1. Who we are
Smartox ("Smartox", "we", "us") is a company registered in the State of Florida, United States. We provide an AI phone agent that answers inbound calls for businesses, together with a dashboard where those businesses manage their agent, phone numbers, call history and leads (the "Service").
This policy explains what personal information we collect, why, who we share it with and the choices you have. It covers this website, the Smartox dashboard and the calls our agents answer.
2. Our two roles
- For our customers (the businesses that sign up and their team members), we decide how account and billing information is used. We are responsible for it under this policy.
- For callers (people who phone a business that uses Smartox), we process call information on behalf of that business and on its instructions. The business decides what its agent says and what it does with leads. If you called a business and have a question about your information, please contact that business first; we will help them respond.
3. Information we collect
Account information
Your name, email address, password (stored only as a one-way hash, never in readable form), company name, industry, the workspace you belong to and your role in it, and settings such as two-factor authentication.
Billing information
Your plan, invoices and payment status. Card details are entered on and stored by our payment processor, Stripe. We never see or store your full card number.
Business information you give us
What you type into the assistant chats, files you upload, website pages you ask us to read, opening hours, and your agent's settings, greeting and instructions. This is what your agent uses to answer callers.
Call information
When someone calls a Smartox number, or a business calls someone through Smartox, we process:
- the caller's phone number, the number they called, and the call's time and length;
- the caller's voice, converted to text in real time so the agent can understand and reply;
- a written transcript of the call, and a short summary and category of what the caller wanted;
- details the caller gives so the business can follow up, such as their name, callback number, email, order or booking request, and notes;
Technical information
Basic logs our servers keep to run and secure the Service, such as IP address, browser type, request times and error reports.
4. How we use information
- To provide the Service: answer calls, look up the business's information, save leads, orders and booking requests, and show call history.
- To send messages the Service relies on: sign-in codes, password resets, invitations, billing notices, lead emails to the business and, where the business uses it, text messages to callers about their order or booking.
- To take payments and manage subscriptions, phone numbers and minutes.
- To keep the Service secure, prevent abuse and fraud, and fix problems.
- To answer your questions and sales enquiries.
- To meet legal, tax and accounting obligations.
We do not sell personal information, and we do not share it for targeted advertising. We do not use callers' conversations to train AI models, and we ask our AI providers not to keep or train on them.
5. Who we share information with
We share information only with service providers that help us run the Service, under contract, and only as needed:
- Twilio — phone numbers, call connection and text messages.
- Deepgram — real-time speech recognition and the agent's voice.
- OpenRouter and the AI model providers it connects to — understanding business information, summarising calls and finding leads. Call transcripts are sent with zero-data-retention and no-data-collection settings.
- Stripe — payments and subscriptions.
- Amazon Web Services — file storage (uploaded files and transcripts) and sending email.
- MongoDB Atlas — our database.
- Firecrawl — reading the website pages a business asks us to read.
- Vercel — hosting this website and the dashboard.
- Google Fonts — the typeface on this website.
Within a business's workspace, team members see information according to the role the business gives them. We may also disclose information if the law requires it, to protect people's safety or our rights, or as part of a merger or sale of our business, in which case this policy continues to apply.
6. Calls are not recorded
Smartox does not record calls. The caller's voice is converted to text in real time so the agent can understand and reply, and a written transcript of the call is kept, with a short summary, so the business can review what was said and for audit. This applies to calls a business's agent answers and to calls a business makes through Smartox. The business is responsible for telling callers anything the law where it operates requires.
The live demo on this website ("Talk to Clara") works the same way, with nothing kept. Your microphone audio is streamed to our voice provider for the length of the demo call so the agent can hear and reply; no recording, transcript or details you say are stored. To limit misuse, we keep a count of demo calls per visitor network address for a day, in a form that does not store the address itself.
7. Cookies and similar technology
The dashboard uses one essential cookie to keep you signed in. This website does not set its own cookies and does not use advertising or analytics trackers. It remembers the kind of business you picked in your browser's own storage, which never leaves your device. Loading the Google Fonts typeface sends your IP address to Google.
8. How long we keep information
We keep account, business and call information while the account is active, so the business can see its history. When an account is closed, we delete or anonymise its information within a reasonable period, except what we must keep for legal, tax or accounting reasons, or to resolve disputes. A business can delete its own sources at any time from the dashboard.
9. Security
Information is sent over encrypted connections. Passwords are hashed, sensitive credentials are encrypted at rest, access is limited by role, and calls reaching our servers are checked to come from our telephone provider. No system is perfectly secure, but we work to protect your information and will notify affected customers of a breach as the law requires.
10. Your choices and rights
Depending on where you live, you may have the right to:
- see the personal information we hold about you and get a copy;
- correct information that is wrong;
- have your information deleted;
- object to or limit some uses of it.
Customers can update most account information in the dashboard. For anything else, email us at sales@smartox.ai. We may need to confirm your identity first, and we will not treat you differently for using these rights. Callers' requests are passed to the business that received the call.
11. International users
Smartox is based in the United States and our providers may process information in the United States and other countries. By using the Service from outside the United States, you understand your information will be transferred there.
12. Children
The Service is for businesses and is not directed at children. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact us and we will delete it.
13. Changes to this policy
We may update this policy as the Service changes. We will change the date at the top, and for significant changes we will tell customers by email or in the dashboard before they take effect.
14. Contact us
Smartox, Florida, United States
Email: sales@smartox.ai