Rodney Agatep | Agatep Media – Privacy Policy

Effective Date: May 1, 2025

Introduction

At Rodney Agatep | Agatep Media (“we,” “us,” or “our”), your privacy matters to us. This Privacy Policy outlines how we collect, use, share, and protect your personal information when you visit our website, purchase our products or services, use our AI-powered tools, or interact with us on social media. It also explains your rights related to the data we collect.

By accessing our website or engaging with us, you agree to the terms of this Privacy Policy. We may update this policy from time to time. When we do, the “Effective Date” above will be updated. Continued use of our site after any changes means you accept the revised policy. We encourage you to review it regularly.

Information We Collect

We collect different types of information based on how you interact with us. By accepting this policy, you consent to the collection, use, processing, and sharing of the information below, including with third-party service providers when necessary for business operations.

1. Personal Information

This includes information that identifies you directly, such as:

Full name
Email address
Phone number
Billing or shipping address
Demographic details (age, gender, location)

You provide this data voluntarily—such as when you create an account, place an order, contact us, comment on content, or participate in trainings or promotions. Declining to share personal data may restrict your ability to use certain features.

2. Automatically Collected (Derivative) Data

When you visit our site or use our mobile app, we may automatically collect data such as:

IP address
Browser and device type
Pages visited and timestamps
App interaction data (if applicable)

This data helps us analyze website performance and improve your experience. We may also use cookies, logs, and similar tracking technologies, including third-party analytics tools, which typically do not identify individuals.

3. Voice and Conversational Data

When interacting with our AI agents, we may collect:

Voice recordings
Chat transcripts
Contextual information from the interaction

This data enables us to provide services, improve AI functionality, and personalize your experience. Consent is provided by using the features, and you may withdraw it at any time by contacting us—though this may restrict your use of AI-powered services.

4. Financial Information

When you make a purchase, we may collect information related to your payment method. However, we do not store complete financial data. Payments are securely processed by third-party providers:

Please review the policies of these payment processors to understand how they handle and protect your payment information.

5. Social Networking Data

We may access certain personal information from your social networking profiles, including but not limited to Facebook, Instagram, LinkedIn, Twitter, Snapchat, or others. This may include:

Your name and username
Location and email address
Age and gender
Profile picture
Other information you’ve made public

If you do not want us to access this data, please adjust your privacy settings on the relevant social media platform.

6. Mobile Device Data

If you access our website via a mobile device or application, we may collect details such as:

Device ID
Device model and manufacturer
Location data (if enabled)

7. Other Voluntarily Provided Data

Occasionally, we may request additional information for promotions, giveaways, or surveys. You will always be informed of what data is being collected and why, and participation is entirely voluntary.

8. Mobile Application Information

When using our mobile application, we may request permission to access the following device features to improve functionality and user experience:

Geolocation (for location-based services)
Camera and photo library
Contacts
Calendar
Social media accounts
Bluetooth
Device storage

We may also send you push notifications. You may update or revoke these permissions through your device settings at any time.

9. AI Technologies and Data Processing

AI-Powered Features and Services

We incorporate artificial intelligence (AI) technologies into several areas of our platform, including:

AI-powered chat agents for customer support
Voice assistants for automated interaction
AI-based quality assurance tools
AI-enhanced personalization features

How We Use AI with Your Data

Our AI systems may process your personal data for the following purposes:

Analyzing customer interactions to improve service
Automating responses to frequently asked questions
Providing customized recommendations
Monitoring service quality
Improving fraud detection and system security
Filtering or moderating user-generated content

AI Data Protection Commitments

We are committed to responsible and ethical AI use. When using AI technologies, we:

Do not allow automated decisions without human oversight that could significantly impact your rights
Implement safeguards to prevent unauthorized access to AI-processed data
Train AI systems using properly authorized and legally compliant data
Maintain transparency and human supervision of AI processes
Regularly audit and test AI systems for fairness, security, and compliance
Apply data minimization principles—only processing what is necessary
Offer the option to opt out of AI-based processing where technically possible

Voice Recording and Processing

If you use our AI voice assistants:

Voice data is processed to fulfill your requests and may be used for quality control and training
You will be notified when recording begins, and you may opt out
Voice recordings may be transcribed for further processing
We use enhanced security measures to protect voice data
You may request deletion of your voice recordings by contacting support@agatep.ca

10. How We Use Your Information

We use the information we collect to provide you with access to our services, fulfill our obligations to you, customize your experience, and offer relevant products and features. In many cases, we may transmit your data to trusted third-party processors for legitimate business purposes.

Specifically, we may use your data to:

Create and manage your account
Deliver products or services you’ve purchased
Send transactional and service-related correspondence
Process payments and issue refunds
Introduce you to new features or offerings
Engage with you via social platforms
Send newsletters or updates
Deliver targeted ads
Request your feedback
Notify you about updates or changes
Resolve issues and troubleshoot problems
Manage contests or promotions
Personalize your web experience
Generate anonymous analytics and performance metrics
Assist with legal or law enforcement inquiries
Prevent fraud or abuse
Analyze usage trends and improve user experience
Train and improve AI functionality
Provide AI-powered customer service features
Conduct quality assurance evaluations of AI and human interactions

11. When Do We Collect Information?

We collect your information when you:

Subscribe to a newsletter
Fill out a contact form
Make a purchase or register for services
Interact with our AI-powered agents
Communicate with customer support

12. How Do We Protect Visitor Information?

Your personal data is stored on secure servers and protected by encrypted systems. Only authorized personnel with appropriate access credentials can view this information.

All sensitive or financial data is transmitted using Secure Socket Layer (SSL) technology. We use secure third-party payment gateways, and we do not store your financial data on our servers.

AI Data Security Measures

For data processed by our AI systems, we implement additional security protocols:

Encrypted storage of voice and chat transcripts
Strict access control policies
Regular audits of our AI infrastructure
Data anonymization when appropriate
Automatic deletion of outdated training or processed data

13. Data Sharing Commitment

We Do Not Sell Your Data

We do not sell, trade, or transfer your personal data to outside parties for marketing or promotional use. Your information is only shared with third parties when necessary to fulfill your requested transactions or services.

Limited Sharing with Service Providers

We may share your data with carefully selected third-party vendors, who are contractually obligated to maintain confidentiality and use the data only for the following purposes:

Payment Processors – Stripe, PayPal, Intuit (for transaction handling)
Email Service Providers – To send opt-in email communications
Hosting Providers – For secure website operations
SMS Aggregators – To deliver opted-in SMS messages
HighLevel CRM – For client and lead management
AI Providers – For AI-based features and interactions
Cloud Storage Vendors – To store data securely

AI Service Provider Limitations

When we work with third-party AI technology providers, we enforce strict conditions:

They may only use your data for specified service-related tasks
They must implement robust security practices
They may not train their models on your data without consent
They must comply with applicable privacy regulations
They must notify us immediately of any data breach
They must delete or return all data upon service termination

Important Note About SMS Data

All SMS opt-in data and consent will not be shared with any third parties, except for vendors directly involved in delivering SMS communications. Your mobile number will never be shared or sold for marketing or promotional purposes.

14. White-Labeled CRM Services

We provide access to HighLevel CRM as a white-labeled service under our brand. Please note the following details:

Third-Party Platform

HighLevel CRM is owned and operated by GoHighLevel. We offer access to the platform under our branding, but we do not control the software infrastructure or data storage systems.

Limitation of Liability

We are not responsible for issues or interruptions related to the HighLevel platform. This includes:

Downtime or service interruptions
Loss or corruption of data
Security breaches or unauthorized data access
Changes made by GoHighLevel to features or services
Any technical problems or service degradations

Support for Platform Issues

For technical issues related to core platform functionality, clients may be required to contact GoHighLevel directly at gohighlevel.com.

Data Processing

Your data may be processed according to GoHighLevel’s own privacy policy and terms of service in addition to our own policies.

Service Continuity

We cannot guarantee the continued availability of the HighLevel platform, as it is maintained and managed by GoHighLevel.

15. Other Limited Disclosures

We may disclose your information in the following limited circumstances:

To comply with a legal obligation or court order
To protect our rights, your safety, or the safety of others
To investigate fraud or respond to government inquiries
To enforce our Terms of Service
In the event of a merger, sale, acquisition, or bankruptcy (governed by the new entity’s privacy policy)

16. Cookies

We may use cookies to enhance your experience on our website. Cookies are small files stored on your device through your browser that enable us to recognize your preferences and track user activity.

You may choose to set your browser to warn you before a cookie is stored or to disable cookies entirely. Refer to your browser’s help section for instructions. Please note that disabling cookies may affect site functionality.

17. Third-Party Integrations

Google

We follow Google’s Advertising Principles and have implemented the following:

Google AdWords Remarketing
Google Display Network Impression Reporting
Demographics and Interests Reporting

We and third-party vendors (like Google) use first-party cookies (e.g., Google Analytics cookies) and third-party cookies (e.g., DoubleClick) to understand interactions with ad content and improve advertising effectiveness.

You may opt out of Google Analytics tracking by installing the Google Analytics Opt-Out Browser Add-on. Learn more about Google’s privacy practices at https://policies.google.com/privacy.

Facebook

We follow Facebook’s Advertising Principles and have implemented:

Facebook Advertising Campaigns
Facebook Retargeting
Demographics and Interests Reporting

We and third-party vendors (like Facebook) use technologies like the Facebook Pixel to analyze engagement with our ads and content.

You may opt out of Facebook interest-based ads by visiting Facebook Ad Preferences. For more on Facebook’s data practices, visit Facebook’s Privacy Policy.

18. Grounds for Using and Processing Your Data

We process your data based on the following legal grounds:

Legitimate Business Interests

We may use your data for legitimate business purposes, such as improving our products, services, and communications, managing customer relationships, and providing information you’ve requested.

Performance of a Contract

We may process your data to enter into or fulfill our contractual obligations to you.

Consent

We may use your data when you have given consent, including for third-party service integrations. You can withdraw consent at any time, though this may limit access to some features or services.

Legal Obligations

We may use or disclose your information as required to comply with applicable laws or legal requests.

19. International Data Transfers

Our website is hosted in the United States. If you reside outside the U.S., your information may be transferred, stored, or processed internationally. This includes data sent to or processed by third-party service providers such as payment processors or CRM platforms.

We take reasonable steps to ensure secure data transmission and storage, including using encrypted servers and reputable third-party vendors. However, data transmission via the internet is never entirely secure.

By using our website or services, you consent to this transfer, processing, and storage of your data in the U.S.

20. Data Retention

We retain your personal information as long as necessary to fulfill business obligations or legal requirements, or until you request its deletion.

Retention Periods:

Account data is retained indefinitely unless you delete your account
Voice recordings: typically deleted within 90 days
AI chat transcripts: retained for up to 12 months
Anonymized AI data: may be retained indefinitely for analysis

You may request deletion of your data at any time. However, we cannot guarantee deletion from third-party systems not under our control.

Usage data collected for analytics may be stored longer if necessary for improving performance, security, or required by law.

21. Security of Your Information

We take reasonable precautions to protect your personal data, including SSL encryption, secure servers, and access controls. Despite these measures, no method of data transmission or storage is 100% secure.

By using our website, you acknowledge that your data may be transmitted over the internet and could be accessed unlawfully. We will notify you of any significant data breach involving your personal information.

22. Sensitive Data

Please do not submit sensitive personal information through our website, including:

Social Security numbers
Medical or health records
Genetic or biometric data
Information about race, religion, or criminal history

If you do submit such information, you consent to our storage and processing of it per this Privacy Policy.

Special Note on AI Interactions

Our AI systems are designed to detect and filter sensitive information. If such data is shared:

We will attempt to delete it promptly
We use automated filters to prevent inclusion in AI training datasets
Human reviewers are bound by confidentiality agreements
You may request deletion of specific interactions by contacting support@agatep.ca

23. SMS/Text Message Privacy

If you’ve chosen to receive SMS/text messages from us, we take your privacy seriously and are committed to protecting your information throughout all communications.

No Unauthorized Sharing: We do not share your SMS opt-in data or consent details with third parties, except those directly involved in delivering the text messaging service (such as aggregators or providers).
No Marketing Use: Your mobile number will never be shared or sold to third parties or affiliates for marketing or promotional campaigns.
Purpose-Specific Use Only: We use your SMS opt-in data exclusively for the purposes you’ve agreed to—such as reminders, notifications, receipts, support updates, or promotional messages you have specifically opted into.
Easy Opt-Out: You can unsubscribe from SMS messages at any time by replying “STOP” to any of our texts. We’ll confirm your request and immediately stop further messages.

24. Your Rights

You have certain rights regarding your personal data. Please note that we may charge a reasonable fee for some requests and may require proof of identity before proceeding. Your rights may be limited if they conflict with legal requirements, public interest, or our legitimate business interests.

Update Account Information

You may update or correct your account information at any time by contacting us at support@agatep.ca.

Confirm Personal Data and Its Use

You may request confirmation of the personal data we hold about you and how we use it. This includes whether your data is shared with third parties and for what purposes. We will provide a copy of your data unless doing so infringes on the rights of others.

Change Consent

You may withdraw or change your consent at any time. In some cases, this may require deleting your account, which may limit your access to our services.

Request a Copy of Your Data

You have the right to request a digital copy of the data we hold about you. The first copy is free; additional requests may be subject to a reasonable fee.

Transfer Your Data

You may request that your data be transferred to another controller in a commonly used, machine-readable format, unless doing so would be excessively burdensome.

Delete All Data

You may request the deletion of all personal data we hold about you. We will comply unless retaining the data is legally required, necessary to protect free expression, fulfill a legal obligation, or defend legal claims. Deleting your data may terminate your account and access to our services.

25. AI-Specific Rights

In addition to your general data rights, you also have the following rights related to our AI features:

Opt-Out of AI Voice Recording: You can opt out of voice recordings by contacting us at any time.
Access to AI Decisions: You may request insight into any significant decisions made by our AI systems about you.
Right to Human Review: You may request a human to review any AI-only decision that has legal or similarly significant effects.
Delete AI Data: You may request the deletion of any AI-generated transcripts, recordings, or interaction data.

26. Emails and Communications

You may opt out of receiving email communications from us by:

Selecting the opt-out option at registration or checkout
Clicking the unsubscribe link in an email
Contacting us directly at support@agatep.ca

27. Marketing Communications

If you do not wish to receive third-party marketing messages or have your data used for marketing purposes, you can opt out by contacting us at support@agatep.ca.

28. Processing Restrictions

You may request that we restrict the processing of your personal data under certain circumstances— for example, if you contest the accuracy of your data or object to our processing. While under restriction, your data will still be stored but will not be processed or shared with third parties without your consent, unless required by law or to protect your rights, the rights of others, or our legal obligations.

You may also choose to opt out of all data processing. Please note that doing so may result in the termination of your account and loss of access to our website and services.

29. Complaints

If you believe we have misused your data or violated your rights under this Privacy Policy or applicable law, you have the right to file a complaint with us at support@agatep.ca, or with your local regulatory body or data protection authority.

30. Children’s Online Privacy Protection Act (COPPA)

In compliance with COPPA, we do not knowingly collect personal information from children under 13 years of age, and our services are not intended for use by children under that age. Parents or guardians may contact us if they believe their child’s data has been collected unintentionally.

31. Fair Information Practices

We adhere to the Fair Information Practice Principles, which form the foundation of U.S. privacy law and influence global data protection policies.

In the event of a data breach, we will notify affected users via email within 7 business days.

Redress and Enforcement

We also honor the individual redress principle. This means individuals may seek enforceable legal rights against data handlers who violate privacy laws. You may bring complaints before courts or government agencies to investigate and prosecute non-compliance.

32. CAN-SPAM Act Compliance

The CAN-SPAM Act sets the rules for commercial email and provides recipients with the right to stop receiving emails. We collect your email address in order to:

Send requested information and respond to inquiries
Send updates, offers, or other relevant communications

To comply with CAN-SPAM, we agree to the following:

Not use false or misleading subject lines or email addresses
Clearly identify messages as advertisements, when applicable
Include our physical business address in all emails
Monitor third-party email marketing services for compliance (if used)
Honor unsubscribe requests promptly
Provide an unsubscribe link in every email

To unsubscribe, you may follow the link provided at the bottom of any email, or email us directly at support@agatep.ca. We will promptly remove you from all future correspondence.

33. HIPAA Privacy Policy

General HIPAA Statement:

This notice describes how medical information about you may be used and disclosed and how you can access this information. Please read it carefully.

Rodney Agatep | Agatep Media may collect protected health information (PHI) when acting on behalf of healthcare providers or when you voluntarily submit health-related details. We comply with HIPAA, HIPAA Privacy Regulations, and HITECH, and commit to the following:

We do not use or disclose PHI beyond what is expressly permitted
We do not sell, trade, or transfer your PHI to outside parties
We store PHI on secure, access-controlled systems with SSL encryption
Our subcontractors must also follow the same data protection obligations
We use and disclose only the minimum necessary PHI for the intended purpose
Our AI systems that may process PHI are subject to strict encryption, audit logs, and limited access

For HIPAA-related inquiries, contact us at: support@agatep.ca

34. AI Ethics and Commitments

As part of our ongoing development of AI technology, we adhere to the following principles:

Transparency: We clearly disclose when AI is used
Human Oversight: We maintain appropriate supervision of AI outputs
Data Privacy: AI processes personal data only with proper consent and safeguards
Non-Discrimination: We regularly test AI for bias and ensure equitable outcomes
Security: We apply strong security protocols to protect AI-processed data
Accountability: We accept responsibility for the operation and outcomes of our AI systems

We continuously review and update our AI technologies based on ethical impact assessments and evolving best practices.

35. Contact Information

If you have any questions regarding this Privacy Policy or our data practices, you may contact us using the information below:

Email: support@agatep.ca
Mailing Address: 74-1010 Wilkes Ave. Winnipeg, MB R3P 2S4

Last Updated: May 1, 2025

Privacy Policy