Privacy policy

Agency Assist is reporting software for marketing agencies, made by Phillips Business Consulting LLC (“Phillips BC”, “we”, “us”). This policy explains what information we collect, how we use and protect it, and the choices you have. It covers our website at getagencyassist.com, the Agency Assist app at app.agencyassist.app, and the client portals agencies run on agencyassist.app or on their own domain.

Who this policy is about

Agency Assist has three kinds of users:

• Agencies, which are our customers, and the team members they invite to the app.
• Clients of an agency, who sign in to a portal to see their own reports.
• Visitors to our website.

When an agency connects its clients’ marketing accounts or invites client users, we process that data on the agency’s behalf and follow its instructions. The agency decides what to connect and who can see it. If you are a client of an agency and have a question about your data, please contact the agency first; we will help them answer.

Information we collect

Account information. Your name, email address and your role in an account. Passwords are handled by Amazon Cognito, and we never see them in plain text. If you sign in with Google, we receive your name, email address and profile picture from Google.

Agency details. The agency’s name, the clients it manages, and branding it uploads, such as logos and colors.

Data from connected accounts. When an agency connects a client’s marketing accounts, such as Google Ads, Google Analytics, Google Search Console, Meta ad accounts or CallRail, we receive reporting data from them: campaign, ad and keyword performance, spend, conversions, website traffic, search performance, and call and form leads. Lead records can include details about the people who contacted the client, such as a name, phone number, email address and form answers, and, where the agency has turned them on in CallRail, call recordings or transcripts.

Access tokens. The credentials that let us read a connected account on the agency’s behalf.

Content you create. Dashboards, reports, notes and client briefs, and the questions you ask the AI agent along with its answers.

Billing information. Payments are handled by Stripe. We receive the billing contact, plan, invoice history, and the brand and last four digits of the card, never the full card number.

Usage and log data. IP address, browser type, the pages and features used, times and error reports, which we use to keep the service secure and working.

Messages you send us. Emails and support requests.

Cookies. The app uses only the cookies needed to keep you signed in, each limited to the exact address you signed in on. Our website and app don’t use advertising cookies or third-party analytics.

How we use information

• To provide the service: syncing connected accounts on a schedule, showing dashboards and client portals, building and sending reports, and running the AI features you use.
• To keep it secure and reliable: signing users in, preventing abuse (including rate limits on AI use), and finding and fixing problems.
• To run our business: billing, service emails such as a trial reminder or a connection that needs to be reconnected, and account-level figures such as how many clients and connections an account has and what its AI use costs us.
• To help you when you contact us.
• To meet legal obligations and enforce our terms.

We do not sell personal information. We do not use it, or any data from connected accounts, for advertising, and we do not use it to train AI models.

Google user data

When an agency user connects a Google account, Agency Assist asks for access to the following, for the accounts, properties and sites the user selects:

• Google Ads: campaign, ad group, keyword, conversion and cost reports.
• Google Analytics: reports for GA4 properties, such as sessions, users, traffic sources and conversions.
• Google Search Console: search performance for verified sites, such as queries, pages, clicks, impressions and average position.
• Sign in with Google: your name, email address and profile picture, used only to create your account and sign you in.

How we use it. We use Google user data only to show it in that agency’s dashboards, client portals and reports, to keep it up to date, and to answer questions from people the agency has given access. We only read reporting data: Agency Assist does not create, change or delete campaigns, budgets or settings in your Google accounts.

How we store it. Google data and the access tokens for it are stored encrypted in Amazon Web Services in the United States. We keep a copy of each response we receive so reports can be rebuilt when Google revises earlier figures.

How we share it. Only with the agency account that connected it, the team members that agency authorizes and that client’s portal users, and with Amazon Web Services, which hosts the service. We do not sell Google user data or use it for advertising, and we do not transfer it to anyone else except as needed to provide the service, for security, to comply with the law, or as part of a merger or acquisition with notice to you.

People. Our staff do not read Google user data unless you ask us to for support, it is needed to investigate abuse or a security issue, the law requires it, or it has been aggregated and anonymized for internal operations.

AI models. We do not use Google user data to develop, improve or train generalized AI or machine learning models.

Revoking access. Disconnect the account in Agency Assist, or remove Agency Assist at myaccount.google.com/permissions. We then stop reading from the account and delete its stored access token. To delete data that was already synced, see Deleting your data.

Agency Assist’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

AI features

Agency Assist’s AI features run on Amazon Bedrock, inside AWS in the United States. Questions, answers and the data used to produce them are not shared with the companies that make the AI models, and neither we nor AWS use them to train models. Conversations with the agent are saved in your account so you can come back to them, and the agent can remember preferences you give it, kept separately for each user and client. Technical records of each AI request are kept in encrypted logs for 30 days.

How we share information

• Inside an agency account. Team members see what their role allows, and a client’s portal users see only that client’s data.
• Service providers that run the service for us, under contracts that protect your data: Amazon Web Services (hosting, database and file storage, email delivery, sign-in, and AI through Amazon Bedrock) and Stripe (payments and billing).
• People the agency chooses. Reports and emails go to the recipients the agency picks. Anything the AI agent prepares to send outside Agency Assist, such as an email, a CRM update or an ad account change, waits for approval from someone in the agency.
• The law. When the law requires it, or to protect the rights, safety and security of our users, the public or us.
• A sale of the business. In a merger, acquisition or sale of assets, with notice to you, and this policy continues to apply to your information.

Where information is stored

In the United States, in AWS data centers. If you use Agency Assist from outside the United States, your information is transferred to and processed in the United States.

Security

• Information is encrypted in transit and at rest, with keys managed in AWS Key Management Service.
• Access tokens for connected accounts are encrypted with a separate key for each agency account, are never written to logs and are never shown in the app.
• The database itself keeps each agency’s data separate, not only the application code.
• Access to production systems is limited to the people who run the service, and changes to connections, users and billing are recorded in an audit log.

No system is perfectly secure. If a breach affects your information, we will notify you as the law requires.

How long we keep information

• Account, client and connected-account data: while the account is active.
• After an account is closed: deleted within 30 days, except billing records we must keep for tax and accounting. Backups that contain it expire within a further 35 days.
• Technical logs, including AI request logs: 30 days.

Deleting your data

You can ask us to delete your data at any time.

1. Email riley@phillipsbc.com from the address on your account, with the subject “Delete my data”. Tell us whether you want one client’s data deleted or the whole account.
2. We confirm the request with you, so no one else can delete your data.
3. We delete it within 30 days and email you when it’s done.

This deletes account details, connected-account data and access tokens, dashboards, reports and AI conversations. We keep billing records the law requires, and backups expire within a further 35 days.

To stop us reading a connected account, you can also remove Agency Assist’s access with the provider: for Google at myaccount.google.com/permissions, and for Facebook and Instagram under Business integrations in your Facebook settings.

If you are a client of an agency, or your details are in an agency’s leads, you can contact the agency or us. We will pass your request on and help the agency complete it.

Your rights

Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal information, to object to or limit how we use it, and to withdraw consent you have given. Email us to use any of these rights. We will respond within the time the law allows and won’t treat you differently for asking. If we hold your information on behalf of an agency, we will refer your request to that agency and help it respond.

People in the European Economic Area and the United Kingdom: we rely on our contract with you, our legitimate interest in running a secure service, your consent where we ask for it, and our legal obligations. You can also complain to your local data protection authority.

California residents: we do not sell or share personal information as those terms are defined in California law.

Children

Agency Assist is a business tool and is not meant for anyone under 18. We do not knowingly collect information from children.

Changes to this policy

When we change this policy, we update the date at the top. If a change is significant, we email account owners before it takes effect.

Contact

Phillips Business Consulting LLC
4030 Wake Forest Road
STE 349
Raleigh, NC 27609
riley@phillipsbc.com