Privacy Policy

1. Information we collect

Controller: WellWise MultimedAi LLC (Florida), 1032 East Brandon Blvd #3627, Brandon, FL 33511, USA, is the controller of the personal data described in this policy. Contact: administrator@wellwiseai.com.

Information you provide may include your name, email, optional phone number, language, assessment answers, work or device preferences, scheduling requests, AI chat messages and support descriptions. Support tickets can include chat summaries and screenshots you choose to upload. Support replies may include images or video.

Meeting intake and prep answers: if you book a live setup meeting, we collect your short intake answers (such as which tasks you want help with, and the hourly value and hours per week you choose for the time estimate) and, after booking, your answers to an optional prep questionnaire (see Pre-meeting intake). We use them only to estimate your time value, plan and run your meeting, and support you afterward.

We also process payment and order references, email-signup and consent records, browser preferences, and technical security information such as IP address, request time and device/browser information. Stripe collects payment details on its hosted checkout; our website does not collect full payment-card numbers.

Free first step: if you use our free 'first AI tools' step, your taps (tools you have, what slows you down) stay in your browser and build your plan on screen. If you ask us to email the plan, we receive your email, language, the plan items shown and your marketing choice, and send the plan through Resend. We keep the plan email record for up to 365 days. If you tick the box for tips and offers, we keep your consent record while you're subscribed and for up to 3 years after you unsubscribe, so we can show what you agreed to.

2. Why we use it

We use information to respond to requested assessments, personalize and deliver kits, arrange live video meetings, including using your intake and prep answers to plan your meeting, handle support/refunds, send a plan you request by email, verify purchases and credit eligibility, prevent abuse and comply with legal obligations. We send promotional email only if you separately choose marketing. We do not treat a phone field or email registration as consent to marketing calls or texts.

Do not provide passwords, one-time codes, Social Security numbers, full financial-account information, patient records or confidential client documents. Redact screenshots before uploading and pause screen sharing while entering private information. This website is not a channel for emergencies or clinical care.

3. Service providers and sharing

Netlify hosts the website, processes forms and stores kits and support files in Netlify Blobs. OpenAI processes assessment and chat text sent for AI guidance. Resend may process the email address and kit content for transactional delivery. Stripe handles checkout, payment verification and refunds. Providers may process data in the United States or other locations under their own service terms.

Screenshots and support video stored by this website are intended for human support and are not automatically sent to OpenAI by this release. Opening a third-party video link in a reply connects to that video provider. A live meeting provider will be identified when the meeting is arranged. We do not record meetings without telling you and obtaining permission first.

Authorized staff may access relevant submissions to help you. We may disclose information when legally required, to protect rights or security, or to professional advisers acting under appropriate confidentiality obligations. We do not sell personal information or use this release’s data for cross-site advertising.

4. AI provider retention

OpenAI API inputs are not used to train its models by default unless an account has opted into sharing. This website requests that AI responses not be stored as application history. OpenAI may still keep abuse-monitoring logs, ordinarily up to 30 days, with legal or safety exceptions. We cannot promise zero retention at a third-party provider.

Only share information you are permitted to send to the providers involved. Use general descriptions instead of identifiable client, patient, legal or financial documents.

5. Retention and deletion

In the updated website, Netlify Blobs screenshots and support videos expire after 30 days; support ticket text, replies and reply access links expire after 90 days; generated kits and generation-job results expire after 7 days. Expired content is unavailable on access and scheduled cleanup removes stored objects. Save or print your kit if you need a longer personal copy.

Email-signup records are kept for up to 365 days. Marketing consent records are kept while you're subscribed and for up to 3 years after you unsubscribe. Signed signup receipts expire after 30 days. Minimal hashed email suppression records may be retained as needed to honor opt-outs and prevent unwanted marketing. Minimal purchase-verification receipts and hashed anti-abuse records may be kept for up to 365 days.

Pre-meeting intake answers, interview and summary: 120 days after your last change.

Netlify Forms submissions, email correspondence and provider-held billing records are separate from the Blobs cleanup. We retain them as needed to respond, manage orders and satisfy legal, tax or dispute obligations; form records are reviewed for deletion at least annually. Provider backups and required records may remain under provider retention practices. Contact us to request earlier deletion of information we control.

6. Your choices

You may ask to access, correct or delete information we control by emailing administrator@wellwiseai.com. We will reasonably verify the request and explain any lawful retention needed for orders, disputes or security. We honor applicable privacy rights; you may also ask us to limit future use or communication.

You can unsubscribe from promotional email using the supplied link or by emailing us. Essential order or requested-support messages may continue. You can clear this site’s browser storage using the control on the Cookies and Analytics page or your browser settings; clearing storage may remove your saved kit or saved email.

7. Security and safe sharing

We use access controls and limited reply links for support information. Treat reply and order links as private; anyone with a valid bearer link may be able to view the associated content. No internet service can guarantee absolute security. Contact us promptly about a suspected exposure.

During a live meeting you remain in control of your accounts. Never let someone use your passwords or bypass multifactor authentication. Our setup help is not a HIPAA-compliant patient-record service.

8. Children, analytics and updates

The service is intended for adults aged 18 or older. We do not knowingly request children’s personal information. Tell us if you believe a child has submitted information so we can address it.

We use Umami Cloud for visitor analytics. It uses no cookies and no ads, and it never receives your name, email, assessment answers or order details. Hosting, security and payment providers may keep operational logs and use their own technologies. See Cookies and Analytics for browser storage details. We may update this notice prospectively and will publish the updated date.

9. Calling/texting plans and future provider accounts

The AI Calling & Texting plan questionnaire asks for general workflow preferences, tools, budget and whether intended messages are inbound, informational or promotional. Supply fictional examples, not contact lists, call recordings, message histories, credentials or identifiable customer/patient details. These planning answers follow the assessment/kit data flows and retention periods above.

This website has no active calling, SMS or call-recording integration. It does not receive or store your future assistant’s call audio, transcripts or contact list. If you later configure a separate provider, that provider may process telephone numbers, audio, message content, transcripts, metadata and consent records under its own settings and terms. Identify the providers and subprocessors, review their retention and recording defaults, and obtain required permission before activation. WellWise email-marketing consent is independent of recipient permission for your assistant.

10. Visitors in the EEA and UK (GDPR / UK GDPR)

Our paid services are not currently available in the EU/EEA, the UK or Switzerland (see Terms of Service section 1 for who can buy). We currently help set up AI calling and text-message features only for use in the United States and Canada. Some tools may work in other countries, but we don't currently help set them up or support them there. If you use these features anywhere else, you do so at your own risk and are solely responsible for following the laws that apply there, including consent, call-recording, telemarketing and AI-disclosure rules. If you are in the European Economic Area or the United Kingdom, WellWise MultimedAi LLC is the controller of your personal data. We rely on these lawful bases: performance of a contract (assessments, kits, meetings and support you request), legitimate interests (security, fraud prevention and improving the service), consent (optional marketing email, which you can withdraw at any time), and legal obligation (tax and accounting records).

You have the right to access, rectify and erase your data, to restrict or object to processing, to data portability, to withdraw consent at any time without affecting earlier processing, and to complain to your local supervisory authority (for example the ICO in the UK). To exercise a right, email administrator@wellwiseai.com; we answer within one month and will not ask for your password.

Our processors Stripe (payments), OpenAI (AI guidance), Netlify (hosting, forms and storage) and Resend (email) are located in or process data in the United States. These international transfers rely on the EU-U.S. Data Privacy Framework and its UK extension where the provider is certified, and otherwise on the European Commission's Standard Contractual Clauses (and the UK Addendum) in the providers' data processing terms.

We keep data only as long as needed: kits, chats and support files follow the retention periods in section 5 and are then deleted; payment and tax records are kept as long as the law requires (typically up to 7 years); marketing consent records are kept while you're subscribed and for up to 3 years after you unsubscribe, and a suppression record is kept so we honor your opt-out.

Canada (PIPEDA): if you are in Canada, we handle your personal information under the Personal Information Protection and Electronic Documents Act. You may request access to or correction of your information, or withdraw consent, by emailing administrator@wellwiseai.com, and you may complain to the Office of the Privacy Commissioner of Canada.

11. Pre-meeting intake (live setup meeting)

After you book a live video setup meeting, you can fill in an optional pre-meeting intake: your work role and field, team size, the tasks that take your time and hours per week, the devices and apps you already use, your goals, limits (such as employer or IT rules), your budget for third-party apps, who else is involved (by role only), optional meeting adjustments (such as larger text or captions) and meeting language. A short follow-up interview is run by an AI assistant, not a person, and it produces a summary you can edit before saving.

Purpose: we use these answers only to prepare and run your meeting and to support you afterward. We do not use them for marketing, sell them or use them for advertising. Meeting adjustments are optional, used only to adapt the meeting, and you don't need to give any medical details.

AI provider: your answers and interview messages are sent to OpenAI, L.L.C. (United States), which processes them as our service provider. We ask OpenAI not to store them as application history. OpenAI does not use API data to train its models by default and may keep it for up to 30 days for abuse monitoring, with legal exceptions. Before text is sent or stored, we automatically try to remove passwords, codes, card and bank numbers, Social Security and SIN numbers, and we also remove email addresses and phone numbers before sending text to OpenAI. Removed text is replaced with "[removed]" and is not stored. This filtering is automatic and can miss things, so please don't type them. Never share passwords, verification or one-time codes, PINs, card numbers, CVV or expiry dates, bank, routing or account numbers, Social Security or Canadian SIN numbers, health or medical details, or other people's names or contact details.

Health information: do not enter health or medical information or patient details. We don't accept health records, and our service is not HIPAA-compliant.

Link to you: intake answers are stored under a coded reference to your booking, not with your name or email, but we can match them to your order to prepare your meeting.

Retention: intake answers, the interview and the summary are deleted 120 days after your last change. Provider logs and backups follow the providers' own practices.

Your rights: you can view or change your answers on your setup page, and you can ask us to access, correct or delete them at any time by emailing administrator@wellwiseai.com.

California residents: categories collected are professional information, device/app use, preferences and, if you choose, accessibility needs. They are used for the purposes above, kept for 120 days, not sold or shared for cross-context behavioral advertising, and you have the right to know, delete, correct and limit the use of sensitive information.

Quebec and the rest of Canada: the person in charge of protecting personal information is WellWise MultimedAi LLC, reachable at administrator@wellwiseai.com. Your intake information is processed and stored outside Quebec and outside Canada, in the United States (Netlify, OpenAI), where different laws apply. We share it only with service providers under contractual safeguards, for the purposes above.

12. Meeting recordings

What we record: If you book a free setup meeting (code FIRST5FREE), or otherwise agree to recording, we record the meeting's audio, video and any screen you share.

Why: Recordings are used only for internal quality and training. We use short clips in marketing only if you separately agree to that (the optional marketing box, or a separate written permission), and you can withdraw that permission at any time for future use.

Where they are stored: Recordings are stored on our video meeting platform.

How long: Recordings are deleted within 90 days. You can ask us to delete your recording earlier at any time by emailing administrator@wellwiseai.com.

Who can access them: Only the owner of WellWise MultimedAi LLC can access recordings.

Withdrawing consent: If you withdraw consent during the meeting, we'll stop recording and finish your session at no charge.

Other people: If anyone else joins the meeting and doesn't agree to be recorded, we'll pause or stop the recording while they are present.

Follow-up meeting: The free follow-up meeting is recorded only if you agree again at that time.