Privacy Policy

1. Who we are

Axera Flow is an AI automation consultancy based in Calgary, Alberta, Canada. We build conversational agents, workflow automation, and custom AI tools for small and mid-size businesses.

Questions? Email us: hello@axeraflow.ai

2. What we collect

We collect information in three ways:

• Via the Voice Agent form: your name, email address, phone number, the topic you select, your preferred timing, and your explicit consent.
• During the AI voice call: the call is recorded and transcribed. By submitting the form and accepting the call, you consent to this recording.
• Via site analytics and marketing cookies: browsing behaviour on axeraflow.ai, controlled by the cookie banner on our homepage.
• Via the AI chat widget on axeraflow.ai: your messages, our AI assistant's replies, and — if you choose to share — your email or phone. The widget is optional; you can ignore it and still use the rest of the site normally.

3. How we use your information

We use the information you provide solely to:

• Place the AI voice call you requested.
• Send you a follow-up email with a call recap and a link to book a next step with José.
• Help José prepare for your meeting by reviewing the call transcript.

We do not sell, rent, or trade your personal information to any third party.

4. Who processes your data

To deliver this service, we rely on the following sub-processors. Some are located outside Canada (in the United States).

• n8n — workflow automation platform, self-hosted at n8n.axeraflow.ai. Orchestrates the form submission and post-call email.
• Retell AI (United States) — places and records the voice call, and produces the transcript.
• Anthropic / Claude (United States) — analyzes the call transcript to produce the summary sent to you and to José, and powers the AI chat widget on axeraflow.ai.
• Vercel (United States) — hosts our static landing page and runs the Edge function that proxies messages between the chat widget and Anthropic.

5. Call recording & transcription

The AI voice call is recorded and transcribed in full. This is essential to how the service works — the transcript is what lets us send you a useful summary and prepare for your follow-up.

By submitting the Voice Agent form and accepting the incoming call, you give your explicit consent to the recording and transcription of that call.

5b. Chat widget conversations

The chat widget on axeraflow.ai sends your messages to our Edge function (Vercel) which forwards them to Anthropic's Claude model and streams the reply back to your browser in real time. We also store the full conversation in our Postgres database (hosted on our VPS in Hillsboro, Oregon) so we can follow up with you if you share contact info, and so we can improve the assistant over time.

No login, identification, or sensitive document is required to use the widget. Sharing your email or phone is optional — only do it if you want José to follow up. If you do not share contact info and the conversation has no follow-up potential, the row may still be kept for analytics purposes but contains no personally identifying data beyond a random session ID.

To request deletion of a specific chat conversation, email josegvieira.ca@gmail.com with the approximate date and topic — we will locate and remove it.

6. Data retention

We keep your information only for as long as it is needed to respond to and follow up on your enquiry. Once that purpose is fulfilled and no further contact is expected, your data is deleted.

7. Your rights

You have the right to access, correct, or request deletion of any personal information we hold about you. You may also withdraw your consent at any time.

To exercise any of these rights, email us at hello@axeraflow.ai.

8. Changes to this policy

We may update this policy from time to time. The date at the top of the page will always reflect the latest revision. For significant changes, we will notify you by email if we have your address.

Questions about this policy? Email hello@axeraflow.ai.