Privacy Policy

This Privacy Policy explains the manner in which we collect, use, disclose and protect personal information. It applies to information collected through our website, enquiry and demonstration forms, direct communications with us, and, where applicable, through the AI-powered systems and business infrastructure that we provide to our clients.

Where applicable, our processing of personal information is carried out in accordance with the Swiss Federal Act on Data Protection ("FADP") and the EU General Data Protection Regulation ("GDPR"). The FADP requires organisations to provide individuals with clear and accessible information concerning the collection and use of their personal information, including the purposes of processing and relevant recipients.

1. Information We Collect

The information we collect depends upon the nature of your interaction with Work Artificial.

When you contact us, request a demonstration, submit an enquiry or otherwise communicate with us, we may collect your name, email address, telephone number, business name, professional position, business address and any information contained within your correspondence or enquiry.

Where you become a client, we may additionally process information required to establish and administer our relationship with you, including account information, business requirements, operational information, appointment information, communications and other information necessary to configure and provide our services.

Our website may also collect certain technical information automatically when you visit it. This may include your IP address, browser and device type, operating system, approximate location, pages visited, referring website, time spent on the website and information concerning your interaction with its features. We may use cookies and similar technologies for this purpose.

Where Work Artificial provides an AI Operations System ("AIOS") to a client, the system may process information belonging to that client's customers. Depending upon the configuration of the system, this may include names, telephone numbers, email addresses, appointment details, enquiries, service requests, communication records and other information voluntarily provided during an interaction.

2. How We Use Personal Information

We use personal information where necessary to respond to enquiries, arrange demonstrations, establish and administer client relationships, provide our services and communicate with clients and their customers.

Information processed through an AIOS may be used to facilitate customer enquiries, appointment scheduling, appointment reminders, follow-ups, customer service, review requests and other operational functions that have been configured for the relevant business.

We may also use information to maintain the security and reliability of our systems, investigate suspected misuse, prevent fraud, comply with legal obligations, resolve disputes and maintain appropriate business records.

We do not use personal information for purposes that are incompatible with the purpose for which it was collected.

Where the GDPR applies, the legal basis for processing will depend upon the circumstances. This may include performance of a contract, taking steps at the request of an individual before entering into a contract, compliance with a legal obligation, our legitimate interests, or consent where consent is required. The GDPR requires organisations to identify and communicate the applicable legal basis for processing personal information.

3. Artificial Intelligence and Automated Systems

AI is central to the services provided by Work Artificial. Our systems may communicate with customers, interpret enquiries, organise information and perform operational tasks on behalf of a business.

Depending upon the configuration selected by the client, an AIOS may answer telephone calls, respond to enquiries, schedule or modify appointments, provide information supplied by the business, follow up with prospective customers, request reviews, issue reminders and assist with customer service.

The AI system operates according to the instructions, business information and rules provided to the relevant client. Work Artificial does not represent that an automated system will correctly interpret every enquiry or circumstance, and clients remain responsible for ensuring that the information supplied to their system is accurate and appropriate.

Where applicable law requires disclosure of automated processing or provides individuals with rights concerning automated decisions, we will provide the information and safeguards required by that law. Swiss data protection guidance specifically recognises transparency requirements in relation to AI-supported processing and certain automated individual decisions.

Work Artificial does not intentionally use customer information processed through a client's AIOS to train publicly available general-purpose AI models unless this is separately disclosed and permitted under the applicable contractual and legal framework.

4. Telephone and Voice Communications

Where our services include an AI voice receptionist or other telephone functionality, information communicated during a telephone interaction may be processed by Work Artificial and by the technology providers required to operate the service.

Depending upon the configuration of the relevant system, calls may be transcribed, recorded or otherwise processed for purposes including appointment management, customer service, quality assurance, troubleshooting, record keeping and the provision of the requested service.

Where recording or transcription requires notice or consent under applicable law, the relevant notice or consent mechanism will be implemented by the responsible business.

5. SMS and Electronic Communications

Where SMS functionality is provided, messages may be sent in connection with appointments, customer support, reminders, confirmations, cancellations, rescheduling and other services requested by the recipient.

Recipients will not receive promotional SMS communications where the necessary consent or other lawful basis has not been obtained.

A recipient may withdraw from SMS communications by replying STOP to the number from which the message was received. Assistance may be requested by replying HELP or by contacting Work Artificial at hello@workartificial.com.

Message and data rates may apply. Message frequency depends upon the recipient's interaction with the relevant business and the services being provided.

Work Artificial does not sell, rent or provide SMS opt-in information to third parties for their own marketing or promotional purposes. Telephone numbers and consent records collected specifically in connection with SMS messaging may be provided to telecommunications and messaging providers where necessary to deliver the requested communications.

6. Service Providers and Disclosure of Information

Work Artificial uses selected technology providers to operate and deliver its services. Depending upon the services being provided, these providers may include providers of cloud infrastructure, artificial intelligence, voice communications, SMS delivery, appointment scheduling, calendar systems, analytics, customer relationship management, payment processing and website infrastructure.

Such providers receive only the information reasonably necessary for the service they provide and are subject to appropriate contractual, technical or organisational safeguards where required.

We may also disclose personal information where required by law, legal process or a lawful request from a competent authority, or where disclosure is reasonably necessary to protect the rights, property or security of Work Artificial, our clients or others.

In the event of a merger, acquisition, restructuring or sale of all or part of our business, information may be transferred as part of that transaction, subject to applicable confidentiality and data protection requirements.

7. Client Data and the Role of Work Artificial

When Work Artificial provides an AIOS to a business, the business generally determines what customer information is collected, the purposes for which it is used and the manner in which its customer relationships are managed.

In these circumstances, Work Artificial may process personal information on behalf of that business as a service provider or processor.

Accordingly, a person interacting with an AI receptionist, appointment system or other automated service operated for one of our clients may also be subject to that client's own privacy policy. The relevant client remains responsible for determining the appropriate notices, consents and lawful basis applicable to its particular use of customer information.

8. International Transfers

Some of the technology providers used to operate our services may process information outside Switzerland or the European Economic Area.

Where personal information is transferred internationally, Work Artificial will take the measures required by applicable data protection law to ensure that the transfer is subject to an appropriate level of protection and, where necessary, appropriate contractual or other safeguards.

Swiss guidance requires privacy information to address international disclosures and, where applicable, the destination country and safeguards used to protect the information.

9. Retention of Information

Personal information is retained for as long as reasonably necessary for the purpose for which it was collected, including the provision of services, administration of client relationships, maintenance of business records, resolution of disputes and compliance with legal obligations.

The appropriate retention period varies according to the nature of the information and the circumstances in which it was collected. Information that is no longer required will be deleted, anonymised or otherwise disposed of where reasonably practicable and in accordance with applicable legal requirements.

10. Security

Work Artificial maintains reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss and destruction.

These measures may include access controls, authentication mechanisms, encryption where appropriate, restricted access to information, secure infrastructure, monitoring, backups and internal security procedures.

No electronic system or transmission over the internet can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of information transmitted to or stored by us.

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to operate properly, remember preferences, understand how visitors use the website, measure performance and improve our services.

Where consent is required for a particular cookie or tracking technology, the appropriate consent mechanism will be used.

Visitors may also manage cookies through their browser settings. Disabling certain cookies may affect the operation of parts of the website.

12. Your Rights

Depending upon the law applicable to your circumstances, you may have the right to request access to personal information held about you, request correction of inaccurate information, request deletion of information, restrict or object to certain processing, withdraw consent where processing is based upon consent, and request a copy of certain information in a portable format.

You may also have the right to object to processing carried out for direct marketing purposes and, where applicable, rights concerning automated decision-making.

The GDPR provides a number of these rights, including access, rectification, erasure, restriction, portability and objection.

Requests concerning your personal information should be sent to hello@workartificial.com. We may need to verify your identity before processing a request.

Where you believe that your personal information has been processed unlawfully, you may also have the right to lodge a complaint with the relevant data protection authority.

13. Third-Party Websites

Our website may contain links to websites or services operated by third parties. Work Artificial is not responsible for the privacy practices, security or content of those third parties.

We recommend reviewing the privacy notice of any third-party service before providing it with personal information.

14. Changes to This Policy

We may amend this Privacy Policy when our services, technology, legal obligations or business practices change.

The current version will be made available on our website together with its effective date. Where required by law, material changes will be communicated through an appropriate notice.