Privacy Policy

Last updated: October 12, 2026

ODEX provides AI employees for businesses: they answer customers on the business's channels, qualify leads, make and answer calls, and work alongside the business's team. This policy explains what personal information we collect, how we use it, who we share it with and the choices you have. It covers our website (useodex.com), the ODEX web application (app.useodex.com) and the ODEX mobile app (together, the "Service").

1. Our role

We handle personal information in two different roles:

• As a controller for information about our own customers and visitors: people who visit our website, create a workspace, sign in, or contact us. This policy describes how we handle that information.
• As a processor (service provider) for the information our customers bring into the Service about their customers and contacts: for example, the messages a business's customers send on WhatsApp or its website chat, call recordings, and the contact and lead records the business keeps. We process that information only on the business's instructions and to provide the Service to it. The business decides what it collects and why, and its own privacy policy applies. If you are a customer of a business that uses ODEX, please contact that business about your information; we will help it respond.

2. Information we collect

Information you give us

• Account information: your name, email address, password (stored only as a secure hash), company name and, optionally, industry, country, currency and timezone.
• Sign-in with Google: if you choose it, Google shares your name, email address and profile picture with us. We do not receive your Google password.
• Team members: names, email addresses and roles of the colleagues a workspace owner invites.
• Business information: what you tell ODEX about your business, offer and rules, and the documents, files and knowledge sources you upload for your AI employees to use.
• Communications: messages you send us, and the content of your chats with ODEX's AI employees inside the application.
• Billing information: your plan, billing history and the details needed to invoice you. Card payments are handled by our payment provider; we do not store full card numbers.

Information processed on behalf of our customers

When a business connects its channels to ODEX, the Service processes, on that business's behalf:

• messages, images, files and voice notes exchanged with the business's customers on connected channels such as WhatsApp, Instagram, Facebook Messenger and the website chat widget;
• phone calls handled by ODEX's voice employees, including call audio, transcripts and call summaries, where the business enables calls;
• contact details, lead and opportunity records, tasks, notes and qualification answers created from those conversations;
• information the business's AI employees read from tools and apps the business connects (for example a CRM or a webhook).

Information collected automatically

• Usage and log data: actions taken in the application, AI runs and their results, IP address, browser or device type, and timestamps. We use this to operate, secure and bill the Service.
• Mobile devices: if you allow notifications in the mobile app, we store a push notification token for your device.
• Website: our marketing website does not use analytics or advertising cookies. It stores one setting in your browser, your light or dark theme choice, and nothing else.

3. How we use information

• To provide the Service: running your AI employees, replying on your channels, handling calls, creating records and tasks, and routing work to your team.
• To create and secure your account: signing you in, verifying your email address with a one-time code, resetting passwords, and preventing fraud and abuse.
• To bill you and to measure usage against your plan.
• To send service messages: verification codes, security notices, approval requests and notifications you have turned on.
• To support you when you contact us, and to fix problems.
• To improve and develop the Service, using aggregated or de-identified information where possible.
• To comply with law and enforce our terms.

We do not sell personal information, and we do not use our customers' conversation data for advertising.

4. AI processing

To generate replies, understand messages, transcribe and speak on calls, search knowledge and create images, ODEX sends the relevant content (for example the current conversation, the business's instructions and the knowledge needed to answer) to third-party AI model providers. These providers process it to return a result to us, under their API terms. ODEX does not use your workspace's content to train AI models.

AI output can be wrong. Businesses using ODEX control what their AI employees may do, can require human approval before actions, and can take over any conversation.

5. Who we share information with

We share personal information only as needed to provide the Service, with:

• Service providers (sub-processors) that work on our behalf: cloud hosting and storage, AI model providers, speech and telephony providers, email delivery, push notification services, and payment processing. They may use the information only to provide their services to us.
• Channels and apps you connect: when a business connects WhatsApp, Instagram, Facebook, a phone number, Google or another app, information flows between ODEX and that service to send and receive messages and calls. Those services handle information under their own terms and privacy policies.
• Within your workspace: members of a workspace can see the workspace's conversations, records and activity according to the roles and permissions its owner sets.
• Legal and safety: when required by law, or to protect the rights, property or safety of ODEX, our customers or others.
• Business transfers: as part of a merger, acquisition or sale of assets, in which case this policy continues to apply.

6. International transfers

Our service providers may process information in countries other than yours. Where we transfer personal information internationally, we take steps to protect it as this policy describes and as applicable law requires.

7. How long we keep information

• Account and workspace information is kept while the workspace is active, and deleted or anonymised after the workspace is closed, except where we must keep it longer for legal, tax or security reasons.
• Conversation data, records and files are kept for as long as the business keeps them in its workspace. The business can delete them.
• Some operational data is kept only briefly. For example, the real-time activity feed is kept for 7 days, and call audio and transcripts follow the retention settings of the voice service.
• Verification and password-reset codes expire after 15 minutes.

8. Security

We protect information with measures that include encryption in transit, encryption of stored connection secrets and credentials, hashed passwords, per-workspace separation of data, role-based permissions, short-lived sign-in tokens, rate limits on sign-in and verification, and audit records of important actions. No system is perfectly secure. If you believe your account has been compromised, contact us right away.

9. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete or export your personal information, to object to or restrict certain processing, and to withdraw consent. You can update most account information in the application's settings. To make a request, email us at privacy@useodex.com. We will verify your request and respond within the time the law requires. If your information was processed by a business that uses ODEX, we will forward your request to that business.

You can turn off push notifications in your device settings, and notification emails in the application.

10. Children

The Service is for businesses and is not directed to children under 16. We do not knowingly collect their personal information.

11. Changes to this policy

We may update this policy as the Service changes. We will post the new version here with a new "Last updated" date, and for significant changes we will notify workspace owners by email or in the application.

12. Contact us

Questions or requests about this policy or your personal information: privacy@useodex.com.