Privacy policy

This policy explains how Interface Multimedia, Inc. ("Interface," "we," "us," or "our") handles information through Envoy, our client portal and marketing site. Envoy includes the marketing pages at envoyai.co and the firm portals at each client's own address, such as yourfirm.envoyai.co. This policy covers both.

Envoy is available to clients of Interface Multimedia under their service agreement with us. It is not open for public sign-up. The people who use a firm's portal are staff of that firm and staff of Interface.

1. The roles we play

For most of the information described below, the firm that uses Envoy is the controller and Interface is the processor. That means the firm decides what its customers' and site visitors' information is used for, and Interface handles it on the firm's behalf, under our agreement with the firm.

For the data tied to your own Envoy sign-in, such as your email address and your activity in the portal, Interface is the controller.

2. Information we collect

Account access. You sign in with an emailed link, not a password. Signing in sets a session cookie so the portal recognizes you while you are signed in. Each firm's portal lives at its own address, such as yourfirm.envoyai.co.

Website content. Envoy reads and writes the firm's Webflow content management system through an access token the firm provides. Drafts and their revision history are stored in Envoy. A change goes live only after an approver at the firm, or at Interface if the firm has set it up that way, approves it.

The AI assistant. When you ask the assistant to draft or change content, your prompt and the firm's own content are sent to Anthropic's Claude models through a gateway we configure. We configure that gateway not to store the text of prompts or responses. Any identifiers kept in the gateway's logs are pseudonymous, not your name or email. Under our provider's commercial terms, the model does not train on this data.

Inquiries from the firm's website. When someone fills out a form on the firm's own website, their name, email, and message are synced into Envoy so the firm can read and manage the inquiry. Interface processes this information on the firm's behalf.

Registrations, for firms that turn this on. Some firms use Envoy to run public sign-up pages for a program or event, at an address such as yourfirm.envoyai.co/r/ or register.envoyai.co. These pages can collect a participant's name, contact details, date of birth where a waiver requires it, an emergency contact, an optional note about a medical condition or allergy, a typed signature on a waiver, and a choice about photo consent. Medical and allergy notes and the credentials below are encrypted at rest. A Cloudflare Turnstile check screens these forms for bots.

Member access, for firms that turn this on. Some firms let their own members sign in to a protected part of their website. Envoy stores the member's email address and membership status to support that sign-in.

Brand assets. Logos, photography, fonts, and brand guidance the firm supplies to Interface for use on its site.

Analytics. Envoy shows the firm its own Google Analytics 4 and Search Console data inside dashboards Interface builds. Envoy does not set any advertising cookies of its own. The only first-party cookie Envoy sets is the one that keeps you signed in.

Connected third-party accounts, for firms that turn this on. If an authorized person at the firm connects the firm's LinkedIn page, Instagram account, or YouTube channel, Envoy stores an encrypted access credential for that account. Envoy publishes to that account only content a person at the firm has approved, and it retrieves the account's own posts and statistics so the firm can see the results. The firm can disconnect the account inside Envoy at any time, which deletes the stored credential immediately. We do not sell or share this data, and our use of it follows each platform's own developer policies.

3. How we use information

• to sign you in and keep your session secure;
• to read and write the firm's website content, store drafts and revisions, and publish once approved;
• to run the AI assistant, as described above;
• to route inquiries from the firm's website to the people who manage them;
• to run registration pages and member sign-in, where a firm has turned those on;
• to show the firm its own analytics;
• to publish approved content to a connected third-party account and report its results, where a firm has turned that on; and
• to keep Envoy secure and working as intended.

4. Where we host and process data

We process data in the United States. We rely on these providers to run Envoy:

• Cloudflare. Workers, our D1 database, R2 file storage, email sending, the Turnstile bot check, and the AI Gateway that sits in front of the AI assistant.
• Anthropic. The Claude models behind the AI assistant.
• Google. The Analytics and Search Console data the firm already owns about its own site.
• n8n, self-hosted by Interface, and Gmail. Some transactional email.
• Webflow. The firm's own website.

Each of these providers handles data only to the extent needed to provide its part of the service, under its own terms with us.

5. How long we keep information

Registration data, described in section 2 above, is kept for 365 days after the program it relates to ends, unless the firm sets a different period. Other information is kept for as long as the firm's service agreement with Interface is active, and for a reasonable period after, to meet legal, accounting, or recordkeeping needs. Your Envoy sign-in and activity log are kept for as long as you have access to a firm's portal.

6. How we protect information

We encrypt data in transit. Sensitive fields, such as medical or allergy notes and the credentials for a connected third-party account, are encrypted at rest. Access inside Envoy is controlled by role, so a contributor and an approver see different things, and we keep audit logs of key actions. No method of storing or sending data is perfect, and we cannot promise absolute security.

7. Children

A registration page may include a minor's details, entered by a parent or guardian on the minor's behalf, where a program requires it. Outside of that, Envoy is not directed at children, and we do not knowingly collect information from children otherwise.

8. Your rights and how to make a request

If you want to access, correct, or delete information held about you, start with the firm whose portal or website you used. The firm is the controller for its customers' and site visitors' information and is best placed to handle your request.

You can also contact Interface directly, especially for anything tied to your own Envoy sign-in. Email [email protected]. We may ask for enough information to confirm who you are before we act on a request.

See our data deletion instructions for how to disconnect a connected third-party account or request deletion of your Envoy account data.

9. Changes to this policy

We may update this policy as our practices change. When we do, we will post the new version here and update the effective date at the top. If a change is significant, we will give the firm's administrators notice.

10. Contact us

Questions about this policy or how we handle information through Envoy:

• Email: [email protected]
• Mail: Interface Multimedia, Inc., 5425 Wisconsin Ave, Suite 600, Chevy Chase, MD 20815