Privacy Policy (AI Assistant – Internal Use)

1. Overview

This Privacy Policy describes how the AI Assistant (“the Bot”) collects, uses, and protects information within Heights Athletic Club (“we,” “us,” or “our”). The Bot is intended for internal use by authorized users through Microsoft Teams.

2. Information We Collect

a. User-Provided Information

  • Messages, prompts, and inputs submitted to the Bot
  • Files or data shared during interactions

b. System Data

  • User identifiers (e.g., name, email, Teams ID)
  • Timestamps and usage logs
  • Interaction metadata (e.g., session activity)

c. Integrated Data Sources

If connected, the Bot may access:

  • Internal systems (e.g., CRM, scheduling tools, databases)
  • Documents or knowledge bases
  • APIs (e.g., CourtReserve, GoHighLevel, etc.)

3. How We Use Information

We use collected data to:

  • Provide and improve Bot responses
  • Automate workflows and tasks
  • Support internal operations and decision-making
  • Monitor performance and troubleshoot issues
  • Ensure security and compliance

4. Data Storage & Retention

  • Data may be stored in logs, databases, or third-party systems supporting the Bot
  • Retention is limited to what is necessary for operational and compliance purposes
  • We may anonymize or delete data periodically

5. Data Sharing

We do not sell or share data externally except:

  • With authorized internal systems and services
  • With service providers required to operate the Bot (e.g., hosting, APIs)
  • When required by law or legal process

6. Security

We implement reasonable safeguards, including:

  • Access controls and authentication
  • Network and infrastructure protections
  • Monitoring and logging

However, no system is completely secure. Users should avoid sharing highly sensitive data unless necessary.

7. User Responsibilities

Users should:

  • Only input data relevant to business operations
  • Avoid sharing sensitive personal, financial, or confidential data unless required
  • Follow company data handling policies

8. AI Limitations

  • Responses may be inaccurate or incomplete
  • Outputs should be reviewed before acting on them
  • The Bot does not replace professional judgment

9. Changes to This Policy

We may update this policy periodically. Continued use of the Bot constitutes acceptance of updates.

10. Contact

For questions or concerns, contact:
joe@heightsathleticclub.com