Privacy Policy for Argaman X Media AI Sales Agent (WhatsApp)

Effective Date: May 2, 2025

1. Introduction

This Privacy Policy describes how Argaman X Media ("we," "us," or "our") collects, uses, and shares information when you interact with our AI Sales Agent (the "Agent") via the WhatsApp Business Platform, operated through Meta. The Agent's purpose is to provide initial information about our services, assess suitability based on budget, and schedule introductory meetings with Adam Argaman.

By interacting with the Agent, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We may collect the following types of information through your interaction with the Agent:

• Information You Provide: Your WhatsApp phone number (provided automatically by WhatsApp). The content of your messages, including questions about our services, your stated service interests, budget information you provide, your preferred meeting times, your email address (if you provide it for meeting scheduling), your preference for meeting location (office/online, if asked), and any requests to cancel or reschedule meetings. Any other information you voluntarily share during the conversation.
• Information Collected Automatically:
  • Metadata: Timestamps associated with messages received and sent.
  • Workflow Data: Our automation platform (n8n) may store logs of the workflow execution for troubleshooting and monitoring purposes, which can include parts of the conversation data.

3. How We Use Your Information

We use the information collected for the following purposes:

• To Operate the Agent: To understand your inquiries, answer questions about Argaman X Media (potentially using internal knowledge retrieval tools), assess your budget suitability, check Adam Argaman's calendar availability, propose meeting times, schedule meetings upon your confirmation, and handle cancellation or rescheduling requests.
• To Schedule Meetings: Your email address and chosen time slot are used specifically to create a meeting event in Adam Argaman's Google Calendar. Your location preference (office/online) may also be used for the calendar event.
• To Send Confirmations and Reminders: To send you confirmations of scheduled meetings via WhatsApp and potentially via email (as indicated by the Agent). We also plan to use your phone number to send a WhatsApp reminder approximately one hour before the scheduled meeting.
• Communication: To communicate with you via WhatsApp as part of the service interaction.
• Internal Record Keeping: We may associate the conversation details and scheduled meeting information with your contact information for internal sales and client management purposes.
• Service Improvement: We may analyze interaction patterns (without identifying individual users where possible) to improve the Agent's performance and our services.

4. AI Processing

Our Agent uses Artificial Intelligence models (provided by third parties such as OpenAI) to understand your messages and generate responses. The content of your conversation is processed by these models solely for the purpose of providing the Agent's functionality during your interaction. Based on the standard terms of our AI service providers, your conversation data submitted via their API is not used for training their models unless explicitly configured otherwise, which is not our current practice.

5. How We Share Your Information

We do not sell your personal information. We only share your information with third-party service providers as necessary to operate the Agent and fulfill your requests:

• Meta (WhatsApp): Your messages are processed through the WhatsApp platform according to their terms and privacy policy.
• OpenAI (or similar LLM Provider): Conversation content is sent to the AI model provider to generate responses.
• Google (Google Calendar): Your email address and chosen meeting time (and potentially location preference) are used to create an event in Adam Argaman's calendar via the Google Calendar API.
• Supabase (Vector Store Provider): If you ask questions requiring the use of our internal knowledge base tool, parts of your query might be used to search for relevant information stored with Supabase.
• n8n / Hosting Provider: The workflow automation platform hosting the Agent's logic will process the data as it flows through the automation.
• Other Service Providers: If necessary for features like sending reminders or storing event IDs for rescheduling, data might be processed by other integrated tools or databases, subject to appropriate privacy and security measures.

We only share the minimum information necessary for these providers to perform their specific functions.

6. Data Storage and Security

We take reasonable technical and organizational measures to protect your information. Data may be stored in:

• n8n execution logs (subject to pruning policies).
• Google Calendar events.
• Conversation memory within the n8n workflow (typically for the duration of a session).
• Potentially other secure internal systems or databases used for managing schedules, reminders, or client information.

Credentials for accessing third-party services (like Google Calendar, OpenAI, Meta) within our n8n workflow are stored in an encrypted format. However, no method of transmission over the Internet or electronic storage is 100% secure.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, provide the service, or comply with legal obligations. Conversation logs within n8n may be automatically pruned after a certain period. Calendar events will persist according to standard calendar practices unless deleted (e.g., upon cancellation).

8. Your Rights

Depending on applicable laws, you may have rights regarding your personal information, such as the right to access, correct, or request the deletion of your data. To exercise these rights, please contact us using the details below. Please note that deleting certain information (like a scheduled meeting) may require interacting with the Agent or contacting us directly.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on a designated page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: office@argm.co.il
Address: Ahad Ha'Am St 9, Tel Aviv-Yafo, Israel