Privacy Policy, AXXEM AI

Public summary, written to be consistent with AXXEM AI's internal Data Protection & Privacy Policy.

The short version

We collect what you give us: your name, email and company, your assessment answers, and what you write when you register for an event.

We use it to answer you, give you your result, and improve the site.

We do not sell your data, and we do not use it for targeted ads.

Your scores come straight from your answers, not from AI. The written part of a report is made by AI, and a person does not check each one.

The AI services we use do not train their models on your content.

You can ask to see, fix or delete your data at any time. Email support@axxem.ai and we will answer within 45 days.

The full text below is what counts.

This policy explains what AXXEM AI Solutions LLC ("AXXEM AI," "we," "us") collects through this website and our services, why, where it is stored, how we protect it, and the choices you have.

Scope

This policy covers the AXXEM AI website, our assessments, and our marketing. Our services are directed to businesses in the United States, and this policy is written to United States federal and state privacy law. We do not offer our services to individuals in the European Economic Area, the United Kingdom, or Switzerland.

Who we are

Data controller: AXXEM AI Solutions LLC, an Ohio limited liability company, Maumee, Ohio, USA. Our privacy program is led by Dr. Emmanuel Gonzalez, our Chief Technology Officer and Data Protection Officer (CTO/DPO). For any privacy question or to exercise your rights, contact support@axxem.ai.

Controller or processor? For information collected through this website and our marketing, AXXEM AI is the data controller, meaning the company that decides how your data is used. When we handle a client's data to deliver a paid engagement, we act as a processor, meaning we handle it only on that client's instructions, under a separate data-processing agreement with them.

What we collect

Information you give us: name, email, company, and anything you submit through a contact form, an AI Readiness or AI Fluency assessment, or a booked call.
Assessment responses: the answers you provide to an AI Readiness Snapshot or an AI Fluency Assessment, used to produce and explain your result.
Scheduling: if you book a call, we collect your name, email, and chosen time through our scheduling provider (Calendly).
Event registration: if you register for an event we host or present at, we collect your name, business name, business type, email, whether you plan to attend, and anything you choose to write about your business. See Event registration below.
Text messages: if you text our business number, your phone number, your message and when you sent it. See Text messages below.
Usage data: limited, privacy-respecting analytics (pages visited, device/browser type) to run and improve the site. We minimize what we collect.

We do not ask for, and our forms have no fields for, sensitive personal information such as government identifiers, health data, precise geolocation, or financial account numbers.

Why we use it

To respond to your inquiry and deliver what you requested.
To produce and explain your assessment result.
To improve our content and services, and for limited security and analytics.

We do not sell your personal data, and we do not share it for cross-context behavioral advertising. We have not done so in the preceding twelve months.

Where it is stored and how we protect it

We store data only on vetted platforms, under access control, encrypted in transit and at rest, including Google Workspace, Microsoft 365, and our company-controlled GitHub organization, plus approved application, database, and hosting services where a project requires them. Our safeguards include:

Multi-factor authentication (MFA) enforced across company accounts.
No credentials or secrets in code: secrets are held in a dedicated manager and kept out of the repositories.
Least-privilege access, limited to AXXEM AI's founders and any approved subcontractor under a signed data-protection (subcontractor) agreement.
Client data held in private repositories and locations only.

How AI is used

Here is how we use AI. In our assessments, your scores and result tier are calculated directly from your answers, not by AI. Where a report includes written analysis, that analysis is generated by AI working within a framework our team wrote: it draws only on guidance our team authored and fact-checked and cannot add advice or statistics of its own. That analysis is produced automatically and is not individually reviewed before delivery.

Two of our forms have one optional free-text box: the Business Diagnostic step of the AI Readiness Snapshot, and event registration. Where AI reads what you wrote there, it is limited to sorting your words into a fixed set of categories; it does not write advice, and it cannot produce anything outside those categories. For the Business Diagnostic, the result quotes your own words back exactly and nothing else. For an event, the note we send you repeats none of your words, goes only to an email address you have confirmed is yours, and a person reads any entry our checks flag before anything is sent.

If you use dictation to fill in a box, your own device or browser turns your speech into text. We receive only the words you send; no audio reaches us.

When we use third-party AI services (for example, Anthropic or OpenAI), we minimize and, where practical, anonymize the data in prompts and use them under terms where your content is not used to train their models. We never sell your data or feed it to AI for unrelated purposes.

Our assessments produce an automated result, but that result has no legal or similarly significant effect on you. It is guidance for a business decision you remain free to make.

Event registration

When you register for an event through one of our pages, here is exactly what happens to what you give us.

Who reads it: our two founders. A registration alerts them, and both receive an email with what you wrote, read by them only; they get a count of any reminder, and no copy of what we send you goes to anyone else.
What we send you: a confirmation of your registration; if you wrote something about your business, a short note on what it usually points to, sent once you confirm your address; and, if you said you will attend, one reminder the day before. The note never repeats what you wrote. It names the kinds of work your words point to and describes the kinds of tools that usually fit. It is sent once, in response to what you submitted, only to an address you have confirmed; if our checks flag an entry, a person reads it before anything is sent.
At the event: the same question is on a paper card and on a phone page reached from the card's code. A card you hand in is a registration under this section, read by our founders only, and kept for the same 12 months. If you answer on your phone and do not ask for the email, we keep only a count of what you ticked and your kind of business, with nothing that identifies you.
What we do not do: we do not add you to a marketing list, and we do not email you about anything else unless you ask. We do not publish who registered.
How long we keep it: what you wrote is kept for 12 months after the event and then deleted. Your name and business stay only if you go on to become a client or a contact of ours in the ordinary course of business.
Your choices: email support@axxem.ai to see, correct, or delete what we hold about you at any time.

Text messages

If you text our business number, (419) 279-8999, here is what happens.

What we receive: your phone number, your message and the time you sent it, delivered to us by our telephone provider, Twilio. We do not download pictures or files you attach.
Who reads it: one of our founders, Emmanuel Gonzalez, through a private alert on Telegram. He passes it to our other founder, Richard Hamilton, when Richard is the right person to reply.
What we send you: we may send one automatic reply confirming we received your text, at most once a day, and then one of our founders replies in person. We only text people who have texted us first. We do not send marketing texts, and we do not add your number to any list.
Your choices: reply STOP and we will not text you from this number again, or HELP for help. Message and data rates may apply. Message frequency varies.
Sharing: we do not sell, rent or share mobile phone numbers or text-messaging consent with third parties or affiliates for their marketing or promotional purposes.
How long we keep it: copies stay in our telephone provider's message log (Twilio) and in the founder alert on Telegram. We have not yet set a fixed time to delete them. You can ask us to delete yours at any time: email support@axxem.ai.

Subprocessors

We maintain a subprocessor register of the third parties that store or process data on our behalf: cloud storage and hosting (Google Workspace, Microsoft 365, GitHub, Supabase, Replit), AI/LLM APIs (Anthropic, OpenAI, OpenRouter), email (Resend), scheduling (Calendly), telephone and text messages (Twilio), founder alerts (Telegram), and automation, communications, and CRM tools. For each, we work to hold a Data Processing Agreement (DPA), a current security report (e.g. SOC 2 or ISO 27001), and a no-training or retention confirmation where relevant. A current list is available on request.

Children's data

Our website and services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us personal information, email support@axxem.ai and we will delete it. No current product involves children's data. If one ever does, we will handle it in line with applicable children's-privacy law (including COPPA) and apply additional safeguards, including a current written information-security program.

Retention

We keep personal data only as long as needed for the purpose collected, then delete or anonymize it. Assessment responses are retained for the period needed to deliver and discuss your result, and business-contact records for as long as we have an active or prospective relationship with you. What you write when registering for an event is kept for 12 months after the event and then deleted (see Event registration). Text messages have no fixed deletion period yet; you can ask us to delete yours at any time (see Text messages).

Your rights

Subject to applicable law, you may request access to, correction of, or deletion of your personal data; request a portable copy of the data you gave us; object to or restrict certain processing; and withdraw consent at any time. To make a request, email support@axxem.ai.

If you live in a US state with a privacy law

Residents of states with consumer privacy laws have specific rights, which we extend to all our users regardless of where they live:

Know and access: what personal information we have collected about you, and confirm whether we process it.
Delete: ask us to delete the personal information we hold about you.
Correct: ask us to fix inaccurate personal information.
Portability: receive a copy in a portable, readily usable format.
Opt out of sale, sharing, targeted advertising, and profiling: we do none of these, so there is nothing to opt out of, but the right stands if that ever changes.
Non-discrimination: we will not deny you service, charge you a different price, or give you a lower quality of service for exercising any of these rights.

We will verify your request against the information we already hold, and respond within 45 days. If we need more time, we will tell you within that period and explain why. You may use an authorized agent where your state's law allows it. If we deny your request, you may appeal by replying to our decision; if we deny the appeal, you may complain to your state Attorney General, or in California to the California Privacy Protection Agency.

Data breaches

We maintain a documented incident-response and breach-notification plan. In the event of a personal-data breach, we will act promptly to contain it and will notify affected parties and authorities as required by law.

Where your data is processed

We and our providers process data in the United States. Some providers may process or store data in other countries; where they do, we rely on appropriate contractual safeguards.

Cookies

We use only the cookies needed to run the site and, where applicable, privacy-respecting analytics. You can control cookies through your browser settings. Because we do not sell or share personal data and use no advertising or cross-site tracking cookies, the outcome an opt-out preference signal such as Global Privacy Control asks for is already every visitor's default.

Changes

We may update this policy; the "last updated" date above reflects the latest version, and it is kept consistent with our internal Data Protection & Privacy Policy. Material changes will be highlighted on this page.

Contact

Privacy questions or requests: support@axxem.ai · Data Protection Officer, AXXEM AI Solutions LLC, Maumee, Ohio, USA.