Privacy policy

This privacy policy describes how axendria collects, uses, and protects personal data as part of its AI-powered receptionist service.

axendria complies with the Swiss Federal Act on Data Protection (nFADP) and the EU General Data Protection Regulation (GDPR) where applicable.

1. Data controller

Axendria
Route de Prilly 9
1004 Lausanne, Switzerland
Data protection contact: contact@axendria.ch

2. Data collected

2.1 Data you provide

• Account information: name, email address, company name, password (hashed)
• Business information: industry, opening hours, services offered
• Assistant configuration: assistant name, chosen voice, custom instructions
• Payment information: handled by our provider Stripe, we store no card data

2.2 Data generated by service use

• Transcripts of phone calls handled by your assistant
• Audio recordings of calls (kept for improvement and traceability)
• Content of emails synchronized from your Gmail or Outlook account (with your OAuth authorization)
• Automatically generated draft replies
• Metadata: timestamps, duration, detected language, action results

2.3 Technical data

• IP addresses, browser type, operating system
• Pages visited on the axendria.ch website and the application
• Technical cookies necessary for the service to function

3. Purposes of processing

We process your data to:

• Provide the AI receptionist service (answer calls, classify emails, book appointments)
• Improve service quality (anonymized AI performance analysis)
• Ensure security and prevent abuse
• Meet our legal obligations (billing, retention of accounting data)
• Communicate with you about your account or service updates

4. Legal basis

The processing of your data is based on the following legal grounds:

• Performance of contract: to provide the service you subscribed to
• Consent: for email synchronization (OAuth) and call recording
• Legitimate interest: for service security and AI improvement
• Legal obligation: for accounting retention

5. Sharing your data

We do not sell your personal data.

We may share your personal data with some of our service providers, business partners, marketing and communications agencies, or with authorities.

We require these third parties, if based outside Switzerland, to comply with all laws relating to personal data.

6. Retention period

• Account data: duration of your subscription + 12 months
• Call transcripts and audio: 12 months after subscription ends, then deleted
• Synchronized emails: we store only metadata and a short snippet, not the full content
• Accounting data: 10 years (Swiss legal obligation)

7. Your rights

Under nFADP and GDPR, you have the following rights regarding your data:

• Access: obtain a copy of your personal data
• Rectification: correct inaccurate data
• Erasure: request the deletion of your data
• Portability: receive your data in a structured format
• Objection: object to certain processing
• Withdrawal of consent: at any time for consent-based processing

To exercise your rights, contact us at contact@axendria.ch. We will respond within a maximum of 30 days.

8. Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Strong authentication (JWT tokens, OAuth 2.0)
• Data access strictly limited to authorized personnel
• Encrypted backups
• Regular security audits

9. Cookies

The axendria.ch website uses only technical cookies necessary for proper operation (session, language preference). No advertising tracking cookies are used.

10. Complaint

If you believe that the processing of your data does not comply with the law, you may file a complaint with the Federal Data Protection and Information Commissioner (FDPIC), Feldeggweg 1, 3003 Bern, Switzerland.

11. Changes

We reserve the right to modify this policy. Substantial changes will be notified to you by email at least 30 days before they take effect.

12. Contact

For any questions about this privacy policy, contact us at contact@axendria.ch.