Privacy Policy

1. What we collect

To run the service we process two kinds of data:

• Your business data: business name, contact details, phone numbers, calendar access, price book, crew/on-call roster, and service rules you configure.
• Your customers' data: names, phone numbers, addresses, and job details your customers provide when they call, text, or book — plus call recordings, transcripts, and message logs generated while serving them.

We do not collect data beyond what the service needs to answer calls, book jobs, collect deposits, and report results.

2. How we use it

Your data is processed only to operate your service — answering calls, booking jobs, sending confirmations and reports, and keeping the compliance guard running. Specifically:

• It is never sold to anyone, for any purpose.
• It is never used to train anyone else's models — not ours, not a vendor's.
• Call recordings exist so you can review what happened on any call. In two-party-consent states including Pennsylvania, the AI announces recording at the start of every call, and that announcement is logged as proof.

3. Sub-processors

These vendors handle data on our behalf, only as instructed, only for the service:

• Voice AI: Thoughtly (delivered as the ToriMedia voice product) — call answering, transcription, recordings.
• Telephony routing: CallScaler — inbound call routing by dialed number.
• Payments: Stripe — deposits and balance charges. Card details go directly to Stripe; we store only tokens and references.
• Infrastructure: Hetzner (dedicated servers), Cloudflare (DNS, CDN, edge hosting), self-hosted n8n orchestration and Postgres database.
• Client dashboard: YourDeputy (SuiteDash) — the portal where you see reports and jobs.
• Compliance data: PA CROP Services' compliance engine and Pennsylvania Department of State public records — entity standing monitoring only.
• Email delivery: provider named in your service agreement once transactional email is enabled for your account.

We will update this list if it changes and notify active customers.

4. What we never do

• Instaxis never places outbound voice calls — the system has no outbound dialer.
• Instaxis never sends marketing text messages — only transactional messages (booking confirmations, ETAs, review requests) and consent-based emails, all with opt-out instructions.

5. Your controls

• One-switch kill: pause all automation for your business instantly, anytime.
• Export or delete: request a full export of your data, or deletion, at any time via hello@instaxis.com. We retain service data while your account is active; on cancellation or on request we export or delete it.

6. Data security

Data is encrypted in transit (TLS) and at rest on infrastructure we control. Access is limited to the systems that need it to run your service. If we ever discover a breach affecting your data, we will notify you without undue delay.

7. Changes

If this policy changes materially, we will notify active customers by email before the change takes effect. The current version always lives at this URL.