Privacy Policy

We collect information in the following categories:

Account Information

When you create an account, we collect your name, email address, phone number, business name, and billing information (processed securely by Stripe).

Usage Data

We automatically collect information about how you interact with our services, including voice call metadata (duration, timestamps, caller ID), SMS message metadata (delivery status, timestamps), scheduling activity, and dashboard usage.

Voice & Communication Data

Our AI receptionist processes voice calls to provide scheduling, qualification, and messaging services. Call transcripts may be generated for service delivery. SMS message bodies are not stored; only metadata is retained for compliance purposes.

Device & Technical Data

We collect IP addresses, browser type, operating system, device identifiers, and cookies or similar technologies to maintain and improve our services.

We use your information to:

• Provide, maintain, and improve our AI receptionist, scheduling, and messaging services
• Process transactions and send related billing information
• Send service notifications, usage alerts, and support communications
• Monitor and analyze usage trends to improve the platform
• Detect, prevent, and address technical issues, fraud, or abuse
• Comply with legal obligations and enforce our terms

We do not sell your personal information to third parties. We do not use your data to train AI models beyond improving our service delivery for your account.

We share your data only in the following circumstances:

• Service Providers: We use trusted third-party services to operate our platform, including Stripe (payments), Twilio (telephony and SMS), Supabase (database hosting), and Vercel (web hosting). Each provider processes data under their own privacy policies and applicable data processing agreements.
• Legal Requirements: We may disclose data if required by law, subpoena, court order, or government request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction.
• With Your Consent: We may share data with additional parties when you explicitly consent.

We retain your personal information for as long as your account is active or as needed to provide services. Specific retention periods include:

• Account data: Retained while your account is active and for up to 30 days after account deletion to allow for recovery.
• Call and SMS metadata: Retained for up to 12 months for compliance and service quality purposes.
• Billing records: Retained for up to 7 years as required by tax and accounting regulations.
• Usage analytics: Retained in aggregated, de-identified form indefinitely for service improvement.

You may request deletion of your data at any time by contacting us or using the account deletion feature in your dashboard settings.

We implement industry-standard security measures to protect your data, including encryption in transit (TLS 1.2+), encryption at rest, access controls, and regular security audits. While we take reasonable measures to protect your data, no method of electronic storage or transmission is 100% secure. We encourage you to use strong passwords and report any suspected security issues to security@workmatix.ai.

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

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out: Opt out of non-essential communications at any time.

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected, the right to delete, and the right to opt-out of the sale of personal information. We do not sell personal information.

EU/EEA Residents (GDPR)

If you are located in the European Union or European Economic Area, you have rights under the General Data Protection Regulation, including the right to access, rectify, erase, restrict processing, and data portability. Our legal basis for processing is contract performance and legitimate interests.

We use cookies and similar technologies to maintain sessions, remember preferences, and analyze usage. You can control cookie preferences through your browser settings. Disabling cookies may affect certain features of our service.

We use essential cookies for authentication and security, and analytics cookies to understand how our services are used. We do not use third-party advertising cookies.

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected data from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@workmatix.ai.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the “Last updated” date. Your continued use of our services after changes constitutes acceptance of the updated policy.

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

• Email: privacy@workmatix.ai
• General support: support@workmatix.ai