Privacy policy

Our role

When a Codexa-powered demo runs on a client's website, our client decides why the demo is offered and to whom. In that context, our client acts as the data controller and Codexa acts as the data processor, handling personal information on our client's behalf and under our agreement with them. Where you have rights relating to personal information collected through a demo, you may exercise those rights with the client whose website hosted the demo, or with us using the contact details below, and we will route the request appropriately.

For information collected through our own website and our direct relationship with clients, Codexa acts as the data controller.

Information we collect

We collect personal information directly from you, automatically through your use of the service, and during AI-powered demo and qualification sessions. Depending on how you interact with us, this may include:

• Name, email address, company name, job title, phone number, and other contact details you provide.

• IP address, browser type, device type, operating system, and similar technical information.

• Audio and video recordings, voice data, and speech captured during demo and qualification sessions.

• Transcripts and chat messages exchanged during a demo.

• Responses to qualifying questions, including information about your role, company, and stated needs.

• Engagement and usage data, such as pages visited, links clicked, demo sections viewed, view time, and replays.

• Lead and qualification data generated by the service, including lead scores and session summaries.

Recording of demo sessions

Codexa records demo and qualification sessions, including audio, video where applicable, transcripts, and chat content. Recordings allow us to deliver the demo, generate qualification summaries and lead scores for our client, maintain service quality, and improve our service.

Where the demo is hosted on a client's website, our client is responsible for informing participants that an AI agent is conducting the session and that it is being recorded, and for obtaining any consent required by applicable law. Participants who do not wish to be recorded should not continue with the demo.

How we use personal information

We use the personal information we collect to:

• Provide, operate, and deliver the AI demo and qualification service.

• Generate qualification results, session summaries, lead scores, and prep briefings for our clients.

• Maintain, secure, troubleshoot, and improve the service.

• Communicate with clients about their accounts and with you about your requests or inquiries.

• Send service-related and, where permitted, marketing communications.

• Comply with legal and regulatory obligations and enforce our terms.

We may use recordings, transcripts, and session data to train and improve our AI models and develop new features. We may also create de-identified and aggregated data sets that no longer identify any individual, and we may use such data for any lawful business purpose.

Payment processing

We do not store full payment card details on our servers. Payments are handled by third-party payment processors, who collect and process payment information under their own privacy policies and terms.

Third-party services and integrations

Our demo service relies on third-party providers and may operate alongside other services, including our demo technology partner. Where a demo is delivered through a partner platform, that partner's privacy policy applies to its processing in addition to this Policy; if there is a conflict between this Policy and a partner's policy regarding the same processing, the policy of the party acting as data controller for that processing governs. We are not responsible for the privacy practices of third-party platforms or websites that we do not control, and we encourage you to review their policies.

We may share personal information with service providers, contractors, and consultants who need it to help us operate the service and who are bound by confidentiality obligations. We may also disclose personal information where required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition, financing, or sale of all or part of our business.

Data retention

We retain personal information, including recordings and transcripts, for as long as needed to provide the service to our client, and for a reasonable period afterward to comply with legal obligations, resolve disputes, maintain backups, improve service quality, and train our models. When personal information is no longer needed for these purposes, we delete it or de-identify it. Some information may be retained longer where required by law or for legitimate business purposes. Clients and participants may request deletion of recordings by contacting us at support@codexahub.io, subject to the limitations described in this Policy and applicable law.

How we protect your information

We maintain physical, technical, and organizational safeguards appropriate to the sensitivity of the information we handle, including encryption, access controls, and security software. No method of transmission or storage is completely secure, so while we work to protect your personal information, we cannot guarantee absolute security.

Children

Our service is intended for business use and is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will take appropriate steps to delete it. If you believe a child under 16 has provided us with personal information, please contact us at support@codexahub.io.

Your privacy rights

Depending on where you live, you may have rights regarding your personal information. Where Codexa is the data controller, you can exercise these rights by contacting us at support@codexahub.io. Where Codexa is acting as a processor for a client, we will forward your request to the relevant client or assist them in responding.

Canada (PIPEDA). You may request access to the personal information we hold about you and ask us to correct it. You may withdraw consent, subject to legal and contractual restrictions and reasonable notice, though doing so may limit our ability to provide the service. We will respond to requests within a reasonable time.

California (CCPA/CPRA). California residents may request access to the categories and specific pieces of personal information we collect, request deletion subject to certain exceptions, opt out of any sale or sharing of personal information, and not be discriminated against for exercising these rights. To make a request, email us at support@codexahub.io, and we will respond within the timeframe required by law.

European Union, United Kingdom, and EEA (GDPR/UK GDPR). You may request access to, correction of, or deletion of your personal information; request that we restrict or object to certain processing; and request data portability, in each case subject to applicable limitations. You also have the right to lodge a complaint with your local supervisory authority.

International transfers

Codexa operates from Canada and may use service providers located in the United States and other countries. Your personal information may be transferred to, stored in, and processed in jurisdictions whose data protection laws differ from those in your location. Where required, we put in place appropriate safeguards for such transfers. By using the service, you understand that your personal information may be processed in these jurisdictions.

Cookies and analytics

Our website uses cookies and similar technologies to operate the site, remember preferences, and understand how the site is used. Most browsers let you refuse or delete cookies, though some features may not work properly if you do. We may use analytics providers to help us measure and improve our website; their processing is governed by their own privacy policies.

Do Not Track

Our website does not currently respond to browser-based "Do Not Track" signals.

Changes to this Policy

We may update this Policy from time to time. We will post the revised version on our website and update the "Last updated" date above. Changes take effect when posted.

Contact us

If you have questions, concerns, or requests regarding this Policy or our handling of personal information, contact us at:

Codexa Intelligence Inc.
Email: support@codexahub.io
Website: codexahub.io