Issued by: BeVisible Online Solutions Ltd

Effective Date: 01.01.2025

1. Purpose & Scope

This policy outlines how BeVisible Online Solutions Ltd utilizes Voice AI and Conversational AI within GoHighLevel (GHL) and Thoughtly for appointment scheduling and customer engagement.

It defines our commitment to:

✔ Transparency in AI-driven interactions.
✔ Privacy protection & compliance with global data laws.

✔ Responsible AI practices that avoid manipulative actions.

✔ Security measures to safeguard user data.

2. AI Tools & Data Handling

2.1 AI Voice & Conversational AI for Client Interactions

AI tools within GHL facilitate client inquiries, lead generation, and appointment scheduling. These AI interactions occur via Voice AI (e.g., VAPI, Thoughtly) and chat-based AI automation. Conversations are processed within GHL but are not stored externally by BeVisible Online Solutions Ltd.

2.2 Client Data Collected in GHL

When potential clients engage with BeVisible Online Solutions Ltd through AI-driven interactions, we only collect:

✔ Full Name
✔ Email Address
✔ Phone Number

This information is securely stored within GHL for the purpose of lead nurturing, business interactions, and appointment scheduling. We do not collect or store sensitive personal data (e.g., financial details, government IDs). On every form we use to collect these data the client is always able to consent to opt-in.

2.3 Payment Processing & Subscription Data (Stored in Stripe)

Any payments or subscriptions made to BeVisible Online Solutions Ltd are processed exclusively through Stripe. Stripe, not BeVisible Online Solutions Ltd, stores full billing addresses and payment details. We only retain payment confirmation records to track service subscriptions. Clients are able to cancel these subscriptions at any time.

3. Data Privacy & Compliance

3.1 Data Processing Responsibilities

BeVisible Online Solutions is the data controller for client data collected in GHL under BeVisible Online Solutions Ltd. BeVisible Online Solutions does not process or store financial or address details; Stripe handles all payment data. AI interactions within GHL follow privacy-by-design principles to prevent un-authorized data access.

3.2 Compliance with Global Privacy Laws

We ensure compliance with:

✔ General Data Protection Regulation (GDPR) – EU & UK

✔ California Consumer Privacy Act (CCPA) – US

✔ Personal Information Protection Law (PIPL) – China

✔ Personal Data Protection Acts (PDPA) – Singapore, India, Japan, etc.

Users engaging with AI-driven services via GHL are informed about data collection and consent requirements at the time of engagement with our website and subscriptions as such information is freely listed and updated on our platform, website and forms. If users request data access, modification, or deletion, we process these requests in accordance with legal obligations.

3.3 Data Retention & Access Controls

Data stored in GHL is retained only as long as necessary for business communication. Clients can request data deletion at any time by contacting BeVisible Online Solutions Ltd. We use role-based access control to ensure that only authorized personnel can access stored data.

4. Ethical AI Use & Risk Assessments

4.1 AI Transparency & User Rights

Clients will be clearly informed when engaging with an AI system. Our AI solutions are designed to avoid manipulation and to provide accurate, non-biased responses. Users can opt out of AI-driven communication at any time.by either non-engaging with these tools or requesting deletion of their details from our CRM.

4.2 Risk Assessments & Compliance Audits

Before deploying AI solutions, we conduct risk assessments to evaluate:

• Potential privacy risks.

• Compliance with data regulations.

• AI system accuracy and ethical considerations.

• Regular compliance audits ensure AI tools operate transparently and securely.

5. Security & Data Protection Measures

To maintain a high level of security, we:

✔ Use end-to-end encryption for AI-driven communications.

✔ Conduct periodic security reviews to prevent un-authorized access.

✔ Work only with compliant third-party platforms (GHL, VAPI, Thoughtly, Stripe, etc.)

6. Liability & Disclaimers

6.1 BeVisible Online Solutions’ Limited Liability

BeVisible Online Solutions Ltd is not responsible for any misuse of AI or CRM data by third parties. If a third party misuses AI-generated data or fails to comply with privacy laws, the third party assumes full responsibility. Stripe is fully responsible for payment processing and security related to transactions, data and storage. Please check their policy here.

6.2 Third-Party Platform Policies

Data stored within GHL and Stripe is subject to their respective privacy policies. BeVisible Online Solutions does not own, control, or assume liability for data stored in these third-party systems.

7. Contact & Policy Updates

For any compliance inquiries or policy updates, please contact:

📧[email protected]

BeVisible Online Solutions reserves the right to update this policy to reflect changes in AI regulations and industry standards. Clients will be notified of any significant updates.