Privacy Policy
Last updated: April 12, 2026
ORBNEXUS provides AI voice agents that answer, route, and book appointments for modern businesses. This policy explains how we handle personal information when you visit our website, use our product, or interact with our agents by phone or SMS.
1. Who We Are
ORBNEXUS ("we", "us", "our") is an AI & technology company based in Vancouver, British Columbia, Canada. We build intelligent software products including AI voice agents, virtual receptionists, and automation tools for businesses.
For privacy inquiries, contact us at hello@orbnexus.com.
2. What This Policy Covers
This policy applies to:
3. Data We Collect
Name, email address, company name, phone number, and payment details. Payment card data is processed exclusively by our PCI-compliant payment partner (Stripe) — we never store raw card numbers.
When calls are handled by an AI agent, we process audio in real time to generate responses. If enabled by our customer (the account owner), we store call recordings and transcripts for quality assurance, compliance, and analytics purposes.
Content you connect to train your AI agent — website URLs, PDFs, FAQs, and other documents — and the derived embeddings or search indices used to generate on-brand answers.
Calendar data (availability and event details) used for appointment booking, and telephony metadata such as caller ID, call timing, and call duration.
Messages you send us via email or contact forms, plus operational communications such as booking confirmations and account notifications.
Server log data, approximate location derived from IP address, and product analytics used to improve reliability, performance, and user experience.
4. How We Use Data
Route calls, answer questions, book appointments, and deliver all contracted features.
Troubleshoot issues, monitor accuracy and latency, and train models using non-identifiable data.
Detect fraudulent activity, protect accounts, and maintain platform integrity.
Honor Do Not Call requests, meet data retention requirements, and fulfill audit obligations under applicable law.
5. How We Share Data
We do not sell personal data. Ever.
We share data only with service providers who help us operate the platform. Examples include:
We also disclose data when required by law, court order, or government authority. In the event of a merger, acquisition, or sale of assets, we will ensure appropriate safeguards are in place before any transfer of personal data.
6. Data Retention
We retain personal data only as long as necessary for the purposes described in this policy, or as required by applicable law or contract. Account owners can configure retention settings for call recordings and transcripts. Data is deleted or anonymized at the end of the configured retention window or upon account closure.
7. Security
We apply layered security measures including:
No method of transmission or storage is 100% secure. We continuously review and improve our safeguards, and we will notify you of any breach as required by applicable law.
8. International Transfers
ORBNEXUS is based in Canada. We may process or store data in the United States or other countries where our service providers operate. Where required by applicable law, we use appropriate transfer mechanisms — such as Standard Contractual Clauses — and supplementary technical and organizational measures to protect your data.
9. Your Rights
Depending on your location (including rights under PIPEDA, CASL, GDPR, or applicable provincial privacy laws), you may have the right to:
To exercise any of these rights, contact us at hello@orbnexus.com. We will respond within the timeframe required by applicable law.
10. Cookies
Used for security, session management, and core platform functionality. These cannot be disabled as the service requires them to operate.
Limited analytics cookies used to understand how users interact with our product, so we can improve reliability and usability. You can control these via your browser settings.
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us: