Privacy Policy

1. Who we are

InstaNexus AI (“we”, “us”) operates the instanexus.ai website and provides an AI voice-receptionist service that answers, qualifies, and books calls on behalf of local service businesses. You can reach us at hello@instanexus.ai.

2. What we collect

• Information you give us: when you book a demo or sign up, we collect your name, business name, phone number, and industry.
• Information generated by the service: call audio and transcripts from calls our AI answers on your behalf, call metadata (caller ID, duration, date and time), booking outcomes, and the text messages we send for confirmation and follow-up.
• Usage data: pages you visit on our website, approximate location (city-level, from IP address), device and browser type, and referring URL.
• Cookies: we use first-party cookies for session continuity and basic analytics. We do not use third-party advertising cookies.

3. How we use it

• To deliver the service you signed up for — answering calls, booking appointments, and sending confirmations and reminders.
• To train and improve the AI receptionist that serves your business, limited to your own calls and to aggregated, de-identified usage patterns.
• To communicate with you about billing, support, product updates, and security.
• To detect and prevent fraud, abuse, and violations of our terms.
• To comply with our legal obligations.

We do not sell personal information. We do not use your calls or transcripts for advertising.

4. Who we share with

• Service providers that help us run the product: telephony carriers (to place and receive calls), calendar providers (Google Calendar, Microsoft 365), email and SMS delivery, hosting, and analytics. Each provider is bound by a data processing agreement and only handles data necessary to perform their function.
• You, the business customer: transcripts, summaries, and booking details from calls answered for your business are shared with you.
• Legal or safety disclosure when we are required to by law or to protect people from harm.

5. Call recording and AI disclosure

Calls handled by our AI are recorded and transcribed so we can book appointments, send confirmations, and improve accuracy. Recording-consent laws vary by state — some require notice to all parties on the call. As the business using InstaNexus, you are responsible for ensuring appropriate notice is given to your callers under the laws of your jurisdiction. Our default greeting includes a notice that the call may be recorded for quality and training; we can customize this on request.

6. How long we keep data

• Information submitted through the demo form: until you ask us to delete it, or up to 24 months of inactivity.
• Call recordings and transcripts: retained for 90 days by default; longer or shorter retention is available on request.
• Backups: removed within 30 days after primary data is deleted.

7. Your choices and rights

You can request to:

• Access the personal data we hold about you.
• Correct or update inaccurate data.
• Delete your data.
• Export a copy in a machine-readable format.
• Opt out of non-essential communications.

To exercise any of these, email hello@instanexus.ai. Residents of California, Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws have additional rights — including the right to opt out of certain processing and the right to appeal a denied request. We will respond within the time required by your state’s law.

8. Children

The service is intended for businesses. We do not knowingly collect personal information from anyone under 16. If you believe we have, contact us and we will delete it.

9. International users

InstaNexus is based in the United States and uses US-based infrastructure. If you use the service from outside the US, you consent to the transfer and processing of your data in the US.

10. Security

We protect your data with TLS 1.2+ in transit, encryption at rest, least-privilege access controls, and regular security reviews. No system is perfectly secure — if we ever have a breach that affects your data, we will notify you without undue delay.

11. Changes to this policy

If we make material changes to this policy, we will update the “Last updated” date and notify customers by email. Continued use of the service after changes means you accept the revised policy.

12. Contact

Questions, requests, or complaints: hello@instanexus.ai.