Privacy Policy

Last updated: September 3rd, 2025
Company: Fluxently AI, LLC (“Fluxently,” “we,” “us,” “our”)
Contact: [email protected]

Scope

This Policy explains how we collect, use, share, and secure information in connection with our AI receptionist and automation services (including the Pipeline AI Receptionist). We act as a service provider/processor for our business clients, who remain the “controller” for their customer data and consents. We do not sell personal information.

Information We Collect (Only What’s Needed)

Call/Voice

Caller ID/number, time/date, duration, call summaries, bookings

Audio recordings and/or transcripts (if enabled by the client)

SMS/Messaging

Message content, timestamps, delivery status

Opt-in/opt-out (STOP/HELP) status

Lead/Job Details

Name, service address, job type, preferred time, notes

Business Data

Calendar availability, service areas, pricing ranges, CRM metadata

Inputs needed for routing, booking, and performance tracking

How We Use Information

Operate the Service: Answer, qualify, route, book/reschedule/cancel, send confirmations and reminders

Reduce No-Shows: Send transactional reminders and updates

Demonstrate Value: Populate performance dashboards and verify service outcomes

Support & Quality: Troubleshoot, improve accuracy/latency, and prevent misuse

Analytics & Improvement: Use de-identified/aggregated data for internal analysis and product improvement (never sold or used to target end-users)

SMS/A2P Compliance

Transactional vs Marketing:

Transactional/operational texts are sent on behalf of the business to numbers provided for that purpose.

Marketing/promotional texts require a separate express opt-in with clear disclosures.

Opt-Out/Help: End users can reply STOP to opt out, or HELP for help. We honor and propagate those requests.

Your Forms Must Comply: Client forms collecting phone numbers must:

Include separate checkboxes for marketing vs service messaging

Link clearly to this Privacy Policy and the Terms of Service

Not require phone numbers as a condition of form submission

Legal Bases (where applicable)

We process personal data to:

Perform our contractual obligations to clients

Pursue our legitimate interests in operating and improving the service

Comply with legal requirements

For marketing texts: rely on express consent obtained by the client (or by us at the client’s direction)

Sharing with Service Providers (Sub-Processors)

We may share data with reputable vendors required to deliver services, including:

Telephony and SMS carriers

Calendar and CRM integrations

Hosting and secure storage providers

Vendors act under our instructions and may not use data for unrelated purposes.

Security

We apply industry-standard safeguards, including encryption (where supported), least-privilege access, audit logging, and role-based permissions. Access is limited to personnel and systems with a legitimate business need.

Data Retention

We retain data only as long as necessary to operate the system, support the client, or meet legal/accounting obligations.

Clients may request deletion of data once it is no longer required.

End customers may exercise their rights through the business they interacted with (or by contacting us, and we will route the request appropriately).

Your Choices & Rights

Clients: May request access, correction, export, or deletion of data we process on their behalf (subject to legal limits).

End Customers: Can opt out of SMS at any time by replying STOP. For access/deletion requests, contact the business you interacted with, or contact us and we will forward the request to the correct client.

International Transfers

Data may be processed in the United States or other locations where our vendors operate. We take steps consistent with applicable law to safeguard data during international transfers.

Children

Our services are not directed to children. We do not knowingly process personal data of minors.

Changes to this Policy

We may update this Privacy Policy from time to time. Updates will be posted with a new “Last updated” date. Continued use of our services indicates acceptance.