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See It In Action

AI Policy

Revised: November 1, 2026

1. Introduction and Scope

MindFire Internet Solutions, Inc. (“MindFire,” “we,” “us,” or “our”) uses artificial intelligence (AI) to build better products and to work more efficiently, while treating the data entrusted to us with care. This AI Policy (“Policy”) explains how we use AI, the principles that guide that use, and the safeguards we apply. It applies to AI systems we develop, configure, procure, or operate across mindfireinc.com, our platform and personalized microsites (PURLs/GURLs), our AI Voice Agent and AI Chat Agent, and our internal business operations (collectively, the “Services”), and to our employees, contractors, and any third parties acting on our behalf.

Please read this Policy together with our Privacy Policy, which governs how we handle personal information, our Data Processing Agreement (“DPA”) where applicable, and any additional notice we provide at the point of collection.

2. Our AI Principles

  • Responsible and lawful use. We use AI for legitimate business purposes and in accordance with applicable laws, regulations, and our contractual commitments.
  • Privacy and data protection. We apply privacy and data-protection safeguards to personal and confidential information used with AI, including data-minimization and access controls appropriate to the use.
  • Transparency. We disclose when a person is interacting directly with an AI system rather than a human.
  • Human oversight. People remain accountable for consequential decisions. AI may assist our team, but it does not replace human judgment for such decisions.
  • Security. AI systems and the data they use are protected under our information-security program, independently audited under SOC 2 Type II.
  • Accountability. We apply accountability and oversight to AI systems based on their purpose, risk, and potential impact.

3. Roles and Responsibilities

As with personal information we handle, our responsibility for AI depends on the capacity in which we act:

  • As a business/controller. When we use AI to operate our own websites and to conduct our own sales, marketing, recruiting, support, and internal operations, we decide how and why AI is used, and this Policy governs that activity.
  • As a service provider/processor. When we provide AI-enabled features (such as the AI Voice Agent or AI Chat Agent) on campaigns and personalized pages we host for our clients, we do so on the client’s instructions and for their purposes. In that case, the client’s own privacy policy governs their end users’ data, and our handling is governed by our DPA with the client.

Regardless of which role applies, data that MindFire has access to through AI systems is subject to our applicable information-security and confidentiality controls, including controls within our SOC 2 Type II control environment.

4. How MindFire Uses AI

MindFire uses enterprise- or business-tier AI services from established providers. Our current uses fall into three areas:

4.1 Software Development (Engineering Productivity)

Our engineering teams use AI coding assistants to help write, review, document, and test software more efficiently. Human engineers remain responsible for AI-assisted code before it is deployed to production, and such code is subject to MindFire’s applicable testing, security, and change-management controls. Production credentials, customer data, and other sensitive information may not be shared with AI tools outside our approved, controlled environments.

4.2 Operational and Business Productivity

Across the business, our teams use AI to assist with everyday operational tasks such as drafting and summarizing documentation, preparing internal content, analyzing information, and supporting project work. This includes AI-assisted meeting notes and summaries, and AI tools used by our internal team to prepare and follow up on customer communications. MindFire employees remain responsible for reviewing AI-generated output as appropriate before relying on it or sharing it externally, and may use MindFire or customer information only with AI tools approved for that purpose. Certain categories of data, for example, human-resources data and other highly sensitive information, are restricted or prohibited from use with AI tools, and use involving personal information is subject to additional controls.

4.3 AI Voice and Chat Agents (Customer Engagement)

MindFire offers an AI Voice Agent that can operate on the personalized pages we host, to assist visitors and help collect information. MindFire may also offer an AI Chat Agent that provides similar assistance through text chat rather than voice. Where this feature is enabled, we design it so that visitors are informed they are interacting with an AI assistant and provide consent before the conversation is recorded and transcribed. For the AI Chat Agent, visitors are likewise informed they are interacting with an AI assistant and consent to proceed; because a chat session is not a telephone call, the recording- and transcription-consent step applies only to the AI Voice Agent. Human oversight and clear opt-out options are part of this design. Audio recordings and transcripts from the AI Voice Agent are treated as personal information and handled under the controls described in this Policy, our Privacy Policy, and, where MindFire acts as a service provider/processor, the applicable DPA. MindFire obtains consent to record voice interactions consistent with applicable all-party-consent and communications-recording laws. MindFire provides the disclosure, consent, and opt-out mechanisms; where MindFire acts as a service provider/processor, the client remains responsible for ensuring that valid end-user consent is obtained under applicable law.

4.4 In-Product AI Assistants

Within the MindFire platform (MindFire.app), we offer in-product AI assistants that users interact with by text chat to help build dashboards, forms, and landing pages and to analyze campaign data, including content the user uploads such as files and images. These assistants operate on the user's instructions and remain subject to human review. Conversation history and uploads are retained for a limited period, currently 30 days, to preserve session continuity and, where MindFire acts as a service provider/processor, are handled under the applicable DPA.

5. Data Handling and Privacy in AI

  • Enterprise-grade services. For work involving MindFire or customer information, we use enterprise- or business-tier AI services governed by contractual data-protection terms, rather than consumer AI tools.
  • Use of data for model training. We do not authorize third-party AI providers to use personal data or confidential customer data to train or improve their general-purpose models, except where expressly authorized by MindFire or the applicable customer. Any model customization we perform is limited, purpose-specific, and kept within controlled environments. MindFire does not use client data or interaction content to train or fine-tune any model, either our own or a third party's, except as necessary to provide the Services.
  • Data minimization and access controls. We seek to limit AI systems’ access to information reasonably necessary for their intended purpose, and restrict access to authorized personnel and approved integrations.
  • Restricted and prohibited data. Sensitive categories of data are restricted or prohibited from use with AI tools, and personal information is handled under additional safeguards.
  • Retention. Where MindFire acts as a service provider/processor, personal information used by or generated through AI systems is retained in accordance with the applicable DPA and the client’s instructions. For MindFire’s own business activities, retention is governed by our applicable privacy and data-retention practices.

6. Transparency and Disclosure

We believe people should know when they are interacting with AI. Where MindFire uses an AI system to communicate directly with a person — such as the AI Voice Agent — we disclose that the interaction is AI-driven and obtain consent before the conversation is recorded and transcribed. Recording and transcription, and the related consent, apply to the AI Voice Agent; for the AI Chat Agent we disclose the AI interaction and obtain consent to proceed. Our use of AI is described in this Policy and, where personal data is involved, in our Privacy Policy and, where applicable, the DPA.

7. Human Oversight and Accountability

AI at MindFire is used to assist people, not to make consequential decisions on its own. Human review is required before AI-assisted output is relied upon for consequential decisions affecting customers or individuals. Our teams can override or suspend AI systems where appropriate. MindFire assigns accountability and oversight for AI systems based on their purpose, risk, and potential impact.

8. Third-Party AI Providers

Before approving a third-party AI service for use with MindFire or customer information, we consider the provider’s security, privacy, and data-handling practices and applicable contractual protections. MindFire maintains an inventory of AI services approved for such use and reviews those services as appropriate based on their use and risk. MindFire or customer information may be used only with AI tools approved for that purpose.

9. Security

AI systems and the data they process are protected under the information-security program that governs MindFire’s operations, independently audited under SOC 2 Type II. Depending on the system and use, applicable measures may include encryption of data in transit and at rest, role-based access controls, multi-factor authentication, audit logging, logical isolation of client data, monitoring, and testing. AI-related security incidents are handled through our incident-response process.

10. Governance and Review

MindFire maintains internal governance for AI use, including defined roles and responsibilities and an inventory of approved AI tools. We apply governance and oversight appropriate to the nature of the AI use, the sensitivity of the information involved, and the potential impact on customers or individuals. This Policy and our underlying AI practices are reviewed at least annually and updated as our use of AI, the technology, or applicable law evolves.

11. Compliance

We use AI consistent with applicable data-protection and privacy laws, including the California Consumer Privacy Act (CCPA) and other U.S. state privacy laws that apply to our business, as well as our contractual obligations to clients. We recognize and honor the Global Privacy Control (GPC) signal where required. Where AI use involves personal information, it is governed by our Privacy Policy and, where MindFire acts as a service provider/processor, the applicable DPA.

12. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will post the updated version with a new “Effective” date and, where required, provide additional notice.

13. How to Contact Us

For questions about this Policy or how MindFire uses AI:

  • Email: compliance@mindfireinc.com
  • Phone: (877) 560-3473
  • Mail: MindFire Internet Solutions, Inc., PO Box 14395, Irvine, CA 92623, USA