Privacy Policy

Automexa serves businesses (our clients). A client decides that its calls are answered by Automexa and what the receptionist should say. For the calls and caller details we process on a client's behalf, the client is the controller and Automexa is the processor. For our own business contacts and website enquiries, Automexa is the controller.

Clients do not sign in to a self-serve account. Our team operates the console. There are no public customer accounts.

• Call audio and transcripts. The receptionist listens to the caller to answer. Transcripts and recordings are stored only where the client has turned storage on.
• Caller phone numbers and details the caller shares, such as a name, email address, the reason for calling, and a callback number.
• Appointments: requested and booked times, the service, and notes, plus cancellation and reschedule history.
• Call records and logs: time, duration, outcome, and the actions the receptionist took, with sensitive values redacted from technical logs.
• Client and operator information: business details the client gives us, the email addresses of our operators, and sign-in data.
• Website enquiries: if you email us, we keep your message to reply.

This website does not use advertising trackers.

When you join the Automexa wishlist we collect your full name and email address. We also record whether you ticked the optional marketing box and, if you did, the exact wording you saw, its version and the time you ticked it, plus the date you joined and which page you joined from. To spot abuse we keep a keyed hash of your IP address and browser description. We never store the IP address itself, and the hash cannot be turned back into it.

• Why. To keep your place on the list, to count how many people have joined (the public total is a number only, with no names), and to send you one email confirming your signup. Our basis for this is our legitimate interest in running the list, which you asked to join.
• Marketing is optional. The box is never ticked for you. If you tick it, we may send marketing and informational emails, including news of the SaaS release, on the basis of your consent. If you leave it unticked you still join the wishlist, and we send no marketing.

• Unsubscribing and deletion. Every marketing email has an unsubscribe link. You can also email hello@automexa.co.uk at any time to withdraw consent or ask us to delete your details. If you unsubscribe we keep a record that you did, so we do not email you again.

• How long. We keep wishlist details for up to 24 months after you join, or until you ask us to delete them, whichever is sooner.
• Who handles it. The list is stored with our database provider and the confirmation email is sent by our email provider (both are in the list below). We do not sell it. If you are in the UK or EU you can also ask to see, correct or erase your data, and you can complain to the Information Commissioner's Office or your local authority.

We use this information to answer calls, take messages, check and book appointments, send briefs and confirmations to the client and, when the caller gives an email address, to the caller, and to keep the service secure and reliable. We do not sell personal information, and we do not use caller content to train our own models.

We use the following providers to run the service. Each handles information only to provide its part of it.

• Vapi. Runs the voice call: speech recognition, the AI conversation, speech synthesis, and call recordings when enabled.
• Telnyx. Provides the phone numbers and carries the calls. Also text messages, where a client has turned them on.
• Supabase. Hosts the database (including the wishlist) and sign-in for the operator console.
• Netlify. Hosts the web application and scheduled jobs.
• Resend. Sends transactional email: call briefs, daily digests, appointment confirmations and wishlist signup confirmations, and marketing email to people who ticked the optional wishlist box.
• Google. Google Calendar for availability and bookings, and Google Sheets where a client connects one, when a client chooses those features. Google also provides optional sign-in for operators, and its Gemini search may answer general-knowledge questions.
• Tavily. Answers general-knowledge web searches, where that feature is enabled. Only the general question is sent, not caller details.

Some providers process information in the United States and other countries. We will update this list before we add a provider that handles caller information.

• Transcripts and recording links are kept for each client's retention period, 30 days unless the client sets another value, and then removed automatically. A client can also choose not to store transcripts at all.
• Call records (time, duration, outcome), appointments, and leads are kept while the client uses the service, so the client can run its business from them.
• Automatic removal covers our database. Recordings held by our voice provider follow that provider's own retention, and we can ask for their deletion on request.
• When a client leaves, we delete its data on request, apart from what we must keep by law.

Each client's data is separated in our database by row-level access rules and server-side checks. Connections are encrypted in transit, and access credentials for connected services are encrypted at rest and never shown in the browser. No system is perfectly secure, and we do not claim any security certification or compliance attestation. We do not handle protected health information under HIPAA and the service is not intended for it.

Recording laws differ by place. Clients are responsible for telling callers when a call is recorded or handled by an AI receptionist, and the receptionist can be set up to say so at the start of the call.

If you called a business that uses Automexa and want to see, correct, or delete what was recorded about you, contact that business first. You can also write to us and we will help route or fulfil the request. Depending on where you live, you may have further rights under local law.

We will change the date at the top of this page whenever the policy changes. Questions or requests: hello@automexa.co.uk. Web: atrium-receptionist.netlify.app.