Huffman AI Solutions LLC ("Huffman AI," "we," "us," or "our") is committed to protecting your privacy and the security of your data. This Privacy Policy explains how we collect, use, store, and protect information when you use our AI employee services or visit our website.
Client Business Data
When you use our AI employee services, we access and process the following data on your behalf:
- Email data: Incoming and outgoing emails from your connected email accounts (Gmail, Outlook)
- Calendar data: Calendar events, availability, and scheduling information
- Candidate information: Resumes, contact details, interview notes, and pipeline status from your CRM or email
- CRM data: Client records, candidate records, and pipeline information
Account Information
- Your name, email address, and company name
- Billing and payment information
- Communication preferences
Website Visitor Data
We currently collect minimal website data. If analytics are added in the future, we will update this policy accordingly.
- To provide AI employee services: Reading and drafting emails, scheduling interviews, managing candidates, updating your CRM, and generating daily briefings
- To improve service quality: Learning your communication style, tone, and preferences so the AI employee sounds like you
- To provide support: Troubleshooting issues and optimizing your AI employee's performance
- To communicate with you: Service updates, billing, and support communications
What We Never Do
- ❌ Never sell your data to third parties
- ❌ Never use your data to train AI models — your client data stays completely private
- ❌ Never share your data with other clients or external parties
Client Isolation
Each client's data is completely isolated using a single-tenant architecture. Your data is never mixed with or accessible to other clients.
Encryption
- In transit: All data is encrypted using TLS (Transport Layer Security)
- At rest: All stored data — including agent memory, logs, and cached emails — is encrypted
AI Processing
Our AI employees are powered by Anthropic's Claude API. Under Anthropic's data policy, API-tier data is not used to train their models. Your data is processed and returned — it is not retained by Anthropic for model improvement.
Access Controls
- Access to client data is limited to authorized Huffman AI team members for support purposes only
- No standing access — support access is granted per-incident with client approval
- All team members are required to use multi-factor authentication
- We conduct regular security audits of our systems and processes
- Active accounts: Your data is retained for as long as your service is active
- Cancelled accounts: All client data is permanently deleted within 30 days of account cancellation
- On request: You can request a full data export or immediate deletion at any time by contacting us
You maintain full control over your AI employee and your data:
- Approval workflows: Review and approve sensitive communications before they're sent
- Instant revocation: Revoke AI access to your email, calendar, or CRM at any time
- Audit logs: Full audit log of every AI action is available on request
- Data ownership: You own all of your data — Huffman AI Solutions has no ownership claim over any client data
Regardless of your location, we extend the following rights to all clients:
- Right to access: Request a copy of all personal data we hold about you
- Right to correction: Request correction of any inaccurate personal data
- Right to deletion: Request deletion of your personal data
- Right to data portability: Receive your data in a structured, machine-readable format
- Right to object: Object to the processing of your personal data
A Data Processing Agreement (DPA) is available on request for EU clients. To exercise any of these rights, contact us at jake@huffmansolutionsai.com.
Our website uses only essential cookies required for basic site functionality. We do not currently use any tracking, analytics, or advertising cookies. If this changes in the future, we will update this policy and notify users.
We may update this Privacy Policy from time to time. For material changes, we will notify active clients at least 30 days in advance via email. The latest version will always be available on this page.
If you have any questions about this Privacy Policy or our data practices, please contact us: