Privacy & Terms

This page is the baseline legal and privacy notice for NaxaStudio website visitors, demo users, pilot users, and clients. A signed proposal, statement of work, order form, or client agreement may add to or override parts of this page for a specific project.

1. Scope

“NaxaStudio,” “we,” “us,” and “our” mean NaxaStudio / 纳想 and its operators. “You,” “client,” and “user” mean any person or business that visits our website, submits a form, requests a demo, books an AI Business Review, uses a demo, connects a workflow, or purchases services from us.

This page applies to our website, forms, demos, AI receptionist demos, AI sales follow-up workflows, AI marketing support, dashboard workflows, phone/email/calendar integrations, and related consulting or implementation services.

2. Privacy Notice

We may collect information you provide to us, including your name, business name, role, email address, phone number, preferred language, selected demo, demo password or access code, consultation notes, business context, workflow details, support messages, phone call details, and messages sent through forms, email, phone, or social channels.

We use this information to respond to you, unlock or personalize demos, prepare AI Business Reviews, draft proposals, deliver or improve workflows, troubleshoot systems, provide support, maintain business records, and protect the security and integrity of our services.

We do not sell submitted personal information. We do not use Google user data, Gmail content, or customer workflow data for advertising, retargeting, credit decisions, or data broker services.

3. Website & Demo Terms

Our website, demos, sample workflows, templates, screenshots, recordings, transcripts, dashboards, and examples are provided for information, evaluation, and workflow discussion. They may change at any time and may not reflect a production-ready service for your specific business.

You may not use our website, demos, dashboards, AI workflows, phone workflows, email systems, or templates for unlawful activity, spam, harassment, misleading communications, unauthorized surveillance, collection of sensitive information without consent, or any use that could harm NaxaStudio, our service providers, or third parties.

4. Demo / Pilot Terms

Demos, pilots, test phone numbers, sample dashboards, templates, scripts, recordings, transcripts, and preview workflows are provided for evaluation and limited testing. They are not guaranteed to be production-ready, error-free, uninterrupted, or suitable for regulated business processes unless we agree to that in writing.

Demo interactions may be recorded, transcribed, logged, stored, reviewed, or analyzed so the demo can operate, so we can understand performance, and so we can improve the service. Do not submit patient records, legal matter files, immigration documents, payment card details, government identification numbers, passwords, or other sensitive information into a demo unless we have approved a secure workflow for that information.

Unless a signed workflow specifically connects and authorizes a production system, AI responses do not create confirmed orders, reservations, payments, refunds, deliveries, kitchen acceptance, table availability, legal advice, medical advice, financial advice, or immigration advice.

For restaurant and appointment demos, AI may collect order, reservation, or appointment details for staff review. Allergy, ingredient, pricing, availability, pickup time, delivery time, reservation, and payment details must be confirmed by the business or authorized staff before being treated as final.

5. AI & Data Processing Notice

Some information may be processed with OpenAI or other AI tools to create summaries, drafts, intake notes, follow-up tasks, workflow recommendations, scripts, reports, or dashboard records. AI tools may produce incorrect, incomplete, delayed, or unexpected outputs.

AI-generated summaries, drafts, and recommendations are intended to support human review, not replace professional judgment or final business approval. You are responsible for reviewing important outputs before relying on them or using them with customers, patients, clients, employees, or the public.

We do not permit client business data to be used for public model training unless that is separately agreed in writing and supported by the relevant provider settings. If you authorize Google integrations, we request only the permissions needed for the connected feature. We do not transfer Google user data except to provide, maintain, troubleshoot, or secure the user-facing feature, comply with applicable law, or with your consent.

6. Connected Tools and Third-Party Services

If you choose to connect tools such as phone systems, Gmail, Google Calendar, dashboards, databases, CRM tools, email tools, automation tools, or analytics tools, we only use the authorized data needed for the visible workflow, such as call recordings or transcripts where enabled, call notes, message drafts, appointment context, lead status, and follow-up tasks. We do not intentionally read unrelated mailbox or calendar content.

We may use service providers for hosting, email, forms, analytics, phone/SMS, calendars, AI processing, databases, deployment, code hosting, security, and support. Examples may include Google services, Twilio, OpenAI or other AI providers, Render, GitHub, and similar tools when they are part of the service. These providers should process information for the service purpose, not for their own advertising, resale, or data broker purposes.

Third-party services are governed by their own terms, privacy policies, security practices, outages, rate limits, pricing, and technical restrictions. NaxaStudio is not responsible for third-party service failures, policy changes, account suspensions, deliverability issues, phone carrier behavior, API limits, or platform decisions outside our reasonable control.

7. Client Service Terms

You are responsible for providing accurate information, maintaining your own accounts and credentials, keeping access codes confidential, obtaining permissions from your staff or users, reviewing AI outputs, complying with your industry obligations, and ensuring that your use of our services is lawful.

Fees, deposits, subscriptions, usage charges, setup work, support scope, and renewal terms are controlled by the applicable proposal, invoice, order form, statement of work, or written agreement. Unless otherwise stated in writing, fees paid for setup, strategy, custom workflow design, implementation, or completed work are not refundable.

NaxaStudio retains ownership of our website materials, demo templates, workflow designs, prompts, scripts, documentation, dashboards, layouts, code, processes, know-how, and other materials we create unless a signed written agreement says otherwise. You may not copy, resell, reproduce, reverse engineer, or use our materials to create a competing service without our written permission.

8. Regulated Industries and Sensitive Information

Healthcare, legal, financial, immigration, tax, accounting, insurance, employment, and similar workflows may involve sensitive information or regulated obligations. Clients are responsible for confirming their own industry obligations and obtaining any required consents before using our workflows with real customers, patients, clients, employees, or records.

NaxaStudio does not provide medical, legal, financial, immigration, tax, accounting, or other licensed professional advice. Our AI systems are operational support tools. They are not a replacement for professional judgment, emergency response, clinical decision-making, legal analysis, financial advice, or regulatory compliance review.

For Ontario healthcare work, personal health information may be subject to PHIPA. We do not claim PHIPA, HIPAA, legal, financial, immigration, or other regulated compliance unless a specific written agreement, reviewed workflow, and appropriate safeguards are in place.

9. Marketing, Security, and Retention

We may send service-related messages about demos, consultations, projects, support, security, or account matters. We only send promotional emails where we have consent or another permitted basis. Promotional emails should identify NaxaStudio and include a practical way to unsubscribe or ask us to stop marketing contact.

Information may be stored or processed in Canada, the United States, or other locations where our service providers operate. Any Canada-only handling requirement must be agreed in writing for a specific client workflow.

We use reasonable administrative, technical, and operational safeguards appropriate to the sensitivity of the information, including limiting access to people and providers who need it for the service. No website, email, AI tool, phone system, dashboard, or internet transmission can be guaranteed to be completely secure. If we become aware of a privacy incident, we will respond according to applicable obligations.

We keep information only as long as needed for the purpose it was collected, service delivery, troubleshooting, business records, legal requirements, security, or dispute handling. You may ask us to delete information that is no longer needed, but some records may need to be kept for legal, accounting, security, operational, or dispute reasons.

10. No Guarantees and Limitation of Liability

We work to build useful AI systems, but we do not guarantee revenue, sales, leads, bookings, rankings, advertising results, call answer rates, appointment outcomes, customer responses, uninterrupted service, legal compliance, or error-free AI output.

To the maximum extent permitted by applicable law, NaxaStudio will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost profits, lost revenue, lost data, business interruption, reputational harm, or losses caused by third-party services, AI output errors, user misuse, client instructions, or factors outside our reasonable control.

Nothing in this page limits responsibilities that cannot be limited under applicable law.

11. Access, Changes, and Contact

You may ask us to stop contacting you, update your contact details, access information connected to your request, correct inaccurate information, withdraw consent where applicable, request deletion where we are not required to keep it, or raise a concern about how we handle information. We may need to verify your identity before acting on access, correction, or deletion requests.

Unless a separate written agreement says otherwise, this page and any dispute related to NaxaStudio’s website, demos, pilots, workflows, or services are governed by the laws of Ontario and the applicable laws of Canada.

We may update this page as our services, integrations, business needs, or legal obligations change. Continued use of our website, demos, workflows, or services after an update means you accept the updated page, except where a separate written agreement controls changes for an active client project.

For privacy questions, access requests, correction requests, deletion requests, contact preferences, or legal notice, email contact@naxastudio.com with the subject “Privacy Request” or “Legal Notice”.