Privacy Policy

Sapentis AI Privacy Policy
Nov 8, 2026
This policy explains what personal information Sapentis AI collects, how we use it, and the choices you have.
Effective date: November 8, 2026.
Sapentis AI (“Sapentis,” “we,” “us”) designs and runs AI systems for regulated and service-based businesses, including law firms, CPA and accounting firms, healthcare practices, med spas and home services companies. Our work includes operational audits, intake, follow-up, scheduling and client-communication automation, conversion workflows, dashboards and reporting, and AI search visibility (generative engine optimization, or GEO).
This policy covers sapentis.ai, our service sites (such as immigration.sapentis.ai and familylaw.sapentis.ai), our booking pages, and our emails, texts and calls. The “Data we process for our clients” section below explains how we handle data that belongs to our clients’ own customers.
Information we collect
From
What we collect
Website visitors
IP address, browser and device type, pages viewed and referring site, collected through cookies, analytics tools and tracking pixels. Some of our sites use a third-party pixel that may match a visitor’s device to business contact information held by that provider.
People who book a session or fill in a form
Name, email, phone, company or firm name, website, industry or practice area, appointment details, and anything you type in
Prospects we contact
Business contact details and company information from B2B data providers and public sources, such as company websites and professional directories
Clients
Contact and billing details for your staff, account access you give us, your workflows and business information, and the content and settings of the systems we build for you
Anyone who emails, texts or calls us
The content of your messages, call notes, and, where you agree, call recordings
When we prepare an AI search visibility audit, we also record what AI assistants such as ChatGPT, Google AI, Gemini and Perplexity say publicly about a business and its competitors.
Data we process for our clients
The intake, scheduling and communication systems we build handle information about our clients’ own customers, patients and leads (“Client Data”). For Client Data, our client is in charge of the data and we act as their service provider. We process it only to run the systems our client has asked for, following their instructions and our contract with them.
• If you are a client’s customer or patient, that business’s privacy policy governs your information. Please send questions or requests to them; we will help them respond.
• Healthcare clients. Where Client Data includes protected health information, we handle it only under a signed business associate agreement, as HIPAA requires.
• Law, accounting and other professional clients. We treat Client Data as confidential and do not use it to market to anyone.
• AI processing. Client Data may pass through AI services to classify inquiries, draft replies or summarize conversations. We do not use Client Data to train AI models, and we do not allow our providers to do so where we can control that.
How we use information
We use the information we collect about visitors, prospects and clients to:
• Hold strategy sessions and operational audits, and answer questions
• Design, build, run, monitor and support the systems we provide
• Prepare reports, dashboards and AI search visibility audits
• Bill for our services and manage client accounts
• Send business emails and messages about our services, including follow-ups and outreach to businesses we think we can help
• Understand how our sites are used, and improve our sites and services
• Protect against spam, fraud and security threats, and meet legal obligations
We use AI tools in our own work, for example to analyze workflows, draft content and summarize calls. We do not sell personal information for money.
Who we share information with
• Service providers that run our business and our clients’ systems, under contracts that limit their use of the data. These include our CRM, automation, forms, scheduling, text-message and calling platform (HighLevel / LeadConnector), our website host (Framer), email and calendar providers, AI model providers, analytics and visitor-identification tools, B2B data providers and payment processors.
• Our clients, for Client Data we process on their behalf.
• Referral and agency partners, when a partner introduced a client to us or resells our services, limited to what that engagement needs.
• Legal and safety reasons, when the law requires it, or to protect our rights, clients or others.
• A buyer or successor, if our business is sold or merged, under the protections in this policy.
• Anyone else, only with your consent.
Text messages and calls
If you give us your phone number and agree to it, we may text or call you about your appointment, inquiry or account. Message frequency varies, and message and data rates may apply. Reply STOP to opt out of texts or HELP for help. We do not share mobile numbers or text-message consent with third parties for their own marketing.
Retention and security
We keep personal information while we have a business relationship with you, then as long as needed for legal, tax and record-keeping purposes. We keep Client Data as our contract with the client says, and return or delete it when the engagement ends. We use reasonable administrative, technical and physical safeguards, but no system is completely secure.
Your choices and rights
• Emails. Use the unsubscribe link in any marketing email, or email us.
• Cookies. You can block or delete cookies in your browser; some site features may stop working.
• Access, correction and deletion. You can ask what personal information we hold about you, and ask us to correct or delete it.
• State privacy rights. Depending on where you live (for example California, Virginia or Colorado), you may have more rights, such as opting out of targeted advertising and appealing our decision on a request. We honor them where the law applies to us.
To make a request, email mike@sapentis.ai or call (571) 255-6310. We may need to confirm your identity first. We will not treat you differently for using your rights.
Other terms
• Children. Our services are for businesses. We do not knowingly collect information from anyone under 16.
• Where data is stored. We are based in the United States, and our providers store data in the United States.
• Other websites. Our sites link to sites we don’t control, which have their own policies.
• Changes. We may update this policy and will post the new version here with a new effective date.
Contact us
Sapentis AI LLC, 8401 Mayland Dr. Ste C, Henrico, VA 23294. Email mike@sapentis.ai or call (571) 255-6310.