Privacy Policy

Last Updated: 6/7/2025

Modern AI Solutions, LLC (“Modern AI,” “we,” “us,” or “our”) recognizes that your privacy is very important, and we take it seriously. This Privacy Policy explains how Modern AI Solutions, LLC collects, uses, and discloses information about you. The terms “member,” “you,” and “your” refer to any person using our “Platform,” which includes our website, applications, products, services, or when you communicate with us.

This Privacy Policy applies to information collected when you use our Platform, including interactions with our AI chatbot, Mai. This policy does not apply to any third-party sites or services you may access through our Platform.

Our website address is: https://www.modernaisolutions.com

 

What Information Do We Collect About You?

Information You Provide to Us

When you interact with Modern AI, such as when you request services, create an account, submit a form, chat with Mai, or communicate with us, we may collect personal information including:

  • Name
  • Business or mailing address
  • Email address
  • Phone number
  • Company or business name
  • Job title or role
  • Conversation data (e.g., chat transcripts with Mai)
  • Metadata such as timestamps and message IDs
  • Payment information (if applicable)
  • Any other information you choose to provide (e.g., feedback, survey responses)

Some of this information may be required to deliver services to you or to personalize your experience with our Platform.

Information We Collect Automatically

We may collect certain information automatically through cookies and similar technologies, including:

  • Device ID and type
  • Browser type
  • IP address and approximate geolocation
  • Pages you view, links you click, time spent on pages
  • Referring URL (the site you came from)
  • Session data and user preferences
  • Technical information about your device and connection

This helps us improve and personalize our services, monitor website performance, and analyze visitor behavior.

Chat Interactions with Mai (AI Sales Assistant)

When you interact with our AI sales assistant website chatbot, Mai, we automatically collect and store the following information:

Conversation Data:

  • Complete chat transcripts and message content
  • Conversation history maintained across multiple sessions
  • User questions, responses, and identified interests
  • Business needs and challenges you discuss
  • Contact information you provide during conversations

Technical Metadata:

  • Session IDs and timestamps for each interaction
  • Message sequence and conversation flow
  • Response times and engagement patterns
  • Device and browser information during chat sessions
  • IP address and approximate location data

Behavioral Analytics:

  • Conversation patterns and user intent analysis
  • Topics of interest and business pain points identified
  • Engagement levels and interaction preferences
  • Lead qualification data and sales readiness indicators

Data Retention for AI Functionality:

Chat data with Mai may be retained indefinitely to:

  • Maintain conversation context across sessions
  • Improve AI performance and response quality
  • Train and enhance our AI systems
  • Provide personalized follow-up communications
  • Support future business interactions

Your Control Over Chat Data:

You may request deletion of your chat data at any time by contacting info@modernaisolutions.com. However, please note that deleting chat history may impact Mai’s ability to provide personalized assistance in future interactions.

Information from Other Sources

We may collect information from third-party partners such as analytics providers, CRM systems (e.g., HubSpot), marketing networks, publicly available sources, or social media platforms where you interact with our content.

 

How Do We Use Your Information?

We use the information we collect to:

Service Delivery:

  • Provide, manage, and improve our services
  • Process orders and payments
  • Deliver customer support and technical assistance
  • Fulfill contractual obligations

Communication:

  • Communicate with you regarding your account, projects, or inquiries
  • Send service-related notifications and updates
  • Provide customer support via multiple channels

Marketing and Sales:

  • Send marketing communications (where permitted by law)
  • Conduct lead qualification and sales outreach
  • Trigger automated follow-up sequences based on chat interactions
  • Personalize marketing content based on expressed interests
  • Track marketing campaign effectiveness

Personalization:

  • Personalize content and advertising across our Platform
  • Customize future interactions through Mai and other AI-powered tools
  • Remember your preferences and conversation history
  • Tailor service recommendations to your business needs

Analytics and Improvement:

  • Analyze website usage and effectiveness
  • Improve our AI systems and chatbot performance
  • Conduct market research and business analytics
  • Monitor and enhance security measures

Legal Compliance:

  • Comply with legal obligations and regulatory requirements
  • Protect our rights and prevent fraud
  • Enforce our terms of service and agreements

We may aggregate or anonymize data for business and analytics purposes without limitation.

 

Marketing and Personalization

If you opt in, have an existing relationship with us, or interact with Mai, we may use your data to:

Automated Marketing:

  • Send personalized marketing communications via email, SMS, or online ads
  • Trigger automated follow-up messages based on your chat interactions with Mai
  • Deliver targeted content based on your expressed business interests
  • Send newsletters and industry insights relevant to your needs

Conversation-Based Marketing:

  • Use chat transcripts to identify marketing opportunities
  • Follow up on specific business challenges you’ve discussed
  • Provide relevant case studies and solution information
  • Schedule consultations based on your expressed interest level

Personalized Experience:

  • Recall past conversations for more relevant future interactions
  • Customize website content based on your browsing and chat behavior
  • Recommend services and solutions tailored to your business
  • Prioritize communications based on your engagement level

Opt-Out Rights:

You can opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in our emails
  • Contacting us at info@modernaisolutions.com
  • Updating your communication preferences in your account
  • Requesting removal from specific marketing lists

 

Legal Basis for Processing

We rely on the following legal bases to collect and use your data:

Consent:

When you explicitly agree to our data collection practices, such as through our compliance banner or by interacting with Mai.

Contract Performance:

When processing is necessary to fulfill a service agreement or respond to your requests.

Legitimate Interests:

For purposes such as:

  • Improving our services and AI systems
  • Conducting marketing and sales activities
  • Protecting security and preventing fraud
  • Analyzing business performance and user behavior

Legal Obligations:

When required by applicable laws and regulations

 

Sharing of Information

We may share your information with:

Service Providers:

  • Hosting and cloud infrastructure providers (e.g., Google Cloud Platform, Vercel)
  • Customer relationship management platforms (e.g., HubSpot)
  • Database and analytics providers (e.g., Supabase, Google Analytics)
  • Payment processing services
  • Marketing automation and email service providers
  • AI and machine learning service providers (e.g., OpenAI, Anthropic)

Business Partners:

  • Advertising and marketing partners (with anonymized or aggregated data)
  • Technology integration partners
  • Professional service providers (accountants, lawyers, consultants)

Legal Requirements:

  • Law enforcement agencies when required by law
  • Regulatory bodies for compliance purposes
  • Courts and legal representatives in connection with legal proceedings

Business Transfers:

  • Successors or acquirers in case of a business sale, merger, or acquisition
  • Investors or potential buyers during due diligence processes

Data Sharing Safeguards:

We require all third parties to maintain appropriate security measures and use your data only for specified purposes. We do not sell your personal information to third parties for their own marketing purposes.

 

How Do We Protect Your Information?

We implement comprehensive technical and organizational measures to protect your personal data:

Technical Safeguards:

  • Industry-standard encryption for data in transit (TLS/SSL) and at rest (AES-256)
  • Secure hosting environments with 99.9% uptime guarantees
  • Multi-factor authentication for system access
  • Regular security audits and penetration testing
  • Automated backup and disaster recovery systems

Organizational Measures:

  • Access controls based on least privilege principles
  • Regular staff training on data protection practices
  • Incident response procedures for security breaches
  • Vendor management and third-party security assessments
  • Privacy by design in all system developments

Limitations:

While we implement robust security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to maintaining industry-standard protections.

 

Data Retention

We retain your data only as long as necessary to fulfill the purposes outlined in this policy:

Conversation Data with Mai:

  • Chat transcripts: Retained indefinitely unless deletion is requested, to maintain conversation context and improve AI performance
  • Session data: Retained for up to 2 years for analytics and service improvement
  • Marketing data derived from chats: Retained until you opt out or request deletion

Business Records:

  • Transaction and payment data: Minimum 7 years for tax and legal compliance
  • Customer service records: Up to 3 years from last interaction
  • Marketing communications: Until opt-out or 5 years from last engagement

Technical Data:

  • Website analytics: Up to 2 years in aggregated form
  • Security logs: Up to 1 year for incident investigation
  • Cookies and session data: As specified in our Cookie Policy

Deletion Requests:

Upon request, we will delete your personal data unless retention is required for legal compliance, dispute resolution, or enforcing agreements.

 

Your Rights

Depending on your location and applicable laws (including GDPR, CCPA, and other privacy regulations), you have the right to:

Access Rights:

  • Request access to the personal information we hold about you
  • Receive a copy of your data in a portable format
  • Understand how your data is being processed

Correction and Update:

  • Request correction of inaccurate or incomplete information
  • Update your contact preferences and marketing settings
  • Modify or supplement your profile information

Deletion Rights:

  • Request deletion of your personal data (“right to be forgotten”)
  • Request removal from marketing lists
  • Delete your chat history with Mai (note: this may impact future personalization)

Control and Restriction:

  • Object to certain types of processing
  • Restrict processing in specific circumstances
  • Withdraw consent for voluntary data processing

Data Portability:

  • Request your data in a machine-readable format
  • Transfer your data to another service provider

Complaint Rights:

  • File complaints with relevant data protection authorities
  • Seek remedies through legal channels

How to Exercise Your Rights:

To exercise any of these rights, contact us at info@modernaisolutions.com with:

  • Clear identification of your request
  • Sufficient information to verify your identity
  • Specific details about the data or processing in question

We will respond to your request within 30 days (or as required by applicable law).

 

Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to enhance your experience. For detailed information about our cookie practices, please see our separate Cookie Policy.

Key Cookie Uses:

  • Essential website functionality
  • Maintaining your chat session with Mai
  • Remembering your preferences and settings
  • Analytics and performance monitoring
  • Personalized marketing and advertising

 

International Data Transfers

Cross-Border Processing:

If you are located outside the United States, please note that your information may be transferred to, stored, and processed in the U.S. and other countries where our servers and service providers are located.

Transfer Safeguards:

We ensure appropriate safeguards are in place for international data transfers, including:

  • Standard contractual clauses approved by relevant authorities
  • Adequacy decisions by data protection authorities
  • Certification schemes and codes of conduct
  • Binding corporate rules where applicable

 

Children’s Privacy

Our Platform is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

 

California Privacy Rights

CCPA Disclosures:

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: Categories and specific pieces of personal information collected
  • Right to Delete: Request deletion of personal information
  • Right to Opt-Out: Opt out of the “sale” of personal information (we do not sell personal information)
  • Right to Non-Discrimination: Equal service regardless of privacy choices

Shine the Light Law:

California residents may request information about our disclosure of personal information to third parties for direct marketing purposes.

 

Dispute Resolution

Good Faith Resolution:

Any disputes arising out of this Privacy Policy will first be addressed through good-faith negotiations between you and Modern AI Solutions.

Arbitration:

If disputes cannot be resolved through negotiation, they will be subject to binding arbitration according to the rules of JAMS or an alternative dispute resolution provider we designate.

Jurisdiction:

Arbitration will take place in Cape Girardeau County, Missouri, and this agreement will be governed by Missouri state law and applicable federal law.

Class Action Waiver:

You agree that any arbitration will be conducted on an individual basis and not as part of a class action or representative proceeding.

 

Changes to this Privacy Policy

Policy Updates:

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

Notification of Changes:

  • The latest version will always be posted on our website with the updated effective date
  • For material changes, we may provide additional notice via email or prominent website notice
  • Continued use of our Platform after changes constitutes acceptance of the updated policy

Version Control:

We maintain records of policy versions and changes for transparency and compliance purposes.

 

How to Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or need to report a privacy concern, please contact us at:

Primary Contact:

📧 Email: info@modernaisolutions.com

Business Address:

Modern AI Solutions, LLC
Jackson, Missouri, United States

Response Time:

We aim to respond to all privacy inquiries within 48 hours and formal requests within 30 days as required by applicable law.

Data Protection Officer:

For GDPR-related inquiries, you may contact our designated privacy contact at the email address above.

 

This Privacy Policy is effective as of the date listed above and supersedes all previous versions. By using our Platform, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.