Privacy Policy

Total Solutions AI LLC

Effective Date: March 14, 2026

Website: https://www.totalsolutionsai.com

1. Introduction

Total Solutions AI LLC ("TSAI," "we," "us," or "our") operates the website https://www.totalsolutionsai.com and provides AI consulting services and software-as-a-service ("SaaS") products, including but not limited to our WhatsApp-based hiring automation platform (collectively, the "Services"). This Privacy Policy describes how we collect, use, disclose, and protect personal information when you visit our website, use our Services, or otherwise interact with us.

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our Services.

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following categories of personal information when you interact with our Services:

Contact information: name, email address, phone number, business name
Account credentials: username, password, and authentication data
Payment information: billing address, payment method details (processed securely via Stripe)
Business information: company name, industry, job titles, and hiring needs

2.2 Information Collected Through Our SaaS Platform

When businesses use our WhatsApp hiring automation platform, the following data may be collected from job applicants and candidates who interact with the system:

Name and phone number
Resume, work history, skills, and qualifications
General location data (city, state, or region as provided by the candidate)
Chat message logs and conversation history within the WhatsApp platform
Responses to screening questions configured by the hiring business

Candidates who interact with our platform via WhatsApp are informed by the hiring business that their conversations are processed by an automated system. By engaging with the WhatsApp interview bot, candidates consent to the collection and processing of their responses as described in this policy.

2.3 Information Collected Automatically

When you visit our website, we may automatically collect:

Device information: browser type, operating system, device identifiers
Usage data: pages visited, time spent, referring URLs
IP address and approximate geographic location
Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and maintain our website and Services
To process transactions and send related information, including purchase confirmations and invoices
To facilitate the hiring automation workflow on behalf of our business clients, including candidate screening, communication, and scheduling
To process candidate data through AI models for screening, ranking, and response generation
To communicate with you, including responding to inquiries, providing customer support, and sending service-related notices
To improve and optimize our Services, including analytics, troubleshooting, and product development
To comply with legal obligations, resolve disputes, and enforce our agreements

4. Third-Party Services and Data Sharing

We share personal information with third-party service providers only as necessary to deliver our Services. We do not sell your personal information. The following categories of third parties may receive data:

4.1 WhatsApp Business API (Meta)

Our SaaS platform operates through the WhatsApp Business API provided by Meta Platforms, Inc. Candidate phone numbers, names, and message content are transmitted through this platform. Meta's use of this data is governed by their own privacy policies and the WhatsApp Business Terms of Service.

★ ADDED FOR META COMPLIANCE: Meta Platform Data Language

Through the WhatsApp Business API, we may receive Meta Platform Data including WhatsApp Business Account IDs, phone number IDs, and user access tokens. This data is used solely to operate our Services and is not sold, transferred, or used for any purpose unrelated to providing our WhatsApp hiring automation platform.

4.2 AI Processing (OpenAI / Anthropic)

We use third-party AI models provided by OpenAI and/or Anthropic to process candidate data for screening, response generation, and workflow automation. Data sent to these providers may include candidate names, resume content, qualifications, and conversation context. These providers process data according to their respective data processing agreements and privacy policies.

4.3 Payment Processing (Stripe)

Payment transactions are processed through Stripe, Inc. We do not store full credit card numbers on our servers. Stripe's handling of payment data is governed by their privacy policy (https://stripe.com/privacy) and PCI-DSS compliance standards.

4.4 Hosting and Infrastructure

Our Services may be hosted on cloud infrastructure providers (such as AWS, Google Cloud, Supabase, or similar). These providers may process data on our behalf under data processing agreements that require them to protect personal information.

4.5 Other Disclosures

We may also disclose personal information if required by law, regulation, legal process, or governmental request; to protect the rights, property, or safety of TSAI, our users, or the public; or in connection with a merger, acquisition, or sale of assets.

★ ADDED FOR META COMPLIANCE: Government/National Security Request Policy

When we receive requests from public authorities or government agencies for personal data, we review the legality of such requests before responding, challenge requests we consider unlawful, and disclose only the minimum information legally required. We document all such requests and our responses. This policy does not include requests related to search warrants or court orders associated with criminal investigations where we are legally compelled to respond.

5. Data Processing Role

When providing our SaaS platform to business clients, TSAI acts as a data processor on behalf of the business client (the data controller). The business client determines the purposes and means of processing candidate data. Our obligations as a data processor are governed by our service agreements with each client. Business clients may request a Data Processing Agreement (DPA) by contacting us at the details below.

When you interact with our website directly or engage us for consulting services, TSAI acts as the data controller.

6. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

Client account data: retained for the duration of the business relationship and up to 3 years after termination
Candidate data processed through the SaaS platform: retained for up to 12 months after the last interaction, unless the hiring business or candidate requests earlier deletion
Payment records: retained as required by applicable tax and financial regulations
Website analytics data: retained for up to 24 months

7. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS/SSL), access controls, and regular security reviews.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of your personal information.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access: request a copy of the personal information we hold about you
Correction: request correction of inaccurate or incomplete information
Deletion: request deletion of your personal information, subject to legal retention requirements
Portability: request a copy of your data in a structured, machine-readable format
Opt-out: opt out of certain data processing activities, including marketing communications
Objection: object to processing of your data for specific purposes

To exercise any of these rights, please contact us at privacy@totalsolutionsai.com. We will respond to verified requests within 30 days or as required by applicable law.

8.1 For Job Candidates

If you are a job candidate whose data has been processed through our platform on behalf of a hiring business, you may contact us or the hiring business directly to exercise your rights. We will coordinate with the relevant business client to fulfill your request.

9. International Data Transfers

Our Services are operated from the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other jurisdictions where our service providers operate. By using our Services, you consent to such transfers.

10. Cookies and Tracking Technologies

Our website may use cookies, web beacons, and similar technologies to enhance your experience, analyze usage patterns, and deliver relevant content. You can manage cookie preferences through your browser settings. Disabling cookies may affect the functionality of certain features.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly. If you believe a child has provided us with personal information, please contact us at cone@totalsolutionsai.com.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page and revise the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically. Continued use of our Services after changes constitutes acceptance of the revised policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Total Solutions AI LLC

Edinburg, TX, USA
Email: privacy@totalsolutionsai.com

Website: https://www.totalsolutionsai.com