Privacy Policy

1. Scope of This Policy

This Privacy Policy applies to:

Website visitors;
Prospects and leads;
Clients purchasing AI Front Desk Lite;
Clients purchasing AI Front Desk Pro;
FightFlow clients;
Individuals who book calls or submit forms;
End-users whose data is processed through systems installed or operated by FPM AI.

This Policy applies to both website activity and hosted systems operated by FPM AI.

2. Information We Collect

A. Information You Provide Directly

We may collect:

Full name;
Email address;
Phone number;
Business name;
Website URL;
Business address;
Industry;
Booking details;
Onboarding information;
Account access information;
Business descriptions;
Service details;
Customer/member information provided by clients;
Billing information.

Billing information is processed securely through third-party payment processors such as Stripe. FPM AI does not store full credit card numbers.

B. Client-Provided Customer and Lead Data

Clients may provide or upload customer, member, prospect, or lead data for use in FPM AI systems.

This may include:

Names;
Phone numbers;
Email addresses;
Lead source;
Inquiry history;
Booking status;
Missed-call information;
Membership interest;
Review/referral campaign lists;
Past lead databases;
Reactivation lists;
Pipeline stage information.

This data may be used for:

Missed-call recovery;
Lead intake;
Booking reminders;
Nurture follow-up;
Review requests;
Referral requests;
Reactivation campaigns;
Pipeline management;
Paid campaign follow-up;
Reporting and system performance tracking.

C. Technical and Usage Data

We may automatically collect:

IP address;
Device type;
Browser type;
Pages visited;
Time on site;
Referral source;
Click behavior;
Form submissions;
Conversion events;
Ad tracking data;
Cookie and pixel data.

This may be collected through tools such as:

Google Analytics;
Meta Pixel;
Microsoft Clarity;
CRM platforms;
Scheduling tools;
Ad platforms;
Website analytics tools;
Email/SMS systems.

3. How We Use Information

We use information to:

Deliver subscriptions and services;
Operate hosted systems;
Build and maintain AI Enrollment Sites;
Operate CRM and pipeline systems;
Answer missed calls;
Route and organize inquiries;
Send booking confirmations and reminders;
Send nurture follow-up messages;
Request reviews;
Encourage referrals;
Support reactivation campaigns;
Support paid ad campaigns where applicable;
Process payments;
Provide onboarding and support;
Improve system performance;
Monitor campaign performance;
Track pipeline movement;
Retarget ads;
Comply with legal obligations;
Prevent misuse, spam, fraud, or abuse.

We do not sell personal information.

Information is used to deliver services, operate systems, support clients, improve performance, and meet legal obligations.

4. Legal Basis and Consent

Clients are responsible for ensuring they have the necessary consent, authority, or lawful basis to provide customer, lead, prospect, or member data to FPM AI.

By uploading or providing contact lists, the client confirms that:

The data was collected lawfully;
Required consent was obtained where needed;
The data may be used for the intended purpose;
Communications comply with applicable laws;
Unsubscribe and opt-out requirements are respected.

FPM AI acts as a technical service provider and processor for client-provided data.

FPM AI does not independently verify whether each contact has consented to receive communications.

5. Data Roles

For client-provided customer, member, prospect, or lead data:

Client = Data Controller

FPM AI = Data Processor / Service Provider

Clients control:

The source of their customer data;
The legal basis for using the data;
Messaging permissions;
Opt-in and opt-out status;
Accuracy of contact information;
Customer relationships.

FPM AI processes data only to operate the systems, workflows, automations, campaigns, and services requested by the client.

6. How We Share Information

We may share information with service providers necessary to deliver FPM AI systems and services.

These may include:

Payment processors;
CRM platforms;
Email service providers;
SMS providers;
Scheduling tools;
Website and hosting platforms;
Ad platforms;
Analytics tools;
AI software providers;
Local SEO tools;
Data storage providers;
Contractors assisting with fulfillment or support.

Examples may include platforms such as Stripe, Google, Meta, Microsoft Clarity, CRM systems, email/SMS providers, and hosting/software vendors.

We share only what is reasonably necessary to provide services, operate systems, process payments, improve performance, comply with law, or protect FPM AI.

7. Advertising, Pixels, and Retargeting

FPM AI may use advertising pixels, cookies, and tracking tools to understand website activity, improve marketing, and retarget relevant ads.

These tools may collect:

Page views;
Clicks;
Conversion events;
Device data;
Referral source;
Ad engagement;
Form submission events.

Users may be able to manage cookies through browser settings or platform-level ad preference settings.

8. SMS and Email Communications

Users, prospects, clients, and client-provided contacts may receive communications such as:

Booking confirmations;
Appointment reminders;
Missed-call follow-up;
Service updates;
Onboarding messages;
Support messages;
Review requests;
Referral requests;
Reactivation messages;
Marketing messages where permitted.

Recipients may opt out by:

Replying STOP to SMS messages;
Clicking unsubscribe in emails where available;
Contacting the relevant business or FPM AI.

Transactional or service-related messages may still be sent where legally permitted and necessary to provide services.

9. Data Retention

We retain information only as long as reasonably necessary to:

Provide services;
Operate hosted systems;
Maintain accounts;
Comply with legal obligations;
Resolve disputes;
Enforce agreements;
Prevent fraud or abuse;
Maintain business records.

Retention periods may vary depending on the type of data, service used, legal requirements, platform limitations, and client status.

10. Hosted Systems and Access

FPM AI operates a hosted infrastructure model.

Client data may exist inside hosted systems controlled or administered by FPM AI.

Access to hosted systems is tied to Active Service status.

Upon cancellation, non-payment, or termination:

Access may be revoked;
Systems may be deactivated;
Automations may be paused;
Hosted pages may be disabled;
CRM access may be removed;
Data access may be restricted;
Certain data may be exported, deleted, archived, or anonymized.

11. Data Exports and Transition Window

Upon cancellation or termination, a limited transition window may be provided.

This transition window is typically 3–7 days unless otherwise stated in a signed FightFlow agreement.

During the transition window, FPM AI may provide, where applicable:

Contact exports;
Campaign data;
Creative assets;
Relevant system data;
Basic funnel or page structure information.

Clients are responsible for requesting exports during the transition window.

After the transition window, FPM AI may delete, archive, anonymize, restrict, or remove access to data without further notice.

FPM AI is not responsible for lost data if export is not requested during the transition window.

12. Data Migration

FPM AI may provide reasonable data exports during the transition window.

FPM AI is not responsible for:

Rebuilding systems;
Migrating platforms;
Recreating automations;
Transferring proprietary workflows;
Transferring prompts;
Transferring templates;
Reconfiguring third-party tools;
Training replacement providers.

Migration support must be separately agreed in writing.

13. Security

We use reasonable safeguards to protect personal information, including:

SSL encryption where applicable;
Access controls;
Password-protected systems;
Platform-level security tools;
Internal access restrictions;
Limited access based on role and need;
Reasonable administrative and technical safeguards.

No system is 100% secure.

Data transmission and platform usage carry inherent risk.

Clients are responsible for keeping their own account credentials secure and promptly notifying FPM AI of suspected unauthorized access.

14. International Data Transfers

Some third-party service providers may process or store data outside Canada.

By using FPM AI services, you acknowledge that information may be transferred to, stored in, or processed in other jurisdictions where privacy laws may differ from those in Canada.

15. Individual Rights

Subject to legal limitations, individuals may request:

Access to personal information;
Correction of inaccurate information;
Deletion of personal information;
Withdrawal of consent;
Information about how data is used.

Requests may be sent to:

Email

[email protected]

We may verify identity before processing a request.

For customer/member data controlled by a client, we may direct the request to the client business because the client is the Data Controller.

16. Children and Minors

FPM AI systems are intended for use by businesses.

FPM AI does not knowingly collect personal information directly from children.

Because combat gyms may serve minors, clients are responsible for ensuring that any minor-related customer/member data provided to FPM AI is collected and used with proper consent from the appropriate parent, guardian, or authorized person where required.

17. Client Responsibilities

Clients are responsible for:

Collecting data lawfully;
Maintaining proper consent;
Honoring opt-outs;
Keeping contact lists accurate;
Responding to customer/member privacy requests;
Providing accurate onboarding information;
Complying with privacy, email, SMS, advertising, and consumer protection laws.

FPM AI is not responsible for unlawful, inaccurate, outdated, or non-consented data provided by clients.

18. No Implied Continuity of Data Access

Temporary access, grace periods, delayed enforcement, or transition support do not create ongoing rights to data or system access.

Data access is conditional, limited, and tied to Active Service status.

19. Updates to This Policy

FPM AI may update this Privacy Policy at any time.

The updated version will be posted on the website with a revised effective date.

Continued use of the website, systems, subscriptions, or services after updates means acceptance of the updated policy.