Privacy Policy

Effective date: August 27, 2026  ·  southernaisystems.com

1. Information We Collect

We collect information you provide directly and information generated automatically when you visit our site or contact us:

• Contact & lead data — name, email address, phone number, and business name submitted through our website forms, exit-intent popup, or by texting/calling us.
• SMS & call data — when you text or call us, your phone number is captured along with the content of your inquiry.
• Usage data — pages visited, time on site, referral source, browser type, and device type, collected via PostHog, Google Analytics, and the Meta (Facebook) Pixel.
• Communications — emails, messages, and notes from calls or consultations.

We do not collect payment information directly — any purchases are processed through third-party providers (Stripe) under their own privacy policies.

2. How We Use Your Information

• Respond to inquiries and schedule calls or demos
• Deliver contracted services (AI agents, websites, apps)
• Send follow-up emails or SMS messages you have opted into
• Send marketing updates about Southern AI Systems services (you can opt out at any time)
• Analyze site performance and improve our marketing
• Comply with legal obligations

3. SMS Marketing

By providing your phone number and opting in — either by texting us directly or checking an opt-in box on a form — you consent to receive automated text messages from Southern AI Systems. These may include:

• Follow-up messages after you contact us
• Appointment reminders and confirmations
• Promotional offers and updates (~2–4 messages per month)

Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for assistance. Opting out will not affect any ongoing service we're delivering to you.

For full SMS opt-in terms and the confirmation message, see our SMS Opt-In Terms page.

4. Data Sharing

We do not sell, rent, or trade your personal information. We share data only with the service providers we use to operate our business:

• Netlify — website hosting and serverless functions
• PostHog — product analytics (posthog.com)
• Google Analytics — website traffic analytics (google.com)
• Meta (Facebook) Pixel — advertising measurement and retargeting (meta.com)
• Anthropic / Claude — AI processing for our agents (anthropic.com)
• Apollo.io — CRM and outreach (apollo.io)
• Calendly — appointment scheduling (calendly.com)
• Stripe — payment processing (stripe.com)

Each provider operates under its own privacy policy and data processing agreements. We may disclose data if required by law or to protect our legal rights.

5. Data Retention

We retain contact and lead data for as long as there is an active business relationship or as needed to fulfill legal obligations. You may request deletion at any time (see Section 7). Analytics data is retained per PostHog's default retention settings.

6. Security

We use HTTPS on all pages, access controls on our internal tools, and rely on SOC 2-compliant infrastructure providers. No method of transmission over the internet is 100% secure; we work to protect your data but cannot guarantee absolute security.

7. Your Rights

You have the right to:

• Request a copy of the data we hold about you
• Correct inaccurate information
• Request deletion of your data
• Opt out of SMS or email marketing at any time

To exercise any of these rights, email us at contactus@southernaisystems.com with the subject line "Privacy Request." We will respond within 30 days.

8. Cookies & Tracking

We use cookies and local storage through PostHog and Google Analytics to understand how visitors use our site. We also use the Meta (Facebook) Pixel, which sets advertising cookies to measure ad performance and show relevant ads to visitors on Meta platforms such as Facebook and Instagram. You can disable cookies in your browser settings, opt out of Meta ad targeting through your Facebook ad preferences, and opt out of Google Analytics with Google's opt-out browser add-on. Some site features may not work as expected if cookies are disabled.

9. Google User Data (Internal Mail Tooling)

Southern AI Systems operates an internal tool that connects to our own Google accounts so our staff can search, read, draft, and send our own business email from an AI assistant. This tool is used only by us, on our own mailboxes. It is not offered to clients, not installed on client systems, and it never connects to a client's Google account.

• What it accesses — messages, drafts, labels, and message metadata in the Southern AI Systems Google accounts we have explicitly connected.
• Permissions requested — read/modify and send only. The tool does not request permission to permanently delete mail, and cannot do so.
• Where it runs — on our own devices. Access credentials are held in the operating system keychain on that device. We do not copy mailboxes to Southern AI Systems servers, and we do not store your messages in any database of ours.
• AI processing — when we use the tool, the message content we open is sent to the AI assistant provider that powers it, and is handled under that provider's terms. We do not use it to train any model of our own.
• Never — we do not sell, rent, or transfer Google user data, and we do not use it for advertising or ad targeting.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Access can be reviewed or revoked at any time from the Google Account permissions page.

If you emailed us, your message sits in our mailbox the same way it would with any business that uses Gmail. Section 7 (Your Rights) applies to it.

10. Children's Privacy

Our services are directed to businesses and individuals 18 years of age or older. We do not knowingly collect personal information from children under 13.

11. Changes to This Policy

We may update this policy periodically. The effective date at the top of this page reflects the most recent revision. Continued use of our site after changes constitutes acceptance of the updated policy.

12. Contact Us

Questions, data requests, or opt-out requests:

Jackson, MS · Terms and Conditions · SMS Terms