How we handle your information, and the information of people who call you.

1. Who this policy covers

Two very different groups of people are involved in our service, and it matters which one you are. This policy addresses both separately throughout.

Subscribers

Subscribers are the businesses and tradespeople who sign up for the service. A subscriber chose to use Prefyx, gave us their own contact details, and agreed to our Terms of Service. This is an ordinary customer relationship.

Callers

Callers are members of the public who dialed a subscriber's business phone number, were not answered, and had their call forwarded to our AI assistant. If you are a caller, you did not sign up with us and you have no account or agreement with us. You called a plumber, an electrician, or a similar local business, and our assistant is what answered.

We recognize that callers are the group with the least visibility into what happens to their information, and we treat that as a reason to be more explicit, not less. The sections below spell out exactly what we capture from a call, what we do with it, and how you can ask us to remove it.

2. Information we collect from subscribers

When a business signs up on our answering service page, we collect:

• Name and business name.
• Mobile phone number, which is where we send the text message notifications that are the core of the service.
• Email address, if you choose to give us one.

Then, when we set your account up, we collect:

• The business phone number that will be forwarded to us. We need this to route your calls, and it is the number that appears in the call metadata described in section 8.
• Account and configuration settings.
• Basic service records such as sign-in times and support correspondence.

3. Information we collect from callers

When a forwarded call is answered by our AI assistant, the assistant has a short spoken conversation with the caller in order to take a message. During that conversation we collect:

• Name — the caller's name, as they give it.
• Callback phone number — the number the caller wants the business to reach them on.
• Service address — the address where the work is needed. This is frequently a home address.
• Description of the job or problem — whatever the caller says they need help with, in their own words.
• Call metadata — the phone numbers involved in the call, the date and time, and the call duration. Section 8 explains which small part of this we keep and which we discard.
• A recording and a transcript of the call, which exist while the call is being handled and are deleted once the message has been sent. See sections 4 and 8.

We collect this information for one reason: to pass the message to the business the caller was trying to reach. Callers should assume that anything they say to the assistant will be relayed to that business.

Our service is inbound only. We never place outbound calls, and we never send text messages to callers. The only person who receives a text message from us is the subscribing business owner.

4. Call recording, transcription, and AI disclosure

Every call answered by our assistant is recorded and transcribed.

Who is recording you

You dialed a business, and it is that business — the one whose number you called — that is recording the call. We run the answering service on their behalf, and the recording is made for them, not for us. If you want to know why calls to that business are recorded, or you want to raise it with someone, they are the right people to ask. If your question is about what we did with the call afterwards, section 8 explains that we do not keep it.

A caller who does not want to be recorded or does not want to speak with an automated assistant can hang up at that point, and no message is taken.

Neither the recording nor the transcript is kept

The assistant needs to hear you and transcribe what you say in order to hold the conversation and write the summary. Both the audio and the transcript exist only for as long as that takes. Once the summary has been sent to the business, we delete them. We do not keep call recordings, and we do not keep transcripts — not by default, and not as an option a business can switch on. This is described in full in section 8.

The announcement does two jobs at once, and they belong to different parties. The part telling you that you are speaking with an automated assistant is ours: Prefyx operates from Utah, and Utah law requires disclosure when a person is interacting with generative artificial intelligence. The part telling you the call is recorded is made on behalf of the business you called, as the party doing the recording. Because callers may be located in states with stricter consent rules for call recording, the announcement is made unconditionally on every call rather than being varied by location.

5. How we use information

We use the information described above to:

• Answer forwarded calls and capture the caller's message.
• Deliver that message to the subscribing business by text message.
• Operate, maintain, secure, and troubleshoot the service.
• Provide customer support to subscribers.
• Bill subscribers, if and when the service is offered on a paid basis.
• Comply with legal obligations and enforce our Terms of Service.

6. Text messaging (SMS)

Text messaging is how the service delivers its results. The following terms apply to the text messages we send.

Who receives messages

Only the subscribing business owner receives text messages from us, at the mobile number they provided when signing up. We do not send text messages to callers, and callers are never enrolled in any messaging program as a result of calling a business that uses our service.

Consent

Subscribers consent to receive these messages when they sign up and provide their mobile number. Consent to receive text messages is not a condition of any purchase.

Message frequency

We send one text message per captured missed call. Your message volume therefore depends on how many calls to your business go unanswered. We also send a single confirmation message when you opt in, so that you know the number works, and we may occasionally send a message relating to your account or the operation of the service.

Cost

Message and data rates may apply. We do not charge you for the messages themselves, but your mobile carrier may.

Opting out and getting help

• Reply STOP to any message to opt out. You will receive a single confirmation message, and we will send you no further texts. Opting out means you will stop receiving missed-call notifications, which is the primary function of the service.
• Reply START at any time to resubscribe. You will receive a single confirmation message and your notifications will resume.
• Reply HELP to any message for help, or contact us using the details in section 13.

Carriers are not liable for delayed or undelivered messages.

7. Who we share information with

With the subscribing business

The caller information described in section 3 is delivered to the business the caller called. That is the entire purpose of the service. Once delivered, the business handles that information under its own practices, which are outside our control.

With service providers

We rely on a small number of providers to operate the service. They process information on our behalf and only as needed to provide their part of the service:

• Twilio — telephone connectivity and text message delivery. Twilio handles the call itself and the SMS we send to the subscribing business.
• OpenAI — the real-time voice model that conducts the conversation, and speech transcription. Call audio and transcript content is processed by OpenAI in order to run the assistant.
• Our hosting and database provider — runs the service and holds the captured job details for the short time between the call ending and the notification being sent, along with subscriber account information and call metadata.

For legal reasons

We may disclose information if we are required to by law, subpoena, or other legal process, or where we believe in good faith that disclosure is necessary to protect our rights, protect someone's safety, or investigate fraud or a security incident.

In a business transfer

If Prefyx is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will require the recipient to honor the commitments in this policy.

We do not sell personal information, and we do not share it with third parties or affiliates for their own marketing or promotional purposes.

8. How long we keep information

In practical terms, that means:

• We do not build a searchable history of callers, jobs, or addresses.
• We cannot look up what a caller said after the fact — not for the business, not for ourselves, and not for anyone who asks us later.
• The text message we sent is the only remaining record of the call, and it sits on the phone of the business you called, under their control and not ours.

What we do keep

• Call metadata — the subscriber's business number, the date and time, and the call duration — for 12 months, so that we can bill accurately and troubleshoot faults. This does not include the caller's phone number, which we discard along with everything else, and it holds no record of what was said.
• Subscriber account information — for as long as the account is open, and for 30 days after it is closed.

Our providers

Answering a call and sending a text message means our providers handle both as they happen, and they keep their own records under their retention practices rather than ours.

• Twilio carries the call and delivers the message. We configure Twilio to discard message content, and we delete call records and recordings from it. Twilio nonetheless retains some data for a limited period for delivery, security, and compliance purposes, and a deletion takes time to work through its systems.
• OpenAI processes the audio and transcription while the call is happening, and may retain it for a short period for abuse monitoring under its own API policies.

We do not keep a copy of our own, and we do not ask either of them to keep one for us. We cannot promise that no trace of a call exists anywhere the moment it ends — only that we have configured what we can, delete what we can, and hold nothing ourselves.

9. Your choices and rights

If you are a subscriber

• You can review and update your account information at any time.
• You can ask us what account information we hold about you, and ask us to correct it.
• You can stop text notifications by replying STOP, or cancel the service entirely.
• You can ask us to delete your account and associated data by contacting us.

If you are a caller

Two things are worth knowing, because they are outside our hands:

• The business you called has your message. It was sent to their phone, and it stays there under their control. If you want it removed, ask them directly — we cannot reach into their phone, and we no longer have a copy to match it against.
• Our providers handle the call as it happens. Twilio and OpenAI may briefly hold call data under their own practices, as described in section 8. We do not control those practices and we do not keep a copy of our own.

If you would like to ask us a question, or want us to confirm in writing that we hold nothing about you, contact us using the details in section 13. We respond to requests within 30 days.

State privacy rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of the personal information we hold about you, and to appeal a decision we make about such a request. We honor these requests regardless of whether you are a subscriber or a caller, and we respond within 30 days. We will not discriminate against you for exercising these rights. In the case of a caller, honoring such a request will usually amount to confirming that we hold nothing.

10. Security

We use reasonable administrative and technical safeguards to protect the information we hold, including encryption in transit, access controls, and limiting access to the small number of people who need it to run the service. No system is perfectly secure, and we cannot guarantee absolute security.

11. Children

Our service is intended for businesses and is not directed at children under 13. We do not knowingly collect personal information from children. If a child's information reaches us through a forwarded call, contact us and we will delete it.

12. Changes to this policy

We may update this policy as the service changes. When we do, we will revise the "last updated" date at the top of this page. If a change materially affects how we handle information, we will notify subscribers directly.

13. Contact us