This Privacy Policy explains how Dendrites Technologies Co. ("we", "us") collects, uses, and shares personal data in connection with the services described in our Terms of Service, including AxiomAI, AxiomAI Voice, ServiceOrbit and FaceActions.
1. Scope
This Policy applies to dendritesai.com, axiomai.dendritesai.com, axiombot.dendritesai.com, faceactions.dendritesai.com, and any other domain we operate under the Dendrites AI brand, and to our own AI front desk phone line, (641) 384-4222, and text line, (888) 460-9665. It also applies to AxiomAI widgets embedded on customer websites with respect to the data we process on behalf of those customers.
2. Data we collect
- Account data: name, email, company, billing address, payment method tokens (via Stripe).
- Customer Content: credentials, records, transcripts, recordings, documents, and other content you provide.
- End-user data: messages, voice clips, names, emails from visitors interacting with your AxiomAI bots; faces and metadata from videos analyzed by FaceActions (with subject-consent attestation).
- Calls to our phone line: our AI front desk answers, says it is an AI, and records the call. We keep the recording, a transcript and a short summary so our team can follow up.
- Texts to our text line: your phone number and the messages you send, so the assistant can reply and our team can follow up.
- Contact and partner forms: your name, email, company, phone number if you give it, and what you write. Partner applications also carry the partner's referral code.
- Website analytics: pages viewed and buttons clicked on dendritesai.com, measured with PostHog. We do not record sessions. See our Cookie Policy.
- Technical data: IP address, browser, device identifiers, timestamps, cookies and similar technologies (see our Cookie Policy).
3. Why we collect it
- To provide and operate the Services
- To answer your calls, texts and messages, and to follow up on them
- To see which pages help visitors, so we can improve the site
- To credit partners for the clients they introduce
- To process payments (via Stripe)
- To communicate with you about your account, the Services, and security
- To prevent abuse and respond to incidents
- To comply with legal obligations
4. Controller / processor distinction
For end-user data collected via your AxiomAI bots, you are the data controller and we are the processor. For account data of customers who interact directly with us, we are the controller.
5. Legal basis (GDPR)
We rely on: (a) contract performance for account data and Service delivery; (b) legitimate interests for product analytics, security, and abuse prevention; (c) consent for non-essential cookies and marketing emails; (d) legal obligation for tax and accounting records.
6. Sharing and sub-processors
We share data with the sub-processors listed at /security#subprocessors, which include OpenAI, Anthropic, Google, Groq, AWS, Cloudflare, Stripe, Twilio, Microsoft, HubSpot, PostHog and Zoho. We do not sell your personal data.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
6a. Text messages
If you text our line at (888) 460-9665, our AI assistant replies about our products and our team may follow up. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out at any time. We do not share or sell mobile numbers, or your consent to receive texts, to third parties or affiliates for their marketing.
7. Your rights
Under GDPR, UK GDPR, CCPA / CPRA, and similar applicable data protection laws, you may have rights including access, correction, deletion, portability, restriction, and objection. We respond to requests within 30 days. Contact privacy@dendritesai.com.
8. Retention
- Account data: life of account + 7 years for tax / audit
- Customer Content: deleted on request or within 30 days after account closure
- Server logs: 90 days
- Recordings of calls to our own phone line: deleted automatically after 12 months
- Transcripts and summaries of calls and texts to our own lines: kept while we follow up with you, and deleted on request
- Partner referral cookie: 90 days (see our Cookie Policy)
- Backups: rolling 30 days
9. International transfers
For data from the EEA / UK, we rely on Standard Contractual Clauses and other appropriate safeguards when data is transferred to the US or other third countries.
10. Special categories and biometrics (FaceActions)
FaceActions processes facial geometry and inferred emotion data, which may constitute special-category personal data under GDPR Art. 9. We require explicit subject-consent attestation at upload, and our Acceptable Use Policy prohibits use in workplace surveillance, hiring, educational assessment, and law-enforcement contexts.
11. Children
We do not knowingly collect personal data from children under 13 (or under 16 in the EEA). For educational deployments involving minors, customers must comply with FERPA, COPPA, or applicable local law.
12. Contact
Privacy queries: privacy@dendritesai.com
Mailing address: Dendrites Technologies Co., Garland, Texas, USA