Effective Date: July 1, 2025
Last Updated: July 15, 2025
1. Introduction
STRATEGX.AI ("we," "us," or "our") is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI receptionist services ("Services").
This policy applies to all users of our Services, including business clients ("Clients") and individuals who interact with our AI receptionist system ("Callers").
2. Information We Collect
2.1 Client Information
When you sign up for our Services, we collect:
Account Information: Name, business name, email address, phone number, billing address
Business Details: Industry type, business hours, service preferences, integration requirements
Payment Information: Credit card details, billing information (processed through secure third-party processors)
Technical Data: IP addresses, browser information, device identifiers, usage logs
2.2 Caller Information
Through our AI receptionist Services, we may collect:
Voice Data: Call recordings, voice patterns, speech-to-text transcriptions
Contact Information: Phone numbers, names, email addresses provided during calls
Communication Content: Messages, appointment requests, inquiry details
Call Metadata: Call duration, time stamps, call routing information
2.3 Automatically Collected Information
Usage Analytics: Service performance metrics, feature utilization, error logs
Technical Logs: System performance data, security events, maintenance records
Integration Data: Information from connected third-party services (CRM, calendars, etc.)
2.4 Third-Party Information
We may receive information from:
Business directories and databases
Third-party integrations (with your authorization)
Marketing partners and referral sources
Public records and regulatory databases
3. How We Use Your Information
3.1 Primary Service Purposes
Service Delivery: Operating AI receptionist functions, call routing, message delivery
Appointment Management: Scheduling, rescheduling, and calendar integration
Communication: Delivering messages, notifications, and service updates
Customer Support: Responding to inquiries, troubleshooting, technical assistance
3.2 Service Improvement
AI Training: Improving speech recognition, natural language processing, and response accuracy
Performance Analytics: Monitoring service quality, identifying optimization opportunities
Feature Development: Creating new features and enhancing existing functionality
Quality Assurance: Call monitoring for training and improvement purposes
3.3 Business Operations
Account Management: Billing, payment processing, account administration
Security: Fraud prevention, system security, compliance monitoring
Legal Compliance: Meeting regulatory requirements, responding to legal requests
Marketing: Service updates, feature announcements (with consent)
3.4 Research and Development
Anonymized Analytics: Aggregate usage patterns, industry trends, performance benchmarks
Product Development: Creating new AI capabilities and service enhancements
Academic Research: Contributing to AI and communication technology advancement (anonymized data only)
4. Legal Basis for Processing (GDPR)
For users in the European Union, we process personal data based on:
Contract Performance: Fulfilling our service obligations
Legitimate Interests: Service improvement, security, business operations
Legal Compliance: Meeting regulatory and legal requirements
Consent: Marketing communications, optional features
5. Information Sharing and Disclosure
5.1 Client Access
Clients have access to data related to their specific account and calls
Call recordings and transcripts are provided to the respective Client
Usage analytics and performance metrics for Client's account
5.2 Service Providers
We may share information with trusted third parties who assist in:
Technology Partners: Cloud hosting, data processing, AI services
Payment Processors: Billing and payment processing services
Integration Partners: CRM, calendar, and business system connections
Support Services: Customer service, technical support, maintenance
5.3 Business Transfers
In the event of merger, acquisition, or asset sale, personal information may be transferred to the acquiring entity with appropriate notice and protection measures.
5.4 Legal Requirements
We may disclose information when required by:
Valid legal process (subpoenas, court orders)
Law enforcement requests with proper authority
Regulatory compliance obligations
Protection of rights, property, or safety
5.5 Consent-Based Sharing
Marketing partnerships (with explicit consent)
Research collaborations (anonymized data)
Client-requested integrations and services
6. Data Security and Protection
6.1 Security Measures
Encryption: Data encrypted in transit and at rest using industry standards
Access Controls: Role-based access, multi-factor authentication, regular access reviews
Network Security: Firewalls, intrusion detection, secure data centers
Regular Audits: Security assessments, penetration testing, compliance reviews
6.2 Call Recording Security
Encrypted storage of all voice recordings
Secure transmission protocols for call data
Limited access to authorized personnel only
Regular security monitoring and threat detection
6.3 Employee Access
Background checks for personnel with data access
Regular security training and awareness programs
Strict confidentiality agreements and policies
Monitoring and logging of data access activities
6.4 Incident Response
Comprehensive data breach response procedures
Prompt notification of affected parties
Coordination with regulatory authorities
Post-incident security improvements
7. Data Retention
7.1 Retention Periods
Call Recordings: Retained for 24 months unless longer retention required by law or Client contract
Account Information: Maintained during active service relationship plus 2 years
Usage Analytics: Aggregated data retained indefinitely; personal data 2 years
Support Records: 2 years from last interaction
7.2 Deletion Procedures
Secure deletion of personal data upon retention period expiration
Client-requested data deletion (subject to legal requirements)
Anonymization of data used for analytics and research
Certificate of destruction available upon request
8. International Data Transfers
8.1 Cross-Border Processing
We may transfer personal data internationally for service delivery and support. All transfers comply with applicable data protection laws through:
Adequacy Decisions: Transfers to countries with adequate protection
Standard Contractual Clauses: EU-approved transfer mechanisms
Binding Corporate Rules: Internal data transfer policies
Consent: Explicit consent for specific transfers
8.2 Data Localization
Where required by law, we maintain data within specific geographic boundaries and comply with local data residency requirements.
9. Your Privacy Rights
9.1 Access Rights
Request copies of your personal information
Obtain details about how your data is processed
Access call recordings and transcripts related to your account
9.2 Correction and Updates
Update account and contact information
Correct inaccurate personal data
Request amendments to call transcripts if technically feasible
9.3 Deletion Rights
Request deletion of personal data (subject to legal and contractual obligations)
Account closure and data removal
Withdrawal of consent for optional processing
9.4 Portability Rights
Receive personal data in machine-readable format
Transfer data to other service providers
Export call logs and account information
9.5 Objection Rights
Object to processing based on legitimate interests
Opt-out of marketing communications
Restrict processing for specific purposes
9.6 Automated Decision-Making
You have the right to object to purely automated decision-making, including profiling, that produces legal or significant effects.
10. Children's Privacy
Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware of such collection, we will take steps to delete the information promptly.
11. California Privacy Rights (CCPA)
California residents have additional rights under the California Consumer Privacy Act:
Right to Know: Details about personal information collection and use
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt-out of sale of personal information
Non-Discrimination: Equal service regardless of privacy choices
We do not sell personal information as defined by the CCPA.
12. Cookies and Tracking Technologies
12.1 Cookie Usage
Our website uses cookies and similar technologies for:
Essential Functions: Account authentication, security, service delivery
Analytics: Usage statistics, performance monitoring
Preferences: Language settings, user interface preferences
12.2 Cookie Management
You can control cookies through browser settings. Note that disabling certain cookies may affect service functionality.
13. Third-Party Links and Services
Our Services may contain links to third-party websites or integrate with external services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies.
14. Marketing Communications
14.1 Consent
We obtain explicit consent before sending marketing communications and provide easy opt-out mechanisms in all messages.
14.2 Types of Communications
Service updates and feature announcements
Industry insights and best practices
Product recommendations and offers
Event invitations and webinars
15. Privacy Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated through:
Email notification to account holders
Prominent notice on our website
In-app notifications for significant changes
Continued use of our Services after notification constitutes acceptance of the updated policy.
16. Complaints and Regulatory Contact
If you have concerns about our privacy practices, you may:
Contact us directly using the information below
File a complaint with relevant data protection authorities
Seek resolution through our internal dispute process
17. Contact Information
For privacy-related questions, requests, or concerns:
Privacy Officer
STRATEGX.AI
Email: [email protected]
Phone: (650) 653-8223
Cookie Policy
Effective Date: July 1, 2025
Last Updated: July 15, 2025
1. Introduction
This Cookie Policy explains how STRATEGX.AI ("we," "us," or "our") uses cookies and similar tracking technologies on our website [www.strategx.ai] and related services. This policy should be read alongside our Privacy Policy and Terms & Conditions.
By continuing to use our website, you consent to our use of cookies as described in this policy, unless you have disabled them through your browser settings or our cookie management tools.
2. What Are Cookies?
Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners about user behavior and preferences.
Types of cookies we use:
Session cookies: Temporary cookies that expire when you close your browser
Persistent cookies: Remain on your device for a set period or until manually deleted
First-party cookies: Set directly by our website
Third-party cookies: Set by external services we use on our website
3.0 How We Use Cookies
3.1 Essential Cookies (Always Active)
These cookies are necessary for our website to function properly and cannot be disabled.
Cookie Name
Purpose
Duration
Type
session_id
Maintains your session while browsing
Session
First-party
auth_token
Keeps you logged into your account
30 days
First-party
csrf_token
Security protection against cross-site attacks
Session
First-party
cookie_consent
Remembers your cookie preferences
1 year
First-party
load_balancer
Directs traffic to appropriate servers
Session
First-party
3.2 Analytics Cookies
Help us understand how visitors interact with our website to improve user experience.
Cookie Name
Provider
Purpose
Duration
_ga, ga*
Google Analytics
Track website usage and visitor behavior
2 years
_gid
Google Analytics
Distinguish users for analytics
24 hours
_gat
Google Analytics
Throttle request rate
1 minute
_hjid
Hotjar
User session recording and heatmaps
1 year
_hjSession*
Hotjar
Current session data
30 minutes
3.3 Marketing and Advertising Cookies
Used to deliver relevant advertisements and track marketing campaign effectiveness.
Cookie Name
Provider
Purpose
Duration
_fbp
Facebook Pixel
Track conversions and retarget visitors
3 months
fr
Ad targeting and measurement
3 months
gclau
Google Ads
Conversion tracking
3 months
ads/ga-audiences
Google Ads
Remarketing and audience targeting
2 years
li_fat_id
Track LinkedIn ad performance
30 days
bcookie
Browser identification for LinkedIn features
1 year
3.4 Functional Cookies
Enhance website functionality and provide personalized features.
Cookie Name
Purpose
Duration
language_pref
Remember your language selection
1 year
theme_setting
Remember dark/light mode preference
1 year
chat_widget_state
Maintain chat widget preferences
30 days
form_progress
Save form progress to prevent data loss
24 hours
video_quality
Remember video quality preferences
30 days
3.5 Third-Party Service Cookies
Set by external services integrated into our website.
Service
Purpose
Cookies Set
Calendly
Appointment scheduling widget
__cfduid, calendly_session
Intercom
Customer support chat
intercom-*
Vimeo/YouTube
Embedded videos
VISITOR_INFO1_LIVE, YSC
Typeform
Contact and lead forms
tf_*
Salesforce
CRM integration and lead tracking
sfdc-*
4. Cookie Categories and Legal Basis
4.1 Strictly Necessary Cookies
Legal Basis: Legitimate interest (essential for website functionality)
Consent Required: No
Can be disabled: No
4.2 Performance and Analytics Cookies
Legal Basis: Legitimate interest / Consent (depending on jurisdiction)
Consent Required: Yes (in EU, UK, and some other jurisdictions)
Can be disabled: Yes
4.3 Marketing and Targeting Cookies
Legal Basis: Consent
Consent Required: Yes
Can be disabled: Yes
4.4 Functional Cookies
Legal Basis: Legitimate interest / Consent
Consent Required: Sometimes (for non-essential functionality)
Can be disabled: Yes
5. Managing Your Cookie Preferences
5.1 Cookie Consent Banner
When you first visit our website, you'll see a cookie consent banner allowing you to:
Accept all cookies
Accept only essential cookies
Customize your preferences by category
Learn more about our cookie practices
5.2 Cookie Preference Center
You can modify your cookie preferences at any time by:
Clicking the "Cookie Settings" link in our website footer
Using the cookie preference center accessible from any page
Contacting us directly at privacy@[company].com
5.3 Browser Settings
You can also control cookies through your browser settings:
Chrome: Settings > Privacy and security > Cookies and other site data
Firefox: Preferences > Privacy & Security > Cookies and Site Data
Safari: Preferences > Privacy > Manage Website Data
Edge: Settings > Cookies and site permissions > Cookies and site data
Note: Disabling certain cookies may affect website functionality and your user experience.
6. Similar Technologies
We also use similar tracking technologies including:
6.1 Web Beacons (Pixels)
Small transparent images that help us understand email open rates and website usage patterns.
6.2 Local Storage
Browser storage for temporarily saving user preferences and application data. Unlike cookies, this data is not automatically sent to our servers.
6.3 Fingerprinting
We may collect technical information about your device and browser configuration for security and fraud prevention purposes.
6.4 Server Logs
Our servers automatically collect certain information including IP addresses, browser types, and access times for security and analytics purposes.
7. International Data Transfers
Some of our cookie providers may transfer your data internationally. These transfers are protected by:
Adequacy decisions from relevant data protection authorities
Standard Contractual Clauses approved by the European Commission
Privacy Shield or successor frameworks (where applicable)
Binding Corporate Rules implemented by multinational providers
8. Data Retention
Cookie data is retained for different periods based on the cookie type:
Session cookies: Deleted when you close your browser
Persistent cookies: Retained for the duration specified in our cookie table
Analytics data: Aggregated data may be retained longer for trend analysis
Marketing data: Typically retained for 13-26 months depending on the provider
9. Your Rights
Depending on your location, you may have the following rights regarding cookie data:
Right to access: Request information about cookies and data collected
Right to deletion: Request removal of cookie data
Right to object: Object to certain types of cookie processing
Right to portability: Receive your data in a machine-readable format
Right to withdraw consent: Change your cookie preferences at any time
10. Third-Party Cookie Policies
Our website includes services from third parties who have their own cookie policies:
Google Analytics: https://policies.google.com/privacy
Facebook: https://www.facebook.com/policies/cookies
LinkedIn: https://www.linkedin.com/legal/cookie-policy
Hotjar: https://www.hotjar.com/legal/policies/cookie-information
Intercom: https://www.intercom.com/legal/cookie-policy
11. Updates to This Policy
We may update this Cookie Policy periodically to reflect:
Changes in our cookie usage
New features or services
Legal or regulatory requirements
Industry best practices
Material changes will be communicated through:
Prominent notice on our website
Email notification to registered users
Updated consent banners for new cookie categories
12. Contact Information
For questions about our cookie practices or to exercise your rights:
Privacy Team
STRATEGX.AI
Email: [email protected]
Phone: (650) 653-8223
13. Complaints
If you have concerns about our cookie practices, you can:
Contact us directly using the information above
File a complaint with your local data protection authority
Contact relevant regulatory bodies in your jurisdiction
EU Users: You can find your local data protection authority at: https://edpb.europa.eu/about-edpb/board/members_en
This Cookie Policy was last updated on July 15, 2025 and is effective immediately. By continuing to use our website, you acknowledge that you have read and understand this policy.