Privacy, Terms, and Fair Use

1. Privacy Policy

1.1 What We Collect

We collect only the information necessary to provide the AgentRoster service to your business. This includes:

• Account information: your business name, contact name, email address, and phone number.
• Configuration data: the instructions, preferences, tone, and business details you provide when setting up your digital employees.
• Operational data: logs of activity your digital employees perform, messages they draft and send on your behalf, calendar events they manage, and lead information they process.
• Integration data: information we access through services you connect, such as your calendar availability, email inbox (for roles that require it), and lead source portals.

1.2 How We Use Your Data

We use your data exclusively to deliver the AgentRoster service:

• To set up, operate, and improve the digital employees you have hired through our service.
• To generate your weekly Reporter summary.
• To maintain the activity feed and approval queue you use to oversee your digital team.
• To provide customer support and troubleshoot issues.
• To send you service-related communications (billing, updates, feature announcements).

We do not sell your data. We do not share it with third parties except as necessary to deliver the service (see our sub-processor list). We do not use your data for advertising or marketing purposes unrelated to your AgentRoster account.

1.3 No Training on Customer Data

We do not use your business data, your digital employees' conversations, your lead information, or any other customer content to train, fine-tune, or improve AI systems. Your data is used solely to provide the AgentRoster service to your account. We contractually require our AI providers to maintain the same commitment: your data is not used for their training purposes.

1.4 Where Your Data Lives

All customer data is processed and stored on secure systems located within the United States. We use U.S.-based cloud providers for compute, storage, and AI processing. No customer data is transferred outside the United States for processing. For a complete list of the services and providers that may handle your data, see our sub-processor disclosure.

1.5 Customer Data Isolation

Every AgentRoster customer's data is logically isolated from every other customer's data. Your digital employee configurations, conversation history, business data, and operational logs are never combined with another customer's data. Access controls enforce strict separation, and each customer's data is accessible only within the context of that customer's account.

1.6 Data Retention and Deletion

We retain your data for the duration of your active subscription. When you cancel:

• Your data is retained for 30 days to allow you to export or transfer it.
• After 30 days, all your data is permanently deleted from our active systems.
• Backup copies are purged within 90 days of cancellation.
• Aggregated, anonymized operational metrics (such as total message volume statistics) may be retained for service improvement purposes. These do not contain any personally identifiable information.

You may request immediate deletion at any time by contacting us. We will confirm deletion within 5 business days.

1.7 Your Rights

You have the right to:

• Access: request a copy of all data we hold about your account.
• Correct: request corrections to inaccurate data.
• Export: receive your data in a standard, machine-readable format.
• Delete: request deletion of your data at any time.

For California residents, these rights are guaranteed under the CCPA/CPRA. We extend these same rights to all customers regardless of location. To exercise any of these rights, contact us at privacy@agentroster.ai. We will respond within 30 days.

1.8 Security

We implement industry-standard security measures to protect your data:

• Encryption in transit (TLS 1.3) for all data moving between your systems and ours.
• Encryption at rest (AES-256) for all stored customer data.
• Access controls with least-privilege principles; only authorized personnel can access production systems.
• Regular security reviews and updates to our systems.
• Comprehensive activity logging so you can see every action your digital employees take.

1.9 Changes to This Policy

We will notify you of material changes to this privacy policy via email and a notice on your account at least 30 days before changes take effect. The latest version is always available on this page.

1.10 Contact

For privacy-related inquiries, data requests, or to exercise your rights, contact us at privacy@agentroster.ai.

2. Terms of Service

2.1 What AgentRoster Provides

AgentRoster provides AI-powered digital employees configured for specific business roles. Each digital employee is set up and maintained by AgentRoster based on your business requirements. You select the roles from our catalog, answer a short set of questions about your business, and we handle the setup, hosting, and ongoing maintenance. The service includes continuous operation, updates, activity logging, and weekly Reporter summaries.

2.2 Subscription and Billing

AgentRoster is offered on a monthly subscription basis. Plans are billed at the start of each billing period. A one-time setup fee applies to new accounts. Founding Member rates are available to the first 50 customers and are locked for the lifetime of uninterrupted subscription. If a Founding Member cancels and later rejoins, standard rates apply. We will notify you at least 30 days before any price change to your plan.

All prices are in U.S. dollars. Payment is by credit or debit card. Failed payments will be retried; we will notify you before any service interruption.

2.3 Your Responsibilities

You are responsible for:

• Providing accurate information when configuring your digital employees.
• Reviewing and approving messages before they are sent (when approval mode is active).
• Ensuring that communications sent by your digital employees comply with applicable laws and regulations, including CAN-SPAM, TCPA, and fair housing laws.
• Maintaining the security of your account credentials.
• Not using AgentRoster for illegal, fraudulent, harassing, or deceptive purposes.

2.4 Approval Mode and Autonomy

Every new digital employee starts in approval mode: all outbound messages require your review and explicit approval before they are sent. You may grant autonomy to individual digital employees at your discretion. Granting autonomy means messages are sent without prior review. You can monitor all activity regardless of autonomy setting, and you may revoke autonomy or pause any digital employee at any time with immediate effect.

2.5 Service Availability

We design AgentRoster for high availability and monitor systems continuously. In the event of a service interruption, we work to restore normal operation as quickly as possible and communicate status updates to affected customers. We are not liable for interruptions caused by factors outside our reasonable control, including third-party service outages, internet connectivity issues, or force majeure events.

2.6 Cancellation

You may cancel your subscription at any time through your account or by contacting us. Upon cancellation:

• Your digital employees will continue to operate through the end of your current billing period.
• Your data will be retained for 30 days to allow export, then permanently deleted (see Section 1.6).
• There are no early termination fees or long-term contracts.
• No refunds are provided for partial billing periods already commenced.

2.7 Limitation of Liability

AgentRoster is a tool to assist your business operations. We do not guarantee specific business outcomes, revenue, or lead conversion results. Our liability for any claim arising from your use of the service is limited to the fees you have paid for the service during the three months preceding the claim. We are not liable for indirect, consequential, or punitive damages.

2.8 Handling Errors

If a digital employee sends an incorrect or unintended communication, pause the digital employee immediately and notify us at hello@agentroster.ai. We will investigate, provide a summary of what occurred, and work with you to address the situation. We maintain comprehensive logs of all activity to support incident review.

2.9 Changes to These Terms

We will notify you of material changes to these terms via email at least 30 days before they take effect. Continued use of the service after changes take effect constitutes acceptance of the updated terms.

3. Data Processing Agreement

This Data Processing Agreement (DPA) forms part of the Terms of Service between AgentRoster and its customers. It describes how we process personal data on your behalf when you use the service.

3.1 Roles and Definitions

Under applicable data protection laws, you are the data controller (or business, under CCPA) and AgentRoster is the data processor (or service provider). This means:

• You determine what data is collected and how your digital employees use it.
• We process that data solely on your instructions, to provide the AgentRoster service.

3.2 Processing Details

Subject matter: Provision of AI-powered digital employee services as described in the Terms of Service.
Duration: For the duration of your subscription, plus the 30-day post-cancellation retention period.
Nature and purpose: Configuring, hosting, operating, and maintaining the digital employees you have selected, including processing communications, calendar events, lead data, and related business information as directed by your configuration.
Categories of data: Account information, configuration data, operational data, integration data, and communications content as described in Section 1.1.
Data subjects: Your employees, customers, leads, and contacts whose data is processed through the service.

3.3 Our Commitments as Processor

• We process personal data only on your documented instructions (as provided through the service configuration and these terms).
• We ensure that personnel authorized to process personal data are bound by confidentiality obligations.
• We implement and maintain the security measures described in Section 1.8.
• We engage sub-processors only as disclosed (see sub-processor list) and remain liable for their compliance.
• We will notify you without undue delay if we become aware of a personal data breach affecting your data.
• We assist you in responding to data subject requests, to the extent possible given our role as processor.
• At your choice, we delete or return all personal data upon termination of the service (subject to the retention period in Section 1.6).
• We make available information necessary to demonstrate compliance with these obligations.

3.4 Sub-processors

AgentRoster uses third-party services to deliver specific components of the service. A current list of all sub-processors, including their functions and locations, is maintained at agentroster.ai/subprocessors. We will notify you by email before adding new sub-processors, and you may object to new sub-processors within 14 days of notification. If we cannot accommodate your objection, you may cancel your subscription without penalty.

3.5 International Data Transfers

All customer data is processed and stored within the United States. We do not transfer customer data internationally. Should this change, we will update our sub-processor disclosure and provide at least 30 days' notice.

3.6 Audits

Upon request and no more than once per year, we will provide you with a summary of our security practices and compliance status. For additional audit needs, we will work with you in good faith to accommodate reasonable requests, which may be subject to a mutually agreed scope and cost-sharing arrangement.

4. Fair Use Policy

4.1 What Fair Use Means

Fair use means using AgentRoster for the business purposes it was designed for: responding to leads, booking appointments, following up with customers, drafting communications, and similar operational tasks at a volume consistent with a single business. Our usage allowances are calibrated to accommodate heavy use by a typical small business, including seasonal spikes and growth periods.

4.2 What Happens If You Exceed Fair Use

We monitor usage in aggregate to ensure service quality for all customers. If your account approaches or exceeds the fair use allowance:

• We reach out personally to understand your needs.
• We work with you to find a solution, which may include a plan upgrade or tailored allowance.
• We do not abruptly cut off service or disable your digital employees.
• Accounts that persistently exceed fair use may experience politely slowed throughput while we work together on a resolution.

4.3 What Is Not Covered

Fair use does not extend to:

• Reselling AgentRoster digital employee capacity to third parties.
• Using digital employees to serve multiple unrelated businesses from a single account.
• Using automated methods to generate synthetic, fraudulent, or artificially inflated traffic.
• Any activity that violates our Terms of Service or applicable law.

These activities may result in immediate account suspension pending review.