Privacy Policy

1. Who We Are

Magnex AI is an AI automation agency based in the United States. We design and deploy autonomous AI agent networks for local businesses. Website: magnexai.com. Contact: hello@magnexai.com.

2. Scope of This Policy

This Privacy Policy covers:

• Information collected through the magnexai.com website and its contact forms
• Information collected through our AI chat assistant on the website
• Information processed through our AI automation services on behalf of clients

It does not replace any Data Processing Addendum or Service Agreement entered into with a client, which will govern the processing of client customer data in detail.

3. Information We Collect

3a. Information You Provide Directly. When you submit the contact form or book a workflow audit, we collect: your name, email address, phone number, business name, industry, and any description of your workflow you choose to share. This is submitted voluntarily.

3b. Information Collected Automatically. When you visit our website, standard server logs may record: your IP address, browser type, referring page, pages visited, and session duration. If analytics are active, we use aggregated, anonymized data to understand traffic patterns. We do not use session recordings or behavioral profiling.

3c. Website AI Chat Assistant. Our website includes an AI chat assistant. Messages entered into the chat are processed to generate responses during the session. Magnex AI does not create a client record from website chat sessions or store them in a long-term customer database. Users should not submit sensitive personal, financial, medical, or regulated information through the website chat. The chat is powered by an AI language model provided by a third-party AI provider. Conversations may be transmitted to and processed by that provider subject to their data policies. We do not use website chat content to train public AI models.

3d. Information Processed Through Our Services. When we provide AI automation services to clients, we may process information submitted by our clients or their customers in order to operate those automations. We process this information only to provide, maintain, secure, improve, and support the services requested by the client, as further governed by the applicable Service Agreement and Data Processing Addendum.

4. How We Use Your Information

We use information collected through this website to:

• Respond to your inquiry and conduct the workflow audit you requested
• Send you a proposal or follow-up communications related to your inquiry
• Understand the types of workflows businesses need to improve our service offering
• Monitor and maintain website performance and security

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

5. AI Training and Data Use

We do not use client customer data, call recordings, transcripts, CRM records, SMS message content, or client workflow data to train public AI models. We may use limited internal logs to monitor, troubleshoot, secure, and improve the specific services we provide to a client, subject to our client agreement and applicable law.

6. SMS, Voice, and Communications Compliance

Where our services include SMS follow-up, AI voice calls, or automated outreach on behalf of clients, clients are responsible for obtaining all legally required consents from their customers prior to initiating such communications. All automated SMS messages sent through our systems include opt-out instructions where required by law. We honor opt-out and revocation requests within applicable legal timeframes.

7. Call Recording

Where call recording or transcription is enabled within a client's deployed system, clients are responsible for providing any legally required disclosure to callers and obtaining any required consent. Requirements vary by jurisdiction. We recommend a default disclosure: "This call may be recorded or transcribed for quality and scheduling purposes."

8. Third-Party Services and Vendors

We work with third-party service providers to operate our website and deliver our services. These providers may process personal information only as needed to provide services to us or our clients. Categories of providers include:

• Hosting and form processing (including Netlify for contact form handling)
• Font delivery (Google Fonts — your browser may connect to Google's servers)
• AI model processing (language model provider powering the website chat assistant)
• Email delivery and communications
• Voice communications and SMS delivery
• CRM and calendar integrations used in client deployments
• Analytics and security monitoring

We do not sell data to third parties. Each provider is subject to their own privacy policies and applicable data agreements.

9. Cookies

Magnex AI does not set first-party tracking cookies. Third-party services (Google Fonts, analytics if enabled) may set their own cookies subject to their respective privacy policies.

10. Data Retention

We retain contact form submissions for as long as necessary to respond to your inquiry and maintain a reasonable record of our correspondence. If you ask us to delete your information, we will do so promptly except where retention is required by applicable law.

11. Security

All form data is transmitted over HTTPS/TLS encryption. Contact form submissions are delivered to a secured email inbox and are not stored in a client-facing database. We do not retain payment card information. In the event of a data breach affecting your personal information, we will notify affected individuals within the timeframe required by applicable law.

12. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right to access the personal data we hold about you
• Right to correct inaccurate personal data
• Right to request deletion of your data
• Right to restrict or object to certain processing
• Right to data portability

To exercise any of these rights, email hello@magnexai.com. We will respond within 30 days.

California Residents (CCPA/CPRA). To the extent the California Consumer Privacy Act applies, California residents have the right to: know what personal information we collect and how it is used; request deletion of personal information; opt out of the sale or sharing of personal information (we do not sell or share personal information); and receive non-discriminatory treatment for exercising these rights. Categories of personal information collected include identifiers (name, email, IP address), internet activity data, and commercial inquiry information. To submit a request, email hello@magnexai.com.

EEA, UK, and International Users (GDPR). If you are located in the European Economic Area or United Kingdom, we process your personal data under the following legal basis: legitimate interest (to respond to your business inquiry and conduct the requested workflow audit). You have rights of access, rectification, erasure, restriction, portability, and objection under GDPR. Data submitted through our website is processed in the United States. We rely on standard contractual clauses or equivalent mechanisms for international transfers where applicable. To exercise your rights or lodge a complaint, email hello@magnexai.com.

13. Children

Our services are directed to business operators and are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors.

14. Changes to This Policy

We may update this policy from time to time. For material changes, we will provide at least 14 days' notice via a prominent notice on the website or by email to active contacts before changes take effect. The "Last updated" date reflects the most recent revision. Continued use of the site after changes are posted constitutes acceptance of the updated policy.

15. Contact

Questions about this privacy policy should be sent to hello@magnexai.com.