01 / ScopeWho This Policy Covers
Digital Nexus LLC, doing business as Nexus AI ("Nexus AI," "we," "us," "our"), respects your privacy. This Policy applies to:
- Site visitors who browse thedigitalnexus.io or interact with our marketing chatbot or contact forms.
- Clients who purchase our services.
- End-users of our clients' AI assistants — individuals whose calls, messages, or chats are processed by an AI chatbot, AI receptionist, AI social DM bot, or AI reactivation campaign deployed by a Nexus AI client.
When we process end-user data on behalf of a client, we act as a service provider (under the CCPA) or data processor (under the GDPR), and the client is the controller. The client's own privacy policy governs that processing; this Policy describes our practices generally.
02 / InformationInformation We Collect
| Category | Examples |
|---|---|
| Identifiers | Name, business name, email, phone number, IP address. |
| Commercial | Services purchased, payment information processed by our payment provider, billing history. |
| Communications | Messages you send us, chatbot transcripts, voicemails, call recordings, social DMs. |
| Voice & biometric-like | Audio recordings of inbound and outbound phone calls handled by our AI Receptionist, and transcripts of those calls. |
| Technical | Browser type, device identifiers, pages viewed, referring URL, approximate location from IP, cookies and similar technologies. |
| Client-provided | CRM exports, contact lists, brand assets, scripts, and any other materials a client uploads to us. |
03 / VoiceAI Receptionist & Call Recording
Heads up: If you call a business that uses our AI Receptionist, your call may be recorded, transcribed, and processed by AI for purposes of answering questions, qualifying you, and booking appointments. By continuing the call after the recording disclosure, you consent to recording.
Call recordings and transcripts are stored on our and our sub-processors' systems, used to operate the service, and retained for the period described in Data Retention. We do not sell call recordings, and we do not use them to train general-purpose AI models that serve other customers.
04 / ChatbotChatbot & Messaging Conversations
When you interact with a chatbot or messaging automation deployed by us or one of our clients, your messages are processed by large language model providers to generate responses. Conversations may be stored to operate the service, troubleshoot issues, and improve future performance. Do not share sensitive personal information (such as Social Security numbers, health diagnoses, or payment card numbers) with a chatbot.
05 / UseHow We Use Information
- To provide, operate, and maintain our Services.
- To configure, train, and tune AI chatbots and voice agents for our clients.
- To respond to inquiries, schedule audits and calls, and deliver proposals.
- To process payments and manage subscriptions.
- To monitor quality, debug issues, and improve performance using aggregated and anonymized data.
- To send service updates, security notices, and (with your consent where required) marketing communications.
- To detect and prevent fraud, abuse, and security incidents.
- To comply with legal obligations and to enforce our agreements.
06 / Legal BasisLegal Bases for Processing (EEA/UK)
If you are in the European Economic Area or the United Kingdom, our legal bases for processing your personal data are: (a) performance of a contract, (b) our legitimate interests in operating and improving our business, (c) your consent (where required, for example for marketing cookies or recorded calls), and (d) compliance with legal obligations.
07 / SharingHow We Share Information
We do not sell your personal information. We share it only in these ways:
- With sub-processors who help us deliver the Services (see below).
- With our clients, when you contact one of their AI assistants. Information you share is delivered to the client and managed under their privacy practices.
- With professional advisors such as lawyers, accountants, and insurers, under duties of confidentiality.
- In a corporate transaction such as a merger, acquisition, or asset sale, subject to confidentiality protections.
- To comply with law or to respond to lawful requests from public authorities, and to protect our rights, property, or safety.
08 / ProcessorsSub-Processors
We rely on reputable third-party vendors to provide infrastructure for the Services, including categories such as:
- Large language model providers (for example, providers offering GPT-class, Claude-class, or similar models).
- Telephony, SMS, and voice synthesis providers.
- CRM and marketing automation platforms.
- Cloud hosting, analytics, and error monitoring providers.
- Payment processors.
Each sub-processor is contractually obligated to protect personal information consistent with this Policy and with applicable law. A current list of named sub-processors is available on request.
09 / CookiesCookies & Similar Technologies
Our website uses cookies and similar technologies to remember preferences, measure traffic, and improve performance. You can control cookies in your browser. Disabling cookies may impair some site features. Where required by law, we will request your consent before placing non-essential cookies.
10 / RetentionData Retention
We retain personal information for as long as needed to provide the Services and to comply with our legal obligations. By default:
- Marketing leads and inquiries: up to 24 months from last contact.
- Client account records: for the term of the engagement and 7 years thereafter for tax, accounting, and legal purposes.
- AI Receptionist call recordings and transcripts: typically up to 12 months unless a client requests a shorter retention window in writing.
- Chatbot transcripts: typically up to 12 months.
Aggregated and anonymized data may be retained indefinitely.
11 / SecuritySecurity
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and least-privilege practices. No system is 100% secure. If we become aware of a security incident affecting your data, we will notify you as required by law.
12 / RightsYour Privacy Rights
Depending on where you live, you may have the right to:
- Access, correct, delete, or receive a copy of your personal information.
- Opt out of certain uses and disclosures (we do not sell personal information).
- Withdraw consent at any time (without affecting prior lawful processing).
- Lodge a complaint with a data protection authority.
To exercise these rights, contact us using the details at the bottom of this page. We may verify your identity before responding.
13 / CaliforniaNotice to California Residents
Under the California Consumer Privacy Act (CCPA/CPRA), California residents have the right to know, delete, correct, and limit the use of "sensitive personal information," and to opt out of "sale" or "sharing." We do not sell personal information and do not share it for cross-context behavioral advertising. To submit a request, email us using the details below. We will not discriminate against you for exercising these rights.
14 / TransfersInternational Data Transfers
We are based in the United States and our sub-processors may operate globally. If you access the Services from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States and other jurisdictions, which may have data protection laws different from those of your country. Where required, we rely on appropriate safeguards such as the Standard Contractual Clauses.
15 / ChildrenChildren's Privacy
Our Services are intended for businesses and are not directed to children under 13 (or 16 in the EEA/UK). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.
16 / DNTDo Not Track
Some browsers transmit "Do Not Track" signals. Because there is no industry standard for honoring these signals, we currently do not respond to them. We respect opt-outs sent via the Global Privacy Control (GPC) where applicable.
17 / ChangesChanges to This Policy
We may update this Policy from time to time. The "Last updated" date at the top of this page reflects the latest revision. Material changes will be communicated by email or a notice on our website.
18 / ContactContact Us
Digital Nexus LLC d/b/a Nexus AI
Email: [email protected]
Phone: 914-635-0242
Mailing Address: 50 Main Street, STE 1000, White Plains, NY 10606
This Policy is provided as a template tailored to Nexus AI's services and is not legal advice. We recommend you have an attorney review and finalize it, particularly if you serve clients in highly regulated industries (healthcare, finance) or process data of EU/UK residents.