Privacy Policy

Nexaflow Systems LLC, doing business as AI NexaFlow ("AI NexaFlow", "we", "us"), builds and runs AI messaging and voice assistants for home-service businesses such as HVAC, plumbing and roofing companies. This policy explains what information we collect, how we use it, and the choices you have. It applies to nexaflowsystem.com, our demos, and the AI assistants we operate for our clients.

1. Who this policy covers

• Visitors and prospects: people who visit our website, try a demo, fill in a form, or book a call with us.

• Clients: businesses that hire us to set up and run an AI assistant.

• Our clients' customers: people who text, chat with, or call a business that uses an assistant we operate. For these conversations we act on behalf of that business and follow its instructions. That business's own privacy policy also applies.

2. Information we collect

• Information you give us: name, phone number, email address, business name, website, industry, and anything you type into a form, chat or text conversation, or say on a call.

• Conversation records: text messages, web chat messages, and call recordings and transcripts handled by an AI assistant, including the time and the phone number or channel used.

• Booking information: appointment times and the details you give when booking.

• Technical information: IP address, browser and device type, pages viewed, referring page, and similar data collected through cookies and standard server logs.

• Billing information (clients only): handled by our payment processor. We do not store full card numbers.

3. How we use information

• To answer your messages and calls, qualify your request, and book appointments, whether for us or for the business you contacted.

• To set up, run, test and improve AI assistants for our clients.

• To send messages you asked for or agreed to receive, such as appointment confirmations, reminders and replies.

• To send marketing messages, only where you have agreed to receive them.

• To keep our services secure, prevent abuse, and meet legal obligations.

We do not sell your personal information.

4. Text messaging (SMS) terms

• We only text people who gave consent, for example by checking the consent box on one of our forms or by texting us first.

• Message frequency varies. Message and data rates may apply.

• Reply STOP at any time to stop receiving texts. Reply HELP for help, or email [email protected].

• No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

5. AI and call recording

Our assistants use artificial intelligence to read and reply to messages and to talk on calls. Calls handled by an AI voice assistant, including our demo line, may be recorded and transcribed so that the assistant can respond, so the business can review the conversation, and so we can improve quality. An assistant will hand the conversation to a person when it can't help or when you ask for one.

6. Who we share information with

We share information only with service providers that help us run the service, and only as needed:

• CRM and messaging platform: HighLevel (LeadConnector), which stores contacts and conversations and sends texts and emails.

• AI model providers: for example Anthropic and Google, which process message content to generate replies.

• Voice AI provider: for example Retell AI, which handles AI phone calls, recordings and transcripts.

• Automation and hosting: for example n8n, Cloudflare and Google Workspace.

• The business you contacted: when you talk to an assistant we run for a client, that business receives your conversation and booking details.

• Legal reasons: when required by law, or as part of a merger or sale of our business.

7. How long we keep information

• Conversation and contact records: for as long as the client relationship lasts, or up to 24 months after your last interaction with a demo, unless a client asks us to delete them sooner.

• Client account and billing records: as long as needed for tax and accounting, usually up to 7 years.

• Technical logs: up to 12 months.

8. Your choices

• Stop texts: reply STOP.

• Access, correction or deletion: email [email protected] with the subject "Privacy request" and the phone number or email you used. We will respond within 30 days. If your information came from a business that uses our assistant, we may forward your request to that business.

• Cookies: you can block or delete cookies in your browser. Some forms and the chat widget may not work without them.

9. Security

We use encryption in transit, access controls, and two-factor authentication on our accounts. No system is perfectly secure, and we can't guarantee absolute security.

10. Children

Our services are for businesses and adults. We do not knowingly collect information from anyone under 18.

11. Changes

If we change this policy, we will update the effective date above. For important changes, we will also tell clients by email.

12. Contact us

Nexaflow Systems LLC, DBA AI NexaFlow

4608 Fairy Tale Cir, Kissimmee FL 34746

Email: [email protected]