Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you use OptyxAI services, we collect information you provide directly to us:

• Account Information: Business name, contact details, billing information, and user credentials
• Business Configuration: Your services, menus, pricing, operating hours, and business policies
• Voice Call Data: Call recordings, transcripts, caller phone numbers, and conversation metadata
• Customer Data: Names, phone numbers, appointment details, and preferences shared during calls
• Communication: Support requests, feedback, and correspondence with our team

1.2 Information We Collect Automatically

When you access our platform, we automatically collect:

• Usage Data: Call volume, duration, successful bookings, and system interactions
• Technical Data: IP addresses, browser type, device information, and log data
• Performance Metrics: Response times, error rates, and service quality indicators
• Cookies and Tracking: Session data and preferences (see our Cookie Policy)

1.3 Information from Third Parties

We may receive data from:

• Payment processors for billing and transaction verification
• Calendar and scheduling systems you integrate with OptyxAI
• CRM platforms and business tools connected to your account
• Telecom providers for call routing and quality assurance

2. How We Use Your Information

We use the information we collect to:

• Provide Services: Operate AI voice agents, process calls, book appointments, and manage customer interactions
• Improve Performance: Train and optimize AI models for better conversation quality and accuracy
• Personalization: Customize agent responses based on your business needs and caller preferences
• Analytics: Generate reports, insights, and revenue optimization recommendations
• Security: Detect fraud, prevent abuse, and protect system integrity
• Communication: Send service updates, billing notifications, and support responses
• Compliance: Meet legal obligations, resolve disputes, and enforce our terms
• Research: Improve voice AI technology (using aggregated, de-identified data)

3. How We Share Your Information

We don't sell your personal information. We share data only in these situations:

3.1 With Your Consent

We share information when you explicitly authorize us to do so, such as integrating with your CRM or calendar system.

3.2 Service Providers

We work with trusted partners who help us operate our services:

• Cloud infrastructure providers (AWS, Google Cloud)
• Payment processors for billing
• Analytics and monitoring tools
• Customer support platforms

All service providers are bound by strict confidentiality agreements and process data only as instructed.

3.3 Legal Requirements

We may disclose information if required by law, court order, subpoena, or to protect rights, safety, and security.

3.4 Business Transfers

If OptyxAI is acquired, merged, or undergoes a business transition, your information may be transferred as part of that transaction.

4. Data Security

We implement enterprise-grade security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based permissions and multi-factor authentication
• Network Security: Firewalls, intrusion detection, and regular vulnerability scanning
• Compliance: SOC 2-aligned practices and regular security audits
• Data Isolation: Your business data is logically separated from other customers
• Monitoring: 24/7 security monitoring and incident response

While we use industry-standard security measures, no system is 100% secure. We continuously improve our security posture.

5. Data Retention

We retain your information for as long as necessary to provide services and comply with legal obligations:

• Account Data: Retained while your account is active and for 90 days after cancellation
• Call Recordings: Stored for 12 months by default (configurable based on your needs)
• Transcripts and Summaries: Retained for 24 months for reporting and optimization
• Billing Records: Kept for 7 years to comply with tax and accounting requirements
• De-identified Data: May be retained indefinitely for research and AI improvement

You can request earlier deletion of specific data by contacting us at privacy@optyxai.com.

6. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Receive your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing communications (service emails continue)
• Restriction: Limit how we process your data in certain circumstances
• Objection: Object to processing based on legitimate interests

To exercise these rights, email us at privacy@optyxai.com. We respond within 30 days.

7. Call Recording Consent

OptyxAI records voice calls for quality assurance, training, and service improvement. Depending on your jurisdiction, you may need to inform callers that conversations are being recorded. OptyxAI can be configured to play automatic disclosures at the start of calls. You are responsible for ensuring compliance with local recording consent laws.

8. International Data Transfers

OptyxAI is based in the United States. If you use our services from outside the U.S., your data may be transferred to, stored, and processed in the United States or other countries where our service providers operate. We use standard contractual clauses and other legal mechanisms to protect international data transfers.

9. Children's Privacy

OptyxAI services are designed for businesses and not intended for individuals under 18. We do not knowingly collect personal information from children. If we learn we've collected data from a child, we'll delete it promptly.

10. Third-Party Links

Our platform may contain links to third-party websites or services. We're not responsible for their privacy practices. We encourage you to review their privacy policies before providing any information.

11. California Privacy Rights

If you're a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect, use, and share
• Right to delete personal information (with exceptions)
• Right to opt-out of the sale of personal information (we don't sell data)
• Right to non-discrimination for exercising your privacy rights

Contact us at privacy@optyxai.com to exercise these rights.

12. GDPR Compliance (EU Users)

For users in the European Economic Area (EEA), we process personal data under these lawful bases:

• Contract: Processing necessary to provide OptyxAI services
• Legitimate Interest: Improving our services, fraud prevention, and security
• Consent: Marketing communications and optional features
• Legal Obligation: Compliance with EU and member state laws

You have the right to lodge a complaint with your local data protection authority if you believe we've mishandled your data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we'll notify you via email or through a notice on our platform. Continued use of OptyxAI after changes means you accept the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or how we handle your data, reach out: