Who we are
Modern AI Solutions, LLC, Jackson, Missouri, United States, runs this website. This policy says what personal information the site collects, why, who receives it, and how long we keep it. You can reach us at info@modernaisolutions.com.
What we collect, and when
Consultation requests
If you send a consultation request, we store your first and last name, email address, phone number, business name, job title, how you heard about us, and the message you write. If you tick the optional box to receive occasional updates, we store that choice. We do not send any updates today, so ticking the box only records your choice. We keep that record for 5 years as proof of it. Our staff may add internal notes to your request.
AI readiness assessments
If you complete the assessment, we store your name, company, email address, phone number, your answers (including any business names or labels you enter), and the report we produce. Our staff may add internal notes to your assessment. The report includes a written summary generated by an AI model (see "Who receives your information"). Contact details are not sent to the AI model. Free-text answers are sent, so please do not enter personal information in them. While you work through the assessment, your browser keeps a draft of your business answers in session storage. It is cleared when you submit or close the tab.
Job applications
If you apply for a job, we store your name, email address, phone number, home address, LinkedIn address, a link to your resume, your cover letter, your current title and employer, your years of experience, and how you heard about the role. We store the link you give us, not a copy of the file. Our staff may add internal notes to your application. We keep applications for future hiring consideration unless you ask us to delete yours.
Chat with Mai
Mai is our AI chat assistant. We store the text of your messages and Mai's replies so the conversation can continue. If you attach a document, we also store its file name and the text we extract from it. Please do not attach personal documents or enter personal information you do not want us to hold. Images, PDF files, audio and video that you attach are used to produce a reply and are not saved on our servers. Messages are deleted automatically 30 days after they are sent. Our staff can read chat transcripts in a restricted admin area during that time.
Abuse prevention
To limit spam and abuse, we count requests from each visitor. We turn your IP address into a scrambled code (a salted hash) and store only the code and a counter. These counters expire automatically within a short time. We do not store your IP address in our database.
Aggregate site statistics
We keep daily totals of page views by section of the site and of three actions: clicks on our phone number, clicks on our email address, and opening the chat. These totals hold no personal data. They contain no IP address, device information, cookie or visitor identifier.
Server logs
Our hosting provider, Google Cloud, logs each request to the site, including your IP address, browser type and the page requested. We do not control the detail of these logs. These logs are deleted after 30 days.
Information we do not collect
The site does not take payments and does not collect payment card or bank details. It has no user accounts for visitors. It does not use advertising or analytics trackers, and it does not set its own cookies for visitors. Google's reCAPTCHA sets one cookie when you start a form or open the chat. See our Cookie Policy.
Why we use it
- To answer your consultation request, assessment or job application.
- To produce your assessment report.
- To run the chat and answer your questions.
- To keep the site secure and prevent abuse.
- To understand overall site traffic, using the aggregate totals above.
We do not sell your personal information. We do not use your chats or other submissions to build advertising profiles. We do not use your chats or form submissions to train any AI model. Google's published terms say it does not use the content we send to Vertex AI to train its models without our permission. Google may keep prompts for a limited time to watch for abuse.
We use your information on these grounds. To answer your consultation request or produce your assessment report, we use it because you asked us to and we need it to respond (steps at your request, and our legitimate interest in replying to enquiries). To consider your job application, we use it to take steps at your request before a possible employment relationship, and to keep it for future openings we rely on our legitimate interest in hiring, which you can object to at any time. To run the chat, we rely on our legitimate interest in answering visitors' questions. To keep the site secure and prevent abuse, we rely on our legitimate interest in protecting the site. If you tick the box for occasional updates, we rely on your consent, which you can withdraw at any time. We keep records of privacy requests because the law requires us to.
Who receives your information
We share information only with the service providers below, to run the site and respond to you.
- Google Cloud and Firebase: hosting, our database, sign-in for our staff, and server logs. Everything you submit is stored here, in the United States.
- Google Vertex AI: the AI models behind Mai and the assessment report. Your chat messages, extracted attachment text and attached images, PDF files, audio and video, and the non-contact answers from your assessment, are processed there to produce a response. This runs in the United States.
- Postmark: email delivery. When you submit a form or job application, we email a notification to our own inbox. It contains the details you gave us. Postmark keeps message content for 45 days by default. Notification emails sent before we switched to Postmark were delivered through Brevo, which may still hold copies. We no longer use Brevo.
- Google Workspace: our company mailbox, info@modernaisolutions.com, receives each notification email. These emails stay in the mailbox until we delete them. We delete them on request, as part of any deletion request.
- Google reCAPTCHA Enterprise (Firebase App Check): bot protection on forms and chat. When you start a form or open the chat, Google receives browser and device signals from your visit.
- Mixkit: a video on our pages loads directly from Mixkit. Your browser sends Mixkit standard connection data, such as your IP address and browser type, when you load or play that video.
We may also disclose information to our professional advisers under confidentiality, when the law requires it, or to a buyer in a sale or merger of the business.
How long we keep it
- Chat messages: deleted automatically 30 days after each message.
- Consultation requests and assessments: deleted automatically 3 years after the last interaction with us about them. Internal notes our staff add are part of the record and go with it.
- Records of your choice to receive updates: deleted automatically 5 years after you made the choice.
- Records of privacy requests and of edits to records (by our staff, or by you when you revise your own application): deleted automatically 24 months after they are written. They list which record was handled or changed, what was done, by whom and when. They do not copy your information. Our email exchange about a privacy request is also kept for 24 months.
- Job applications: kept for future hiring consideration until you ask us to delete them.
- Abuse-prevention counters: deleted automatically within a short time after the counting window ends.
- Aggregate site statistics: kept without a time limit. They hold no personal data.
- Notification emails: Postmark keeps message content for 45 days by default. Copies in our company mailbox are kept as described above.
- Server logs: deleted after 30 days.
When we delete a record because you asked, we also delete the copies we hold in our mailbox and ask our email provider to delete theirs, where it still holds them.
Data on your own device
The site saves some data in your browser, not on our servers. Your saved chat threads are kept in your browser's local storage and stay there until you clear them. This is separate from the 30-day deletion on our servers. You can clear it with your browser's site-data settings. Other items are listed in our Cookie Policy.
How we protect it
Data is encrypted in transit and at rest by Google. Our database cannot be read directly from a browser. Staff access to submissions and chat transcripts needs a Google sign-in and an administrator permission. No system is completely secure, and we cannot guarantee that your information will never be accessed without permission.
Your rights and how to use them
Depending on where you live, you may have the right to know what we hold about you, get a copy, correct it, delete it, object to or restrict how we use it, and withdraw consent. We do not sell personal information, and we do not discriminate against anyone for making a request.
To make a request, email info@modernaisolutions.com. We will ask for enough detail to verify that you are the person the information is about, such as the email address you used on the site. We respond within 45 days for California requests and within one month for requests under the GDPR. Where the law allows an extension, we will tell you.
You may also complain to your local data protection authority.
Transfers outside your country
Our data is stored and processed in the United States. If you are outside the United States, your information is transferred there. The site is run from the United States and is not aimed at visitors in the European Economic Area, the United Kingdom or Switzerland.
California privacy rights
California residents may ask us what personal information we collected about them in the past 12 months, ask us to delete or correct it, and ask us not to sell or share it. We do not sell or share personal information for advertising. California residents may also ask which personal information we disclosed to third parties for their direct marketing. We make no such disclosures. Use the request process above.
Children
The site is not directed to children under 13, and we do not knowingly collect their information. If we learn that we have, we will delete it.
Changes to this policy
We will post changes on this page with a new "Last updated" date.
Contact
Modern AI Solutions, LLC, Jackson, Missouri, United States. Email: info@modernaisolutions.com.