Privacy Policy

1. Introduction

VXERA AI (“VXERA”, “we”, “us”, or “our”) is headquartered in Ontario, Canada. We are committed to protecting the privacy and personal information of our users in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Consumer Protection Act, and applicable Canadian federal and provincial privacy legislation.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our platform, or interact with our AI voice agents.

2. Information We Collect

We may collect the following categories of personal information:

• Account Information: Name, email address, phone number, company name, and billing address when you register for an account.
• Payment Information: Credit card or payment details processed securely through our third-party payment processor (Stripe). We do not store full credit card numbers on our servers.
• Usage Data: Information about how you interact with our platform, including pages visited, features used, IP address, browser type, and device information.
• Call Data: Phone call recordings, transcriptions, call logs, and metadata generated through our AI voice agent services, as authorized by you and your callers.
• Business Data: Information you provide to configure your AI agents, including business name, address, website, and custom prompts.
• Communications: Information you provide when contacting support, using our live chat, or filling out contact forms, including email and phone number.

3. How We Use Your Information

We use your personal information for the following purposes:

• To provide, operate, and maintain the VXERA AI platform and services.
• To process transactions and manage your account and billing.
• To improve, personalize, and optimize our services and AI agent performance.
• To communicate with you about your account, service updates, and technical notices.
• To respond to your inquiries, support requests, and feedback.
• To comply with legal obligations and enforce our Terms of Service.
• To detect, prevent, and address technical issues, fraud, and security incidents.

4. Consent

In accordance with PIPEDA, we obtain your consent before collecting, using, or disclosing your personal information, except where permitted or required by law. By creating an account or using our services, you consent to the collection and use of your information as described in this policy. You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions and reasonable notice.

5. Disclosure of Information

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party companies that help us operate our platform (e.g., cloud hosting, payment processing, telecommunications). These providers are contractually bound to protect your data.
• Legal Requirements: When required to comply with applicable law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6. Data Storage and Security

Your data is stored on secure servers. We implement industry-standard technical and organizational safeguards to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These include encryption in transit and at rest, access controls, regular security audits, and secure software development practices.

While we take reasonable steps to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Call recordings and transcripts are retained in accordance with your account settings and applicable telecommunications regulations. You may request deletion of your data at any time.

8. Your Rights

Under PIPEDA and applicable Ontario privacy law, you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Withdraw your consent to the collection, use, or disclosure of your information.
• Request deletion of your personal information, subject to legal retention requirements.
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us using the information provided below.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage patterns, and improve our services. You can manage your cookie preferences through your browser settings. Essential cookies required for platform functionality cannot be disabled.

10. Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party services you access.

11. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the “Last updated” date. Your continued use of our services after any changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: