Legal
Privacy Policy
Draft for legal review — last updated 15 November 2026. This document describes how AXIOM AI intends to handle personal information. It is not legal advice and should be reviewed by a Canadian lawyer before the site or service is launched.
Who we are
AXIOM AI (“AXIOM,” “we,” “us”) provides done-for-you AI virtual receptionist services to small and medium service businesses in the Greater Toronto Area and Ontario.
We are based in Mississauga, Ontario, Canada. Mailing address: 2233 Argentia Road, Mississauga, Ontario, Canada. Phone: 647-990-6596. Email: contact@axiomai.group.
The legal entity name and business number have not yet been confirmed.
Scope
This draft covers two different roles we play:
- For our own website and sales. When you visit this site, request a demo, or otherwise deal with AXIOM as a prospective or current customer, we determine the purposes for handling your information (we are the organization accountable under PIPEDA for that information).
- For calls and messages we handle on a client’s behalf. When a caller phones or texts a client’s line and reaches the AXIOM receptionist, we process that information to provide the service the client has asked for. In that case the client is typically the organization with a direct relationship to the caller, and we act as their service provider. We still safeguard the information and use it only for that service, as described below and in our client agreement.
This policy is written with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) in mind. If we serve customers or callers in other provinces with substantially similar private-sector laws, or in the United States, additional rules may apply. Those will be reflected after legal review.
Information we collect
Demo and contact forms
If you submit the “Book a demo” form or otherwise contact us, we collect:
- Your name, business name, email address, and phone number
- The type of business you enter, if you provide it, and any message you include
- Whether you acknowledged this policy
- Whether you gave optional CASL express consent for commercial electronic messages
- Technical details your browser or our form endpoint may include, such as time of submission
Call recordings, transcripts, and messaging (handled for clients)
When we answer or text on a client’s behalf, we may collect and create:
- The caller’s or texter’s phone number, name, address, and a description of the issue, if they provide them
- Appointment details booked into the client’s calendar or field-service software
- Audio recordings and text transcripts of calls
- SMS content, including booking confirmations, missed-call text-backs, and opt-out (STOP) or help (HELP) requests
- Call metadata such as time, duration, and whether a transfer was attempted
The AI receptionist discloses that it is an AI assistant for the business and that the call may be recorded. We do this so callers have notice, which PIPEDA expects, and because some jurisdictions require all-party recording consent.
We do not intend to collect health information or other sensitive professional records beyond what is needed to book or escalate a request. The receptionist never gives professional advice; it captures details and books or escalates to your staff. This draft should still be reviewed against applicable privacy rules, including PHIPA in Ontario where they apply, before launch.
This website
This site is static and does not use advertising, analytics, or social-media tracking pixels. We do not set cookies for marketing. Our web server or hosting provider may keep ordinary access logs (for example, IP address, date, requested file, and browser type) for security, abuse prevention, and to keep the site running. Those logs are not used to build marketing profiles.
Purposes
We use personal information to:
- Respond to demo requests and tell you about our services, in line with your CASL consent or other lawful basis
- Provide, tune, and support the receptionist service for our clients, including booking, emergency transfer, message taking, and SMS follow-up
- Send clients call summaries and operational reports
- Bill, collect payment, and keep business records
- Improve call quality and scripts, including limited review of recordings and transcripts for service quality
- Meet legal, security, and accounting obligations, and protect our clients, callers, and AXIOM against fraud or abuse
We do not sell personal information.
Consent
For demo requests, providing your contact details and submitting the form is a request to be contacted about that demo. A separate, unchecked checkbox asks for express consent under Canada’s Anti-Spam Legislation (CASL) to receive commercial electronic messages (email and/or SMS) from AXIOM AI about the demo, product updates, and related services. That box identifies AXIOM AI, our phone number, and our email, and states that you may withdraw consent at any time.
You may withdraw CASL consent by emailing contact@axiomai.group, calling 647-990-6596, or replying STOP to a text message. We will honour an unsubscribe request in the time CASL requires (within 10 business days). Withdrawing marketing consent does not affect messages that are needed to complete a request you already made, or other non-commercial communications we are allowed to send.
For calls to a client’s line, the client is responsible for having a lawful basis to use a receptionist, including any notice to their customers. We announce the AI and recording at the start of the call. SMS we send for a client will include a way to opt out (such as STOP) where required.
Service providers and transfers outside Canada
We use service providers to operate voice, SMS, calendaring, email, and hosting. Some of those providers may process information in the United States or other countries. Information stored or processed outside Canada may be subject to the laws of that country, including lawful access by foreign courts or authorities. We will use contractual and practical safeguards appropriate to the sensitivity of the information, and we will name material processors in the client agreement after legal review.
Retention
We keep demo-form information only as long as we need it to respond, to maintain a customer relationship, or to meet legal record-keeping duties, and then we delete or de-identify it.
Call recordings, transcripts, and related messaging data handled for a client will be kept for a limited period set in the client agreement (to be confirmed on legal review — we intend a default measured in weeks or months, not indefinite storage), unless a longer period is required for a dispute, security investigation, or the law. Clients may request earlier deletion subject to those limits.
Safeguards
We will use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access limits, encryption in transit where our providers support it, and staff or contractor confidentiality obligations. No method of transmission or storage is perfectly secure.
Access, correction, and privacy requests
Subject to PIPEDA and other applicable law, you may ask whether we hold personal information about you, request access to it, and ask us to correct it if it is inaccurate. Clients may also make requests about caller information they control; we will work with the client on those requests.
Send privacy requests to contact@axiomai.group or write to us at the mailing address above. Please include enough detail for us to find your information. We may need to verify your identity. We will respond within the time PIPEDA allows.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada, and, where applicable, a provincial privacy commissioner.
Children
This site and service are directed at businesses, not at children. We do not knowingly collect personal information from children.
Changes
When this policy is finalized and whenever we make material changes, we will update the date at the top of this page. If changes affect information we already hold, we will provide additional notice where the law requires it.
Contact
Privacy Officer (title may change after review)
AXIOM AI
2233 Argentia Road, Mississauga, Ontario, Canada
Email: contact@axiomai.group
Phone: 647-990-6596
This draft is provided so the website can be reviewed and deployed later. It should not be treated as a finished legal document.