Privacy Policy

1. Introduction

JJ Workflows LLC (“JJ Workflows,” “we,” “us,” or “our”) is a Georgia limited liability company that designs and implements AI automation systems for businesses. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what choices you have.

This Policy covers:

• Visitors to our website at jjworkflows.com (the “Site”)
• People who contact us, submit a form, or book a call with us
• Our clients and prospective clients

It is incorporated into our Terms of Service.

Please read Section 3 carefully. We handle personal information in two very different roles, and the rules that apply depend on which role we are in.

2. Contact Information

JJ Workflows LLC
Attn: Joseph Johnson
Email: legal@jjworkflows.com

For any privacy question or request, email us at the address above.

3. Two Roles: Our Own Data vs. Our Clients’ Data

Role 1: We are the controller. For information collected through our Site, our booking and intake forms, and our own sales and marketing activity, we decide how and why that information is used. Sections 4 through 12 describe this.

Role 2: We are a service provider / processor. When we build and connect automation workflows for a client, we access the client’s own systems, such as their CRM, calendar, email accounts, phone numbers, forms, and databases. Those systems contain personal information about the client’s leads, customers, and employees (“Client Data”).

We access Client Data only to build, test, deploy, and maintain the systems our client has hired us to build, and only on that client’s instructions. We do not own that data, we do not sell or share it, and we do not use it for our own marketing or to train our own models. If you are a lead, customer, or contact of one of our clients and want to access, correct, or delete your information, contact that business directly. Their privacy policy governs, not ours. If you contact us instead, we will refer you to our client or forward your request to them.

Note also that any email or SMS messages generated by workflows we build for a client are sent from that client’s own accounts, domains, phone numbers, and software under the client’s sender identity. We do not send marketing communications on our own behalf to our clients’ contact lists, and we do not operate a shared or combined marketing database across clients.

4. Information We Collect

4.1 Information you give us directly

• Contact and inquiry information: name, email address, phone number, company name, job title, website, and anything else you choose to tell us when you fill out a form, email us, or message us.
• Booking information: when you schedule a call through our scheduling provider (currently Cal.com), we receive the name, email address, time zone, meeting time, and any answers you give to the booking questions. The scheduling provider processes this on its own systems under its own privacy policy.
• Engagement information: for clients, this includes business details, workflow and process information, system access credentials or delegated access, points of contact, and communications between us during a project.
• Billing information: billing name, address, and email. Payments are handled by a third-party payment processor. We do not receive or store full payment card numbers.
• Communications: emails, text messages, call notes, and any documents you send us.

4.2 Information collected automatically

Our Site is hosted on a third-party hosting platform (currently Netlify). Like nearly all web hosts, that platform automatically records standard server and delivery information when you visit, which may include:

• IP address
• browser type and version, and device and operating system information
• pages requested, referring URLs, and timestamps
• general geographic location inferred from IP address
• aggregate traffic and performance metrics

We use this information for security, abuse prevention, troubleshooting, and understanding general traffic patterns. We do not use it to try to identify you personally.

4.3 Cookies and similar technologies

We use only the cookies strictly necessary for the Site to function and to keep it secure. As of the effective date above, the Site does not run web analytics, advertising or conversion pixels, or chat widgets, so this section reflects essential cookies only. If we add any tool that sets non-essential cookies or shares data with an advertising network, we will update this section to name it and describe what it collects, and will add a cookie consent banner and, if applicable, a “Do Not Sell or Share My Personal Information” link for California residents before turning it on.

The Cal.com booking embed and any other embedded third-party content may set their own cookies subject to their own policies.

You can control cookies through your browser settings. Blocking essential cookies may break parts of the Site.

4.4 Information we do not collect

We do not knowingly collect Social Security numbers, government ID numbers, financial account numbers, biometric data, precise geolocation, or health information through the Site. We do not knowingly collect information from children under 16. Our Site and services are directed to businesses, not to consumers or children. If you believe a child has given us personal information, email us and we will delete it.

5. How We Use Information

We use the information described in Section 4 to:

• respond to your inquiries and schedule and hold calls
• prepare proposals, scopes of work, and estimates
• deliver, support, and improve our services
• send transactional and administrative messages, such as invoices, project updates, and scheduling confirmations
• send marketing emails, where permitted, about our services (you can opt out at any time)
• process payments and maintain financial and tax records
• secure the Site, prevent fraud and abuse, and troubleshoot problems
• understand general Site traffic and improve our content and offers
• comply with legal obligations and establish, exercise, or defend legal claims

Legal bases (for people in the EEA/UK): we rely on performance of a contract (delivering services you requested), legitimate interests (operating and marketing our business, securing the Site), consent (where required, such as for marketing emails or non-essential cookies), and legal obligation (tax and record-keeping).

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

We do not use your personal information, or Client Data, to train our own AI models.

6. AI Tools and Your Information

We use AI tools in our own business operations, including automated workflows that help handle lead intake on this Site. When you submit an inquiry or booking, an AI-driven workflow may read and route your contact and inquiry information, draft an initial response, or prepare it for our review, before a person follows up with you. We also use AI tools more generally to draft content, summarize notes, and build and test workflows for ourselves and our clients.

Where we submit information to a third-party AI provider in the course of that work, we take reasonable steps to limit what is submitted and, where the provider offers relevant controls, to use business or enterprise tiers that do not train on submitted content.

Where we build AI-powered workflows for a client, the client’s chosen AI providers process that client’s data under agreements between the client and those providers, or under our account as directed in the client’s scope of work.

AI-generated output can be inaccurate or incomplete. Any AI-assisted qualification or routing of your inquiry is a prioritization aid, not a final decision, and a person reviews it before we act on it in any way that matters. We do not use AI to make automated decisions that produce legal or similarly significant effects about any individual.

7. Who We Share Information With

We share personal information only as described here:

• Service providers who help us run our business, under contracts limiting their use of the information, including:
  • website hosting and content delivery (currently Netlify)
  • scheduling and calendar booking (currently Cal.com)
  • email and communications providers
  • CRM and project management tools
  • payment processing and accounting
  • AI and automation platform providers
• Professional advisors such as attorneys, accountants, and insurers, when reasonably necessary.
• Legal and safety disclosures: when required by law, subpoena, or court order, or when we reasonably believe disclosure is necessary to protect our rights, enforce our Terms, investigate fraud, or protect the safety of any person.
• Business transfer: if we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify you if your information becomes subject to a materially different privacy policy.

We do not sell personal information. We do not rent or trade contact lists. We do not share your information with other clients.

This list reflects the vendors and categories of service providers we use as of the effective date above. We will update it when we add or drop a vendor that touches personal information.

8. Data Retention

We keep personal information only as long as we need it:

• Inquiries that do not become clients: typically up to 24 months, then deleted or anonymized.
• Client records and communications: for the duration of the engagement and for 7 years afterward, to support warranty, dispute, and record-keeping needs.
• Financial and tax records: as required by law, generally at least seven years.
• Server logs: as retained by our hosting provider under its standard retention period.
• Client Data in Client Systems: we do not retain it. We access it in the client’s systems and remove our access on request or at the end of the engagement. Any working copies are deleted at the end of the engagement, except for copies that persist in routine backups until they cycle out.

You may ask us to delete your information sooner, subject to Section 9 and any legal retention requirement.

9. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights. We extend these rights to everyone who contacts us, regardless of jurisdiction:

• Access: ask what personal information we hold about you and get a copy
• Correction: ask us to fix inaccurate or incomplete information
• Deletion: ask us to delete your information
• Portability: receive your information in a portable format
• Opt out of marketing: unsubscribe from marketing emails at any time
• Withdraw consent: where we rely on consent, withdraw it (this does not affect prior processing)
• Non-discrimination: we will not treat you differently for exercising a privacy right

How to exercise them: email legal@jjworkflows.com with your request and enough information for us to locate your records. We will respond within 45 days, and will tell you if we need more time. We may need to verify your identity before acting on a request. An authorized agent may submit a request on your behalf with written proof of authorization.

California residents (CCPA/CPRA): in the past 12 months we have collected the categories of information described in Section 4 for the purposes described in Section 5, and disclosed them to the categories of recipients described in Section 7. We have not sold personal information and have not shared it for cross-context behavioral advertising. You have the rights listed above, including the right to know, delete, correct, and limit use of sensitive personal information. Because we do not sell or share, we do not offer a “Do Not Sell or Share” link. If you have questions, email us.

EEA/UK residents: you also have the right to object to processing based on legitimate interests, the right to restrict processing, and the right to lodge a complaint with your supervisory authority. We may be required to transfer information to the United States; where we do, we rely on Standard Contractual Clauses or another lawful transfer mechanism with our vendors.

If your request concerns Client Data: see Section 3. Contact the business you dealt with directly. If you are not sure which business that is, email us and we will help you identify it.

10. Marketing Communications

If you give us your email address, we may send you information about our services. Every marketing email includes an unsubscribe link, and we honor opt-out requests promptly. You cannot opt out of transactional messages related to an active engagement, such as invoices, scheduling confirmations, and project updates, while that engagement is active.

If you provide a phone number and consent to text messages, we may text you about your inquiry or engagement. Reply STOP to opt out and HELP for help. Message and data rates may apply.

11. Data Security

We use commercially reasonable administrative, technical, and physical safeguards appropriate to a business of our size, including access controls, multi-factor authentication on business accounts, encrypted storage of credentials where the platform permits, encryption in transit (HTTPS), and limiting access to information on a need-to-know basis.

No method of transmission or storage is completely secure. We cannot guarantee absolute security. You are responsible for keeping your own account credentials confidential and for securing your own systems.

If we become aware of a security incident affecting your personal information, we will notify you and any required authority as required by applicable law.

12. Other Disclosures

Third-party links. The Site links to third-party sites and tools, including our scheduling provider and social media profiles. We are not responsible for their content or privacy practices. Review their policies before providing information.

Do Not Track. Our Site does not currently respond to browser Do Not Track signals, because no common standard for honoring them has been adopted.

International visitors. We operate in the United States. If you access the Site from outside the United States, your information will be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your country.

Public information. Anything you post publicly, such as a comment on a social media profile we operate, is public and not covered by this Policy.

13. Changes to This Policy

We may update this Policy from time to time. We will post the updated version on the Site with a revised “Last Updated” date. If we make material changes to how we handle personal information, we will provide additional notice, such as by email to clients and active contacts. Your continued use of the Site after an update constitutes acceptance of the revised Policy.

14. Governing Law

This Policy and any dispute arising out of or relating to it are governed by the laws of the State of Georgia, without regard to conflict-of-laws principles, consistent with the governing law and venue provisions in Section 9 of our Terms of Service.

15. Questions

JJ Workflows LLC
Attn: Joseph Johnson
Email: legal@jjworkflows.com

We aim to respond to privacy inquiries within five business days.