How we handle information while building and running voice agents.
This policy describes how AIM Media collects, uses and protects information when we build and operate AI voice agents for clients, and when visitors use this website. It covers AIM Media only — the businesses we build agents for remain responsible for their own compliance obligations.
To build, test, run, maintain and improve voice agents; to respond to enquiries; and to communicate with clients and prospective clients. Call data from a live agent is used to operate that agent and, with the client's authorisation, to improve how it handles conversations.
Running a voice agent requires third-party providers — telephony carriers, AI model providers, speech recognition and synthesis services, and whichever CRM, calendar or ticketing platform a client already uses. These providers process data as part of operating the system. We select and manage them on the client's behalf.
Where an agent records or transcribes calls, the client is responsible for meeting the notice and consent requirements that apply to their business and jurisdiction. We configure agents to support those requirements and will advise on them, but we do not provide legal advice.
We keep information for as long as needed to run the service and meet legitimate business or legal requirements. Retention periods for call data are agreed with each client.
Some clients operate in regulated sectors such as healthcare or legal services. AIM Media does not claim any specific regulatory certification. Clients in those sectors remain responsible for confirming that a deployed agent meets the obligations that apply to them, and we will work with them to configure it appropriately.
We take reasonable administrative and technical measures to protect the information we handle, and work with providers that maintain their own security practices. No system can be guaranteed completely secure. Clients with specific security requirements should raise them with us directly.
Contact us at any time to ask what information we hold about you, to correct it, or to request deletion where applicable and not subject to a retention obligation.
We may update this policy. The date at the top of this page reflects the most recent revision.
Questions can be sent to krish@theaimmedia.ca.