Privacy Policy

1. Introduction & Scope

This Privacy Policy explains how AutomateNexus Voice ("we," "us," or "our") collects, uses, discloses, and safeguards information when you visit automatenexusvoice.com, create an account, or use our AI voice receptionist service (the "Service").

By using the Service, you agree to the practices described in this policy. This document is provided as general information about our data practices and does not constitute legal advice. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

We collect information you provide directly, information generated through your use of the Service, and information collected automatically. This includes:

• Account information — your name, business name, email address, phone number, billing details, and login credentials.
• Call recordings & transcripts — audio recordings, machine-generated transcripts, and structured data (such as caller intent, appointment details, and lead information) produced when our AI agent answers or places calls on your behalf.
• Usage data — interactions with our dashboard, feature usage, configuration settings, and the metadata associated with calls (timestamps, durations, and call outcomes).
• Device & technical data — IP address, browser type, operating system, and similar diagnostic information.
• Cookies & similar technologies — used to keep you signed in, remember preferences, and measure how the Service is used.

3. How We Use Information

We use the information we collect to operate, maintain, and improve the Service. Specifically, we use it to:

• Provide, configure, and personalize your AI receptionist and route calls accurately.
• Generate transcripts, summaries, and lead data, and sync them with your connected tools.
• Process payments, manage subscriptions, and send service-related communications.
• Monitor, secure, and troubleshoot the Service, and detect fraud or abuse.
• Improve our models and features, using aggregated or de-identified data where possible.
• Comply with legal obligations and enforce our agreements.

4. Call Recording & Consent Notice

Because the Service records and transcribes telephone calls, call-recording laws may apply. Some jurisdictions require that all parties to a call consent to being recorded, while others require only one party's consent.

You — the customer — are solely responsible for understanding and complying with the call-recording, monitoring, and disclosure laws that apply to your business and your callers, including obtaining any required consent and providing any required notices (for example, an automated disclosure at the start of a call). AutomateNexus Voice provides configurable disclosure features to help, but we do not provide legal advice and cannot guarantee compliance on your behalf.

5. Sharing & Disclosure

We do not sell your personal information. We share information only in the following circumstances:

• Service providers & subprocessors — trusted vendors who help us deliver the Service (such as cloud hosting, telephony, speech-to-text, payment processing, and analytics providers), bound by contractual confidentiality and data-protection obligations.
• Your integrations — third-party tools you choose to connect (such as your calendar or CRM), to which we send data at your direction.
• Legal & safety — when required by law, subpoena, or governmental request, or to protect the rights, safety, and property of our users, the public, or us.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.

6. Data Security

We maintain administrative, technical, and physical safeguards designed to protect your information. These include encryption of data in transit and at rest, strict role-based access controls, network monitoring, and regular security reviews.

Our security program is independently audited under the SOC 2 Type II framework. While we work hard to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain account information for as long as your account is active and as needed to provide the Service. Call recordings, transcripts, and related data are retained according to your account settings and applicable retention configurations.

When you delete data or close your account, we delete or de-identify the associated information within a commercially reasonable period, except where we are required to retain it to comply with legal, tax, accounting, or security obligations.

8. HIPAA & Business Associate Agreements

For healthcare and other covered customers, the Service can be configured to support compliance with the U.S. Health Insurance Portability and Accountability Act (HIPAA). Where we process protected health information (PHI) on your behalf, we will enter into a Business Associate Agreement (BAA) that governs how PHI is handled.

If your business requires a BAA, contact us at [email protected] before transmitting any PHI through the Service.

9. International Data Transfers

We are based in Seattle, USA, and the information we process may be transferred to, stored in, and processed in the United States and other countries where we or our service providers operate. These countries may have data-protection laws that differ from those in your jurisdiction.

Where required, we rely on appropriate safeguards — such as standard contractual clauses — to protect information transferred across borders.

10. Your Rights

Depending on where you live, you may have rights regarding your personal information, including the right to access, correct, export, or delete it, and the right to object to or restrict certain processing.

Residents of the European Economic Area and the United Kingdom have rights under the GDPR, and California residents have rights under the CCPA/CPRA, including the right not to be discriminated against for exercising those rights. We do not sell personal information.

To exercise your rights, contact us at [email protected]. We may need to verify your identity before responding.

11. Children's Privacy

The Service is intended for businesses and is not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or requests regarding this Privacy Policy or our data practices, contact us at [email protected] or write to us at AutomateNexus Voice, Seattle, USA.