Privacy Policy

Agency Chat ("we," "us," or "our") is committed to protecting privacy. This policy describes how we handle information across our marketing website (agencychat.ai) and our Agency Chat service (the AI assistants we provide to government agencies), including when the service is accessed through messaging channels such as SMS.

Marketing Website (agencychat.ai)

Our marketing website is designed to collect minimal information:

• No cookies — We do not use cookies or similar tracking technologies.
• No analytics — We do not use Google Analytics, Facebook Pixel, or other tracking services.
• No user accounts — There is no login or account creation on this website.

Contact form: If you submit our contact form, we collect your name, email address, organization, and message. This information is processed by a third-party form service and sent to us so we can respond to your inquiry. We retain this information only as long as needed for sales communication.

Server logs: Like any website, our hosting provider maintains standard server logs that may include IP addresses and request timestamps. These logs are used for security and troubleshooting purposes only.

Agency Chat Service

The Agency Chat service — the AI assistants we deploy for government agencies — is built with privacy as a core architectural principle:

• No user accounts — End users do not create accounts or log in.
• Interaction retention — To support public records compliance, we retain a record of questions asked and answers provided for up to two calendar months. This data is delivered to the government agency monthly, then permanently deleted from our systems.
• No personal information collected — We do not collect names, email addresses, or other personal identifiers from end users.
• Time-bounded retention — Interactions are stored temporarily to support public records compliance. Data is delivered to the agency monthly and permanently deleted from our systems within two calendar months.
• What we store: timestamp, questions asked, responses provided, and language. What we do not store: IP addresses, device information, personal identifiers, or browser data.
• User notice: A notice is displayed in the chat interface informing users that conversations may be subject to public records laws.

SMS Messaging: In certain deployments, Agency Chat may allow users to submit questions via SMS regarding municipal regulations, public policies, or government information. When a message is sent to the service, the messaging provider temporarily processes the sender’s phone number and message content in order to deliver a response.

Agency Chat does not maintain a persistent database of phone numbers. Message content (questions and responses) is retained for up to two calendar months to support public records compliance, then permanently deleted. Limited operational logs are also maintained for system reliability and abuse prevention.

Message frequency depends on the number of questions submitted by a user. Standard message and data rates may apply depending on the user’s mobile carrier plan.

Users may stop receiving SMS responses at any time by replying STOP. For assistance, reply HELP.

Operational data: We collect limited anonymized operational metrics to monitor service performance and quality. This includes request timestamps, response times, the number of sources cited, and similar technical data. This information contains no personally identifiable data and cannot be linked to individual users.

Third-party services: The Agency Chat service uses cloud infrastructure providers for hosting, search, AI capabilities, and messaging delivery. Messaging providers may temporarily process phone numbers and message content solely to deliver SMS responses requested by users.

Model training: We do not use agency data or end-user queries to train or fine-tune AI models.

Data residency: Data is processed within United States-based cloud regions unless otherwise agreed with the agency.

Public records: End-user interactions are retained for up to two calendar months to support the agency’s public records obligations. Monthly reports are delivered to the agency, after which data is permanently purged from our systems. The agency is responsible for long-term records management per their retention schedule.

Information for Agency Customers

If you are a government agency that subscribes to Agency Chat, we collect business contact information (name, email, organization) for account management. Payment information is collected and processed by Stripe; we do not store credit card numbers or bank account details directly.

Data Sharing

We do not sell personal information. We share information only with service providers necessary to operate our services, including cloud hosting providers, messaging providers, payment processors, and form processing services. These providers are contractually obligated to protect your information and use it only for the services they provide to us.

Agency Chat does not use phone numbers collected through SMS interactions for marketing purposes and does not sell or share messaging consent with third parties for promotional use.

We may disclose information if required by law or in response to valid legal process.

Data Security

We implement reasonable administrative, technical, and organizational measures, consistent with industry standards, to protect information. All data is transmitted over encrypted connections (HTTPS/TLS). However, no method of transmission over the internet is completely secure.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected by updating the "Last updated" date at the top of this page.

Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@agencychat.ai