Privacy Policy

This Privacy Policy explains how Nexphase Digital (“Nexphase Digital,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects personal information when you visit our website, contact us, purchase or use our services, or otherwise interact with us.

We collect, use, and disclose personal information with consent or as otherwise permitted or required by law. Your use of our website or services may involve the collection and processing described in this Privacy Policy.

1. About Nexphase Digital

Nexphase Digital provides productized, done-for-you managed digital services for phone-driven local businesses.

Our services may include AI receptionist services, missed call capture, lead capture, appointment or callback booking, review request workflows, landing pages, forms, dashboards, reporting, automations, messaging workflows, integrations, setup, support, monitoring, and related Nexphase-managed services.

We deliver services using Nexphase-managed platforms, configured systems, automations, workflows, service infrastructure, and third-party technology providers. This Privacy Policy applies to our website, inquiries, communications, payment processes, and services.

2. How This Privacy Policy Applies

For personal information we collect for our own business operations, Nexphase Digital determines how that information is used, subject to applicable law.

For customer, lead, caller, or end-user information processed through a Client’s Service Plan, Nexphase Digital generally processes that information to provide services to the Client and according to the Client’s instructions, subject to applicable law, this Privacy Policy, our agreements, account status, and technical or third-party platform limitations.

Clients remain responsible for their own customer relationships, privacy notices, caller notices, communication consents, customer-list permissions, and industry-specific compliance obligations.

3. Information You Provide to Us

We may collect information you provide when you:

• Visit our website
• Fill out a contact form
• Book a call or request information
• Purchase or subscribe to a service
• Pay an invoice
• Communicate with us by email, phone, SMS, form, meeting, or another channel
• Provide business information for service setup
• Provide access, files, content, or instructions for service delivery
• Request support

This information may include:

• Name
• Business name
• Job title or role
• Email address
• Phone number
• Business address or location
• Website address
• Billing and payment-related information
• Business details and service preferences
• Project details
• Messages, emails, call notes, and support requests
• Login or access information provided for service delivery
• Content, images, logos, brand assets, and other materials you provide
• Any other information you choose to provide

4. Client Business and Service Information

When providing services, we may collect and process information needed to set up, configure, manage, support, secure, document, and improve the Client’s Service Plan.

This may include:

• Business name, contact details, and location
• Business hours
• Services offered
• Pricing or offer details
• Frequently asked questions
• Customer communication preferences
• Call-handling instructions
• Appointment or callback rules
• Calendar availability and booking preferences
• Website, landing page, or form content
• Review request preferences
• Workflow instructions and automation rules
• Customer follow-up preferences
• Pipeline, contact, or reporting information
• Third-party account access or permissions provided by the Client

5. Customer, Lead, Caller, and End-User Information

Some Nexphase Digital services may process information about a Client’s customers, leads, callers, website visitors, appointment contacts, or other end users.

Depending on the Service Plan and platform configuration, this may include:

• Names
• Phone numbers
• Email addresses
• Business names
• Inquiry details
• Form submissions
• Appointment or callback details
• Lead source information
• Customer communication history
• Call summaries
• Call transcripts
• Voicemail messages
• Call recordings, only if enabled
• SMS, email, or message records
• Review request records
• Customer feedback
• Notes or information provided during calls, forms, messages, or appointments
• Other information submitted by customers, leads, callers, or end users

Clients are responsible for ensuring they have the necessary consent, legal basis, notices, and permissions to provide customer, lead, caller, or end-user information to Nexphase Digital and to use the services for customer communications.

6. Call Data, Transcripts, Voicemail, and Recordings

If a Service Plan includes call handling, missed call capture, AI receptionist services, call summaries, transcripts, voicemail, or phone workflows, we may collect or process call-related information.

This may include caller name, caller phone number, call date and time, call duration, call reason or inquiry details, call summaries, transcripts, voicemail messages, appointment or callback details, and notes or information shared by the caller.

Call summaries and transcripts may be processed when included in the Service Plan or platform configuration. Full call recordings are generally not offered by default and are processed only if enabled for the applicable Service Plan or configuration.

If call recording or caller notices are enabled or required, Nexphase may help configure the notice as part of the done-for-you setup. The Client remains responsible for confirming that any notice, consent language, recording practice, transcription practice, privacy notice, or industry/location-specific requirement is appropriate for the Client’s business and customers.

7. Payment and Billing Information

Payments may be processed by Stripe or another third-party payment processor.

We may collect and store information related to billing and payment records, such as name, business name, billing address, email address, phone number, invoice details, transaction records, subscription status, payment status, the last four digits of a payment card where provided by the processor, and tax-related information where applicable.

Nexphase Digital does not store full credit card numbers on its own systems. Payment processors may collect, process, and store payment information according to their own terms and privacy policies.

8. Website, Device, Cookies, and Analytics Information

When you visit our website, we may automatically collect technical and usage information such as IP address, browser type, device type, operating system, pages visited, time spent on pages, referring website or source, general location information, interaction data, form activity, cookie identifiers, analytics data, and advertising or tracking identifiers if enabled.

We may use cookies, analytics tools, pixels, tags, and similar technologies to operate the website, understand website usage, improve website performance, measure marketing performance, remember preferences, support security, improve user experience, analyze traffic and conversions, and support advertising or retargeting if enabled in the future.

You can usually adjust your browser settings to block or delete cookies. Some website features may not function properly if cookies are disabled.

9. Information from Third Parties

We may receive information from third parties when needed to operate our business or provide services.

This may include information from payment processors, hosting providers, phone or messaging providers, email platforms, calendar or booking platforms, CRM-style systems, automation platforms, analytics tools, review platforms, advertising or marketing platforms, AI or transcription providers, Client-provided platforms or accounts, publicly available sources, business directories, online profiles, professional advisors, contractors, or other service providers.

10. How We Use Information

We may use personal information and business information to:

• Respond to inquiries
• Book calls or meetings
• Provide quotes, proposals, or service information
• Create and manage client accounts
• Set up, deliver, configure, manage, monitor, secure, document, improve, and support services
• Configure websites, landing pages, forms, automations, workflows, calendars, phone systems, messaging systems, review request systems, dashboards, and related tools
• Process payments and manage billing
• Send invoices, receipts, renewal notices, service updates, legal notices, account notices, and support messages
• Communicate with clients
• Monitor, troubleshoot, and improve service issues
• Analyze website and service performance
• Maintain business, tax, accounting, contract, and operational records
• Protect against fraud, abuse, unauthorized access, and security issues
• Enforce agreements, policies, and legal rights
• Comply with legal, tax, accounting, regulatory, and business obligations
• Carry out any other purpose disclosed at the time of collection or permitted by law

11. Client Services and Customer Communications

If a Client uses Nexphase Digital services to communicate with customers, leads, callers, or contacts, we may process information as instructed by the Client or as needed to provide the service.

This may include sending or supporting missed-call follow-ups, SMS messages, emails, voicemail workflows, appointment reminders, callback messages, review requests, lead follow-ups, customer feedback requests, internal notifications, call summaries, and service-related messages.

Clients are responsible for ensuring they have the necessary consent, legal basis, customer relationship, notices, and permissions to contact their customers, leads, callers, or contacts by phone, SMS, email, voicemail, or any other communication channel.

12. AI, Automation, and Transcription Tools

Some Nexphase Digital services may use AI tools, transcription tools, automation providers, phone systems, messaging systems, service infrastructure, or other third-party technology providers.

These tools may process Client instructions, business information, caller or lead information, call summaries, transcripts, messages, form submissions, appointment details, workflow data, and customer communication records.

We use these tools to provide, support, secure, troubleshoot, improve, and manage the services. AI and automation tools may generate imperfect, incomplete, or inaccurate outputs. Clients are responsible for reviewing important outputs and using human oversight where appropriate.

13. How We Share Information

We may share information with trusted third parties when needed to operate our business, provide services, process payments, communicate with clients, support systems, troubleshoot issues, secure services, or comply with legal obligations.

These third parties may include payment processors, website hosting providers, cloud storage providers, phone and messaging providers, email service providers, AI and transcription providers, automation platforms, CRM-style systems, calendar and booking tools, analytics providers, review platforms, advertising and marketing tools, customer support tools, security and fraud prevention providers, contractors, subcontractors, professional advisors, accountants, legal advisors, and government, regulatory, legal, or law enforcement authorities where required or permitted by law.

We do not sell personal information.

14. Third-Party Providers and Subprocessors

We may use third-party technology providers, infrastructure providers, AI providers, transcription providers, phone and messaging providers, hosting providers, payment processors, analytics tools, automation providers, contractors, and other service providers to operate and deliver the services.

Third-party providers may collect, use, store, process, or disclose information according to their own terms, privacy policies, security practices, and platform limitations. Nexphase Digital is not responsible for the privacy practices of third-party websites, platforms, tools, or service providers that we do not control.

Clients and website visitors should review the privacy policies and terms of any third-party services they interact with.

15. International Processing and Storage

Nexphase Digital is based in Canada. However, some third-party service providers may process, store, or access information in Canada, the United States, or other jurisdictions as needed to operate our business or provide services.

Information processed or stored outside Canada may be subject to the laws of the country where it is processed or stored, including lawful access by courts, law enforcement, regulatory agencies, or government authorities in that jurisdiction.

16. Consent and Client Responsibility

We collect, use, and disclose personal information with consent or as otherwise permitted or required by law. Consent may be provided directly, implied through your interactions with us, or provided through a Client where the Client uses our services to process information about its customers, leads, callers, or contacts.

Clients are responsible for ensuring they have all required rights, permissions, consents, notices, and legal bases to provide information to Nexphase Digital and to use our services.

This includes responsibility for customer communications, SMS messages, email messages, phone calls, voicemail workflows, call summaries, transcripts, call recording if enabled, review requests, appointment reminders, lead follow-up, customer data imports, use of customer lists, unsubscribe handling, and industry-specific privacy or communication rules.

Nexphase Digital may refuse, pause, or terminate services that we believe may violate privacy, consent, messaging, review, platform, acceptable use, or other compliance requirements.

17. Sensitive or Regulated Information

Unless expressly agreed in writing, our services are not designed to collect or process sensitive personal information such as health information, government identification numbers, full payment card data, children’s information, regulated professional information, or other information requiring specialized compliance procedures.

Clients should not provide sensitive or regulated information to Nexphase Digital or configure the services to collect that information unless Nexphase has agreed in writing to specific handling terms.

18. Marketing Communications

We may use contact information to send business-related communications, service updates, educational content, marketing messages, or promotional information about Nexphase Digital services.

You may unsubscribe from marketing emails by using the unsubscribe link in the message, if available, or by contacting us. Even if you unsubscribe from marketing communications, we may still send non-marketing messages, such as service updates, invoices, payment notices, legal notices, account notifications, or support-related communications.

19. Review Request and Reputation Services

If a Service Plan includes review request or reputation-related services, we may process customer names, contact details, review request records, response information, and related communication records.

Nexphase Digital does not control whether customers leave reviews, what rating they provide, whether a platform publishes a review, or whether a platform removes a review. Clients are responsible for ensuring review requests are sent only to appropriate recipients and comply with applicable laws and platform rules.

20. Legal and Compliance Disclosures

We may disclose information if we believe it is reasonably necessary to comply with applicable laws, respond to lawful requests, comply with court orders, subpoenas, regulatory requests, or legal processes, protect our rights, property, safety, business, or users, prevent fraud, abuse, security threats, or unlawful activity, enforce our Terms & Conditions, Refund & Cancellation Policy, agreements, or other policies, resolve disputes, collect amounts owed, or protect the rights, property, or safety of clients, customers, users, service providers, or others.

21. Business Transfers

If Nexphase Digital changes legal structure, incorporates, merges, sells, transfers assets, reorganizes, or undergoes another business transaction, information may be transferred as part of that transaction.

If this happens, we will take reasonable steps to ensure personal information continues to be handled in a manner consistent with this Privacy Policy or as otherwise permitted by law.

22. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may depend on the type of information, the service provided, Client instructions, legal requirements, tax and accounting obligations, payment and billing records, contractual obligations, dispute resolution needs, security and fraud prevention, business recordkeeping, account status, and technical limitations of third-party platforms.

We may delete, anonymize, archive, or securely destroy information when it is no longer reasonably required.

23. Data After Cancellation

If a Client cancels or terminates services, data export and retention may be subject to the Terms & Conditions, Refund & Cancellation Policy, Client Service Agreement, account status, and third-party platform limitations.

Upon timely written request, Nexphase Digital may provide a reasonable export of available Client-owned business data where technically available, legally permitted, reasonably accessible, and supported by relevant third-party technology providers.

Data export requests must be submitted within 30 days after cancellation or termination unless otherwise agreed in writing. Nexphase Digital is not responsible for preserving, exporting, or recovering data after the applicable export request window unless otherwise required by law or agreed in writing.

A Client’s ownership of its business information and available Client-owned data does not guarantee that every record, format, field, log, transcript, workflow, configuration, or third-party platform item can be exported or transferred.

24. Security and Security Incidents

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, disclosure, alteration, or destruction.

However, no method of transmission, processing, or storage is completely secure. We cannot guarantee that information will always remain secure, error-free, or available.

If Nexphase Digital becomes aware of a security incident involving personal information under our control, we will take reasonable steps to investigate and respond, and we will notify affected clients or individuals where required by applicable law.

Clients are responsible for maintaining secure passwords, protecting account access, limiting unnecessary access permissions, and promptly notifying Nexphase Digital of any suspected unauthorized access or security issue.

25. Access, Correction, and Privacy Requests

You may contact us to request access to, correction of, or deletion of personal information we hold about you, subject to legal, contractual, technical, account-status, and business limitations.

We may need to verify your identity before responding to a privacy request. In some cases, we may not be able to fulfill a request if doing so would conflict with legal obligations, client instructions, business recordkeeping needs, security requirements, dispute resolution, third-party platform limits, or the rights of others.

26. Requests from Customers, Leads, Callers, or End Users

If you are a customer, lead, caller, or contact of one of our Clients, Nexphase Digital may process your information on behalf of that Client.

In many cases, the Client controls how your information is collected and used. If you have questions about how a Client uses your information, you should contact that business directly. You may also contact Nexphase Digital, and we will review your request or direct it to the appropriate Client where applicable.

27. Accuracy of Information

We rely on clients, website visitors, customers, leads, callers, and other users to provide accurate information.

Clients are responsible for ensuring business information, customer information, offers, pricing, claims, contact details, escalation contacts, business hours, calendar availability, routing rules, and instructions provided to Nexphase Digital are accurate and up to date.

Nexphase Digital is not responsible for errors, service issues, miscommunications, or privacy concerns caused by inaccurate, outdated, incomplete, or unauthorized information provided to us.

28. Children’s Privacy

Our website and services are intended for business use and are not directed to children. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without appropriate consent, we may delete it.

29. Third-Party Websites and Links

Our website or services may contain links to third-party websites, platforms, tools, or services. We are not responsible for the privacy practices, security, content, terms, or policies of third-party websites or services. You should review the privacy policies of any third-party services you use or access.

30. Do Not Track and Browser Signals

Some browsers may send “Do Not Track” signals or similar privacy signals. Our website may not respond to all browser-based tracking signals. You can manage cookies and tracking preferences through your browser settings and, where available, through settings provided by third-party tools.

31. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last Updated” date.

Where permitted by law, updates apply prospectively. Material changes affecting active services will be handled according to the applicable agreement or notice requirements.

32. Contact Information

For privacy questions, requests, or concerns, contact:

Nexphase Digital
Email: info@nexphasedigital.com
Phone: +1 343-304-0404
Location: Ottawa, Ontario, Canada
Website: nexphasedigital.com