business is responsible for its own privacy notices and practices
• This Privacy Policy does not apply to how our customers handle the Personal
Information of their own customers
When you provide your information directly to one of our customers and they use Ai3 services in
the background (for example, through our AI receptionist or booking tools), that customer’s
privacy notice, not this one, will govern how your data is used.
Please read this Privacy Policy carefully. If you do not agree with our practices, you should not
use the Platform. By accessing or using the Platform, you agree to this Privacy Policy.
2. Information Ai3 Collects About YouWe collect Personal Information in three main ways:
A. Information You Provide Directly
You may provide Personal Information to us when you:
• Create an account with Ai3
• Subscribe to a newsletter or request information
• Book a demo or appointment with us
• Purchase a product or service
• Chat with our team or reach out for customer support
• Participate in events, surveys, or promotions
The information you provide may include:
• Name
• Business name and role
• Email address, phone number, and other contact details
• Billing and payment details (payment card numbers are typically processed by third-party
payment processors, not stored by us)
• Login credentials or account information
• Communication preferences and any content you submit to us
If you provide Personal Information about another person (for example, a colleague or client),
you are responsible for ensuring that you have the authority or consent to do so and to allow us
to use that information as described in this Privacy Policy.
B. Information We Receive from Third Parties
We may receive Personal Information about you from:
• Marketing and advertising partners
• Event organizers, trade show partners, or referral partners
• Data and information providers
• Social media platforms, when you engage with our content or connect with us• Publicly available sources
This information can include:
• Contact information
• Professional details (such as role, company, or industry)
• Information about your interests, preferences, and interactions with our content
C. Information Collected Automatically
When you use the Platform, we may automatically collect information such as:
• IP address and approximate location
• Device identifiers and browser type
• Operating system and device type
• Pages viewed, links clicked, and features used
• Time and duration of visits
• Referral URLs
We collect some of this information using cookies, pixel tags, and similar technologies. For more
details, please refer to our Cookies Policy.
3. How Ai3 Uses the Information It Collects
We use Personal Information for the following purposes:
A. To Operate, Maintain, and Improve the Platform
We use information to:
• Provide and operate the Platform and its features
• Enable AI receptionist, automation, and scheduling functionality
• Personalize your experience and content
• Monitor performance and understand how the Platform is used
• Diagnose and fix technical issues• Develop new features, services, and tools
We may perform analytics and generate aggregated or de-identified statistics to understand trends
and usage patterns and to improve our services.
B. To Provide AI Features
Some parts of the Platform use artificial intelligence and machine learning to:
• Understand and respond to calls, messages, and inquiries
• Assist with appointment booking and customer communication
• Automate workflows for our business customers
Our use of AI is designed to deliver services directly to you or to our customers. We do not use
your Personal Information to train generalized, public AI models. We may work with specialized
AI service providers or subprocessors, and our instructions limit their use of your data to the
provision and improvement of the specific services we are using.
C. For Customer Support
We use your information to:
• Respond to inquiries and support requests
• Help troubleshoot issues with the Platform
• Provide onboarding, training, and customer success assistance
D. For Business Operations
We use Personal Information for internal operations, such as:
• Accounting, billing, and payment processing
• Auditing, compliance, and recordkeeping
• Managing contracts and business relationships
E. To Communicate with You
We use your contact details to:
• Send administrative messages about your account, purchases, or changes to our terms or
policies• Notify you about updates, new features, and service announcements
• Send marketing communications (such as newsletters or promotions) where permitted by
law and in line with your preferences
• Conduct surveys, research, or feedback campaigns
You can adjust your marketing preferences or opt out of marketing communications at any time
(see “Your Legal Rights” and “US Privacy Rights” below).
F. To Protect the Platform and Prevent Misuse
We may use Personal Information to:
• Maintain the security and integrity of the Platform
• Detect, investigate, and prevent fraud, abuse, or unauthorized access
• Monitor and protect against cybersecurity threats
G. For Advertising and Marketing
Where allowed by law, we may use Personal Information and usage data to:
• Show you relevant content or offers
• Measure the effectiveness of our campaigns
• Run retargeting or interest-based advertising with our marketing partners
You may have rights to limit or opt out of certain advertising practices, depending on your
location. See “US Privacy Rights” and the Cookies Policy for more details.
H. For Legal and Compliance Purposes
We may use Personal Information to:
• Comply with applicable laws and regulations
• Respond to lawful requests and legal processes
• Enforce our terms and protect our rights, property, or safety, or that of our users or others
Legal Bases (Where Required by Law)
In some jurisdictions (such as the European Economic Area, the United Kingdom, and certain
other regions), we only process Personal Information when we have a legal basis, including:• Your consent
• Performance of a contract with you
• Compliance with legal obligations
• Our legitimate interests (for example, in improving our services, preventing fraud, or
carrying out direct marketing, provided such interests are not overridden by your rights
and interests)
If we rely on consent, you have the right to withdraw it at any time.
4. How Ai3 Protects Your Information
We use reasonable and appropriate administrative, technical, and organizational measures to
safeguard Personal Information against:
• Accidental or unlawful destruction
• Loss, alteration, or unauthorized disclosure
• Unauthorized access or use
We also require our service providers to implement appropriate protections when they process
Personal Information on our behalf.
However, no system or method of transmission over the internet is completely secure. If you
believe that your interactions with us are no longer secure (for example, if your account
credentials have been compromised), please contact us immediately using the details in the
“How to Contact Us About This Privacy Policy” section below.
5. When Ai3 Shares Your Information
We may disclose Personal Information to the following categories of recipients:
A. Affiliates
We may share Personal Information with any corporate affiliates and subsidiaries (if any) for
purposes consistent with this Privacy Policy.
B. Service Providers
We use various service providers to help operate the Platform and our business, such as:• Hosting and cloud infrastructure providers
• Payment processors
• Analytics and reporting tools
• Customer support and communication tools
• Security and fraud prevention providers
These service providers may access Personal Information only to perform services on our behalf
and are obligated to protect it.
C. Business Customers
If you interact with Ai3 services on behalf of or through one of our business customers (for
example, when scheduling an appointment or communicating via their AI receptionist), we share
the relevant Personal Information with that customer to allow them to manage their relationship
with you.
D. Partners
We may work with partners for:
• Joint marketing or co-branded offerings
• Integrations between the Platform and third-party tools
• Referral or affiliate relationships
If you sign up or interact with Ai3 through a partner link or integration, we may share certain
information (such as your name, contact details, and plan information) with that partner,
consistent with this Privacy Policy and applicable law.
E. Advertising and Marketing Partners
We may share certain information with advertising, analytics, and marketing partners to:
• Deliver more relevant ads and content
• Measure campaign performance
• Understand how users interact with our marketing
You may have rights to opt out of some of these disclosures, particularly where they are
considered a “sale,” “sharing,” or “targeted advertising” under applicable US state privacy laws.
See “US Privacy Rights” below.F. Social Networks and Third-Party Services
If you choose to connect the Platform with third-party services (for example, calendar apps,
CRMs, communication tools, or social media platforms), you authorize us to share information
with those services as needed to enable the integration. Those third parties’ use of your
information is governed by their own terms and privacy policies.
G. Corporate Transactions
We may disclose Personal Information in connection with a corporate transaction such as a
merger, acquisition, reorganization, sale of assets, or bankruptcy. Any successor entity will be
bound by obligations consistent with this Privacy Policy.
H. Legal, Regulatory, or Safety Reasons
We may disclose Personal Information if required to do so by law or if we believe in good faith
that such disclosure is reasonably necessary to:
• Respond to subpoenas, court orders, or legal processes
• Cooperate with regulators or law enforcement
• Protect our rights, property, or safety, or that of our users or the public
I. With Your Consent or at Your Direction
We may share Personal Information with third parties when you ask us to, or when you provide
your consent.
We do NOT share your phone number or opt-in consent with third parties for their own
marketing purposes unless you have expressly agreed in writing.
6. Data Retention
We retain Personal Information only for as long as reasonably necessary to:
• Provide the Platform and fulfill the purposes described in this Privacy Policy
• Comply with legal, tax, and regulatory obligations
• Resolve disputes and enforce our agreements
When deciding how long to retain information, we consider:
• The type and sensitivity of the Personal Information• The risk of harm from unauthorized use or disclosure
• The purposes for which we process the information
• Whether we can achieve those purposes through other means
• Applicable legal requirements
In some cases, we may anonymize or de-identify Personal Information so it can no longer be
associated with you. We may use such information indefinitely without further notice.
7. Information from Children
The Platform is not intended for children under the age of 16, and we do not knowingly collect,
use, or disclose Personal Information from children under 16.
If we learn that we have collected Personal Information from a child under 16, we will take
reasonable steps to delete it.
If you believe a child under 16 has provided Personal Information to Ai3, please contact us using
the details in the “How to Contact Us About This Privacy Policy” section.
8. Links to Other Websites and Services
The Platform may link to third-party websites, apps, or services that are not operated by Ai3.
We are not responsible for the privacy practices of these third parties, and this Privacy Policy
does not apply to them. We encourage you to review the privacy policies of any third-party sites
or services you visit or use.
9. Do Not Track
Some browsers offer a “Do Not Track” (“DNT”) setting that can send a signal to websites to
indicate that you do not wish to be tracked.
At this time, the Platform does not respond to DNT signals. You can manage certain tracking
technologies (such as cookies) through your browser settings or our cookie preferences tools,
where available.
10. Your Legal RightsDepending on where you live, you may have certain rights regarding your Personal Information.
These can include the right to:
• Access a copy of your Personal Information
• Request correction of inaccurate or incomplete information
• Request deletion of your Personal Information
• Object to or restrict certain processing activities
• Withdraw consent where processing is based on consent
• Change marketing preferences
You can exercise these rights by contacting us as described in the “How to Contact Us About
This Privacy Policy” section. We may verify your identity before responding to your request.
11. European Privacy Rights (EEA, UK, Switzerland)
If you are located in the European Economic Area (EEA), the United Kingdom (UK), or
Switzerland, you may have the following rights under applicable data protection laws:
• Access & Portability: Request confirmation as to whether we process your Personal
Information and, if so, receive a copy, including in a portable format where feasible.
• Correction: Request that we correct inaccurate or incomplete Personal Information.
• Deletion: Request that we delete your Personal Information in certain circumstances (for
example, where it is no longer needed for the purposes for which it was collected).
• Restriction: Ask us to restrict processing of your Personal Information in certain cases.
• Objection: Object to processing based on our legitimate interests or for direct marketing.
• Withdrawal of Consent: Withdraw consent where our processing is based on your
consent.
You also have the right to lodge a complaint with your local data protection authority if you are
dissatisfied with how we handle your Personal Information.
To exercise your rights, please contact us as described in the “How to Contact Us About This
Privacy Policy” section.
12. US Privacy RightsResidents of certain US states (including, as of the date of this Policy, California, Colorado,
Connecticut, Delaware, Iowa, Minnesota, Montana, Nebraska, New Hampshire, New
Jersey, Oregon, Tennessee, Texas, Utah, and Virginia) may have additional rights under state
privacy laws.
These may include:
• Right to Know / Access: Request that we disclose the categories and specific pieces of
Personal Information we have collected about you.
• Right to Correction: Request that we correct inaccurate Personal Information.
• Right to Deletion: Request that we delete Personal Information we have collected,
subject to certain exceptions.
• Right to Opt Out of “Sale,” “Sharing,” or Targeted Advertising: Some state laws
define “sale,” “sharing,” or “targeted advertising” broadly to include certain disclosures
of Personal Information for advertising or marketing. If applicable, you may have the
right to opt out of these practices.
• Right to Non-Discrimination: We will not discriminate against you for exercising your
privacy rights.
• Right to Appeal: If we deny your request, you may have the right to appeal our decision.
If we engage in practices considered “sale,” “sharing,” or “targeted advertising” under applicable
state laws, you can exercise your opt-out rights by contacting us as described below or using any
“Do Not Sell or Share My Personal Information” mechanisms we provide on the Platform.
We may use and disclose the following categories of Personal Information, as defined by US
state laws:
• Identifiers (such as name, email, IP address)
• Customer records (such as contact details)
• Commercial information (such as records of products or services purchased or
considered)
• Internet or network activity (such as browsing or usage data)
• Inferences drawn from the above to create profiles or understand preferences
We may share these categories with:
• Service providers
• Affiliates• Partners
• Advertising and marketing providers
To exercise your US state privacy rights or to appeal a decision, please contact us as described
below.
13. Australian Privacy Rights
If you are an Australian resident, you may have rights under the Privacy Act 1988 (Cth),
including the right to:
• Request access to the Personal Information we hold about you
• Request correction of inaccurate, incomplete, or outdated Personal Information
We will respond to your request within a reasonable period (typically within 30 days) and may
charge a reasonable fee where permitted by law.
If you have concerns or complaints about how we handle your Personal Information, please
contact us first. If you are not satisfied with our response, you may contact the Office of the
Australian Information Commissioner (OAIC).
14. Canadian Privacy Rights
If you are a resident of Canada, you may have rights under PIPEDA and similar provincial laws,
including the right to:
• Access Personal Information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to certain processing, subject to legal or contractual restrictions
We may request information necessary to verify your identity before responding to your request.
Residents of Quebec may have additional rights under Quebec’s privacy laws. If you are in
Quebec and would like more information about your rights or to exercise them, please contact us
as described below.
15. International Data TransfersAi3 is based in the United States and uses service providers and partners located in other
countries.
As a result, your Personal Information may be transferred to, stored in, or accessed from
jurisdictions that may have different data protection laws than your home country.
Where required by law, we implement appropriate safeguards for such transfers, which may
include:
• Standard contractual clauses or similar mechanisms
• Contractual protections with our service providers
• Other safeguards permitted under applicable law
By using the Platform or providing Personal Information to us, you acknowledge that your
information may be transferred and processed outside your country of residence, subject to this
Privacy Policy and applicable law.
16. Privacy Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices,
technologies, legal requirements, or other factors.
When we make changes, we will update the “Last Updated” date at the top of this page.
Your continued use of the Platform after a revised Privacy Policy has been posted means that you
accept the updated Policy. We encourage you to review this page periodically.
17. How To Contact Us About This Privacy Policy
If you have questions, requests, or concerns about this Privacy Policy or our privacy practices,
you can contact us at:
AI3 LLC
Email: [email protected]
Mailing Address:
116 AGNES RD STE 200
KNOXVILLE, TN 37919
United States