Privacy Policy

1. Applicable law

Calenxa is operated from British Columbia, Canada. We comply with the British Columbia Personal Information Protection Act (PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable. Where we serve users in other jurisdictions, we make reasonable efforts to comply with applicable local privacy laws. If you are located in the European Economic Area, you may have additional rights under the General Data Protection Regulation (GDPR). Please contact us at support@calenxa.com to exercise any such rights.

2. Information we collect

We collect personal information that is necessary to provide the Calenxa service. We collect only what we need.

Information you provide directly

• Account information: your name, email address, and password when you register
• Profile information: your business name, profile photo, cover image, brand color, and tagline
• Booking page content: event types, availability settings, and service listings
• Communication data: messages you send via our contact form

Information collected automatically

• Usage data: pages visited, features used, and actions taken within the platform (collected anonymously)
• Technical data: browser type, device type, IP address, and operating system for security and debugging purposes
• Cookie data: essential session cookies required for authentication. We do not use tracking or advertising cookies.

Information collected through your clients

• Booking data: names and email addresses of clients who book appointments through your booking page
• Contact form submissions: names, email addresses, and messages submitted via your public contact form (Leads)

AI receptionist call data (Pro plan only)

When your clients call your Calenxa-provisioned phone number, the following data is collected and processed:

• Call audio: recorded by Twilio and processed by ElevenLabs to power the AI conversation
• Call transcripts: generated by ElevenLabs and stored on our platform. Transcripts are made available to you in your dashboard as a record of AI receptionist activity
• Caller phone numbers: collected by Twilio for call routing and logging purposes
• Appointment details: any booking information captured during the AI conversation

Important: When you activate the AI receptionist, you are responsible for ensuring your callers are informed that they are speaking with an AI and that the conversation may be recorded. See Section 6 for your responsibilities.

3. How we use your information

• To create and manage your Calenxa account
• To provide the booking platform and display your booking page to your clients
• To process appointments and send booking confirmations, reminders, and cancellation notifications via email
• To operate the AI receptionist on your behalf, including processing call audio and generating transcripts
• To process payments and manage your subscription via Stripe
• To send transactional emails including booking confirmations, reminders, weekly summaries, and billing receipts
• To monitor platform performance, diagnose errors, and maintain security
• To improve the Calenxa platform based on aggregated, anonymised usage patterns
• To respond to support enquiries submitted via our contact form

4. Third-party service providers

We share personal information with the following third-party service providers who process data on our behalf. All providers are contractually bound to protect your data and use it only for the specified purpose. Most of our providers are based in the United States, which means your data may be transferred outside Canada. We take reasonable steps to ensure adequate protections are in place.

5. Data retention

• Account and booking data is retained for as long as your account is active
• When you delete your account, all personal data including bookings, clients, and settings is permanently and immediately removed from our systems
• Call transcripts are retained for as long as your Pro subscription is active. They are deleted when your account is deleted
• Call audio processed by ElevenLabs is subject to ElevenLabs' own retention policies. Please review ElevenLabs' privacy policy for details
• Payment records are retained as required by applicable tax and accounting laws, typically seven years
• We delete or anonymise inactive account data after 24 months of account inactivity

6. Your responsibilities

If you use the Calenxa AI receptionist, you take on specific responsibilities regarding the privacy of your callers:

• You must inform your callers that they may be speaking with an AI system and that the conversation may be recorded and transcribed. This is required under Canadian privacy law.
• You must ensure your use of the AI receptionist complies with applicable laws in your jurisdiction and in the jurisdictions of your callers
• You are responsible for the accuracy of any appointment information captured by the AI during a call
• You must not use the AI receptionist to collect sensitive personal information such as health data, financial information, or government identification numbers

7. Your rights

Under British Columbia PIPA and Canadian PIPEDA, you have the following rights regarding your personal information:

• Access: you may request a copy of the personal information we hold about you
• Correction: you may request correction of inaccurate or incomplete information
• Deletion: you may delete your account and all associated data at any time from your dashboard under Settings
• Withdrawal of consent: you may withdraw consent to data processing, subject to legal or contractual restrictions
• Portability: you may request an export of your data in a machine-readable format

To exercise any of these rights, contact us at support@calenxa.com. We will respond within 30 days.

8. Cookies

Calenxa uses only essential cookies required for authentication and platform operation. We do not use tracking cookies, advertising cookies, or third-party analytics cookies that follow you across websites. Our cookie banner allows you to acknowledge this policy. You may disable cookies in your browser settings, but doing so may prevent you from logging in to your account.

9. Children

Calenxa is not directed at or intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@calenxa.com and we will delete it promptly.

10. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or disclosure. These measures include:

• Encryption of data in transit using TLS
• Encryption of sensitive data at rest, including Twilio authentication tokens
• Row-level security on our database ensuring users can only access their own data
• Access controls limiting data access to authorised personnel only
• Regular monitoring via Sentry and DataDog for anomalies and security events

Despite these measures, no system is completely secure. We cannot guarantee absolute security of your information. In the event of a data breach that poses a risk to your rights, we will notify you as required by applicable law.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email at least 30 days before the changes take effect. The updated policy will be posted on this page with a new effective date. Your continued use of Calenxa after the effective date constitutes acceptance of the updated policy.

12. Contact us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We take privacy concerns seriously and will respond to all enquiries within 30 days. If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.