Privacy Policy

1. Who We Are

DFW AgentOps is an AI agent deployment and managed-operations service for small businesses in the Dallas-Fort Worth metro area. This privacy policy explains what personal information we collect when you visit our website at dfwagentops.com, book a call, fill out a form, or email us — and what we do (and don't do) with that information.

• Business owner: Gavin Walsh
• General inquiries: [email protected]
• Privacy requests: [email protected]
• Booking page: cal.com/dfwagentops-lwmt3h

If you prefer to skip the legal language, here is the short version: we only collect what we need to talk to you and deliver the services you asked for, we don't sell your information, we don't use it to train AI models, and you can ask us to delete it at any time. The rest of this document explains that in more detail so that regulators, buyers, and your own attorney can see we mean it.

2. Scope of This Policy

This policy covers the dfwagentops.com marketing website, our booking page, our contact forms, and email correspondence with prospects. It also covers short initial conversations before we sign a Master Services Agreement (MSA).

Once you become a paying client and sign an MSA, Statement of Work (SOW), and (where applicable) AI Addendum, the terms in those documents govern how we handle your business data and your customers' data. Those contracts will always be more specific than this public-facing policy, and where the two conflict the signed contract controls for clients. For healthcare clients covered by HIPAA, a separate Business Associate Agreement (BAA) is required before we handle any protected health information — this privacy policy is not a BAA.

3. Information We Collect

We try to keep data collection to a minimum because we are a small business and every extra piece of data is an extra piece of risk. Here is everything we collect and why.

3.1 Information you give us directly

• Contact form submissions — name, business name, email address, phone number (if provided), and the message you write.
• Booking data (via cal.com) — name, email, time zone, meeting time, and any notes you add when booking. This information is stored by cal.com under their own privacy policy and mirrored to our calendar.
• Email correspondence — anything you choose to include in an email to [email protected] or [email protected].
• Assessment intake information — if you request a $750 AI Audit, we collect information about your business, your existing tools, and your automation goals. This data is used only for the assessment and is governed by the MSA/SOW once you sign one.

3.2 Information collected automatically

• Log data — when you visit dfwagentops.com, our hosting provider automatically records standard web-server log information: IP address, browser type, device type, pages visited, referring URL, and timestamps. This is used for security monitoring, debugging, and aggregate traffic analysis.
• Cookies and similar technologies — we use a small number of strictly necessary cookies to make the site work (for example, to remember that you already dismissed a notice).
• Anti-spam signals — if we add a form protection tool such as Cloudflare Turnstile, it may process limited technical signals to block bots.

3.3 Information we do not collect

• We do not collect payment card numbers on our website. When you pay for a service, payment is processed by a third-party processor (Stripe) and we only receive the last four digits of the card, the cardholder name, and the transaction reference.
• We do not knowingly collect information from children under 16, and our services are not directed at children.
• We do not scrape, buy, or enrich visitor data from third-party data brokers.

4. How We Use Your Information

We use the information above for a short, specific list of purposes:

1. Responding to you. Answering your questions, scheduling calls, sending proposals, and following up after meetings.
2. Delivering services you asked for. Conducting AI audits, building automations, and operating managed AI agents under a signed MSA.
3. Running the business. Invoicing, bookkeeping, and keeping records we are legally required to keep (for example, tax records under Texas and federal law).
4. Security and fraud prevention. Blocking bots, detecting abuse of our forms, and protecting our infrastructure.
5. Improving the website. Looking at aggregated, non-identifying traffic patterns to understand which pages are useful.

We do not use your information to train AI models, and we do not sell or rent it to anyone.

5. Our AI and Third-Party Model Providers

DFW AgentOps uses large language models from companies such as Anthropic (Claude), OpenAI, and Google to deliver services. When we process data on your behalf as part of a paid engagement, we use these providers under their enterprise or API terms, which by default do not train their models on customer inputs or outputs. We pass that same commitment through to you in the AI Addendum attached to the MSA.

For the public website specifically, we do not send visitor form submissions to AI providers for training or profiling purposes. We may use AI tools internally to help draft responses to inquiries, but the decision and the final communication are always reviewed by a human before they reach you.

6. How We Share Information

We share information only with the following categories of recipients, and only to the extent needed:

• Service providers (data processors) — website hosting, email, calendar and booking (cal.com), payment processing (Stripe), and anti-spam. Each is bound by its own privacy terms and a data-processing agreement where required.
• Professional advisors — our attorney, accountant, and insurance broker, under normal confidentiality obligations.
• Legal requirements — if we are required by valid legal process to disclose information (subpoena, court order, regulatory request), we will comply and, where legally permitted, notify you first.
• Business transfers — if DFW AgentOps is ever sold, merged, or reorganized, your information may transfer to the successor entity under this same policy.

We do not share information with advertisers, marketing networks, or data brokers.

7. Where Your Data Is Stored

DFW AgentOps is operated from Texas, United States. Website data, email, and business records are stored on servers located in the United States. If you contact us from outside the United States (including from the European Union or the United Kingdom), your information will be transferred to and processed in the U.S. We rely on appropriate safeguards — including the Standard Contractual Clauses published by the European Commission — for any such international transfer, and we limit transferred data to what is necessary to respond to you.

8. How Long We Keep Your Data

We keep personal information only as long as we need it:

• Contact form and email inquiries that do not become clients: up to 24 months, then deleted or anonymized.
• Booking records: retained for the current year plus 1 additional year, then deleted.
• Client records (after engagement): retained as required by the MSA, Texas business-records rules, and tax law — typically 7 years for financial records.
• Web-server logs: typically 90 days, then rotated out.
• Backups: encrypted backups may contain copies of deleted data for a short additional period (usually 30 days) before they expire.

9. How We Protect Your Data

We apply reasonable, industry-standard safeguards, including encrypted connections (HTTPS/TLS) on the website, access controls on our internal systems, strong authentication on our email and hosting accounts, and isolation between client environments. Because we operate our own automation infrastructure, we also benefit from its built-in cost watchdog, self-healing monitoring, and audit logging. No system is perfectly secure, but we treat security as a core part of the service rather than an afterthought — one of our published win themes is "security built in, not bolted on."

If we ever have a confirmed data breach that affects your personal information, we will notify affected individuals in accordance with Texas Business and Commerce Code Chapter 521 and any other law that applies to your situation, without unreasonable delay.

10. Your Privacy Rights

You have rights over your personal information. The exact list depends on where you live, but we honor the rights below for everyone, regardless of location, because it is simpler and more trustworthy than gating rights by geography.

• Access — ask us what personal information we hold about you.
• Correction — ask us to fix information that is wrong or out of date.
• Deletion — ask us to delete your information, subject to legal retention obligations (for example, tax records).
• Portability — ask us to send you a copy of your information in a common electronic format.
• Objection and restriction — ask us to stop or limit certain uses.
• Withdraw consent — where we rely on consent, you can withdraw it at any time.
• Non-discrimination — we will not penalize you for exercising any of these rights.

To exercise any right, email [email protected] with the subject line "Privacy Request." We will respond within 30 days (GDPR) or 45 days (CCPA). We may need to verify your identity before acting on a request.

10.1 Specific rights for California residents (CCPA / CPRA)

California residents have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act. In the past 12 months DFW AgentOps has collected the categories of personal information described in Section 3 (identifiers such as name and email; commercial information such as services requested; internet activity such as log data; and professional information such as your business and role). We have not sold or shared personal information for cross-context behavioral advertising, and we have not used or disclosed sensitive personal information for purposes that would trigger the right to limit. You may submit a request to know, delete, or correct by emailing [email protected]. You may also designate an authorized agent to make a request on your behalf; we will require written authorization and identity verification.

10.2 Specific rights for EU, EEA, and UK residents (GDPR / UK GDPR)

If you are in the European Union, European Economic Area, or United Kingdom, DFW AgentOps acts as the data controller for the personal information you provide through the website. Our legal bases for processing are: (a) your consent (for optional communications), (b) performance of a contract or steps taken at your request before entering a contract (for responding to inquiries and delivering services), (c) legitimate interests (for security, fraud prevention, and operating the business), and (d) legal obligation (for tax and business-records requirements). You have the right to lodge a complaint with your local supervisory authority; in the UK this is the Information Commissioner's Office (ico.org.uk), and in each EU country this is your national data protection authority. We do not currently have an EU or UK representative because we do not routinely monitor EU/UK residents.

11. Cookies and Do-Not-Track

We honor browser-level privacy signals such as Global Privacy Control (GPC) where it applies to California residents. Because the site uses only strictly necessary cookies at launch, there is nothing to opt out of beyond normal browser controls. If we add optional analytics or marketing cookies in the future, we will update this policy and add a clear cookie banner before turning them on.

12. Links to Other Sites

Our website may link to third-party sites (for example, our cal.com booking page, social profiles, or partner resources). We are not responsible for the privacy practices of those sites. Please review each one's own privacy policy before providing any information.

13. Changes to This Policy

We will update this policy when the law changes, when we add new tools, or when our practices change. The "Last updated" date at the top will always reflect the most recent change. If the change is significant (for example, adding a new category of data collection or a new third-party tool), we will post a notice on the website homepage for at least 14 days and, where we have an email on file, send a direct notice to active clients.

14. How to Contact Us

Questions, concerns, or complaints about this policy or our data practices can be sent to:

• Email: [email protected] (preferred) or [email protected]

If you prefer to speak with a human first, you can also book a 15-minute call at cal.com/dfwagentops-lwmt3h and we will walk through any concern together.