Privacy, in plain words.

Who we are

AXY OS is operated by AXYMEDIA LLC (“Axymedia”, “we”), at 30 N Gould St Ste N, Sheridan, WY 82801, United States, telephone +1 737 773 5499.

For anything on this page, write to [email protected] — a person reads it.

The two roles we play

For visitors to this site and for the businesses that buy AXY OS, Axymedia decides how data is used — we are the controller.

For the people who message a business’s AI assistant — on that business’s WhatsApp number or website chat — the business is the controller and we process those conversations on its behalf, as its processor, under our agreement with that business. If you contacted a business that runs on AXY OS and want your data corrected or deleted, ask that business; we help it answer.

What we collect from you directly

• Demo and contact forms — name, business name, WhatsApp number and your message. They go to our team (delivered to our internal team chat) so we can reply, and nowhere else.
• Accounts — email address, a password stored only as a salted hash, and your business profile (services, hours, tone). Login sessions use a signed cookie.
• Billing — handled by Stripe. Card numbers never touch our servers.
• Technical logs — IP address and browser data in our hosting provider’s server logs, kept for security and operations.

What we process for the businesses that use AXY OS

The conversations a business’s customers have with its assistant, their contact details, booking requests and the business’s own knowledge base. Voice notes sent on WhatsApp are transcribed, and images or documents are read, so the assistant can answer — that processing runs through the AI providers listed below, under agreements that do not permit them to train their models on this data.

The commitment we make on our FAQ page holds here with full force: conversations and customer data are used only to run the service — never to train shared models, and never sold to anyone.

Who processes data for us

The service runs on a small, named set of providers:

• Meta — the WhatsApp Business platform that carries the messages.
• OpenAI — understanding messages, transcribing voice notes, reading images and documents, via its business API.
• Google — calendar synchronisation, where a business connects Google Calendar.
• Stripe — payments and deposits.
• Vercel — hosting for this site and the dashboard.
• Hetzner — our databases, hosted in the European Union.
• Resend — transactional email (verification codes, account notices).
• Telegram — internal operational alerts to our own team.

Where a provider processes data outside the European Economic Area, the transfer rests on a European Commission adequacy decision (including the EU–US Data Privacy Framework) or on Standard Contractual Clauses.

Cookies

Only the strictly necessary kind: a session cookie that keeps you logged in, and a preference cookie that remembers your language. No advertising cookies, no third-party analytics trackers. If that ever changes, this page changes first — and we will ask where the law requires asking.

How long we keep things

Account and workspace data: for as long as the account is active, then deleted or anonymised within a reasonable period after closure. Conversations processed for a business: for as long as our agreement with that business says, because the data is theirs. Form submissions: for as long as it takes to handle them, plus a short period for context. Logs: on our providers’ standard short retention.

Your rights

Where the GDPR or a similar law applies, you can ask for access to your data, have it corrected or deleted, restrict or object to its processing, and receive a copy in a portable format. Write to [email protected] and we answer. You also have the right to complain to your data-protection authority.

You always know when it's the AI

The assistant introduces itself as a digital assistant on first contact — that disclosure is enforced in code, not left to the model. And it does not confirm a booking on its own unless the business has set a service to do so: by default every booking is a request a human at the business approves.

Changes

When this page changes in a way that matters, we say so plainly — with a new date at the top and, for material changes affecting account holders, a notice to the account email.