Privacy Policy

How We Handle Your Data

We collect only what we need, use it only as described here, and never sell it. This policy explains exactly what data we handle, why, and what rights you have over it.

PP-01 — Two Roles We Play

We handle two types of data in two very different ways.

Nitro Axentra acts in two distinct capacities depending on the data involved:

Data Controller — for data collected directly by Nitro Axentra through our own website, marketing, and account management activities (e.g., contact form submissions, billing information, and communications with prospective or current clients).

Data Processor — for data that belongs to our clients and is handled by Nitro Axentra solely in the course of delivering services. This includes end-customer names, phone numbers, call recordings, and CRM-logged data. When acting as a processor, we handle that data only as our clients instruct us to — we never use it for our own purposes.

When you use Nitro Axentra to communicate with your customers, you are in charge of that data. We handle it only as you instruct us to — we never use it for our own purposes.

PP-02 — What We Collect from Website Visitors

We collect basic information when you contact us or browse our site.

When you visit the Nitro Axentra website, we may collect: your name, email address, business name, industry, and message content (when submitted through our contact form); and technical data such as IP address, browser type, pages visited, time on site, and referring source (collected automatically via analytics tools).

Information submitted through our contact form may be used by Nitro Axentra and its authorized personnel, sales partners, and service delivery team for the purpose of responding to inquiries, following up on service interest, and for internal business development purposes. Contact form data is retained for a period of two (2) years from the date of submission, after which it is deleted.

PP-03 — What We Collect from Clients

We collect what's needed to run your account and deliver your service.

For clients engaged in a service agreement, we collect: business name and primary contact information; billing details (processed via a third-party payment provider — Nitro Axentra does not store payment card data); CRM access credentials and integration authorization tokens; call handling instructions, scripts, and operational preferences; and service usage data and account activity logs.

PP-04 — End-Customer Data Handled on Your Behalf

Your customers' data belongs to you. We only touch it as you instruct.

In the course of delivering services, Nitro Axentra handles data about our clients' end-customers — including names, phone numbers, call recordings, call transcripts, and CRM-logged interaction data. This data is collected and processed solely on behalf of the client and in accordance with client-provided instructions. Nitro Axentra does not use end-customer data for any purpose outside of service delivery and will not share, sell, or transfer such data to any third party except as required to perform the service (e.g., cloud infrastructure providers bound by confidentiality obligations) or as required by law.

We handle your customers' information the way you tell us to. It's their data, managed on your behalf — nothing else.

PP-05 — Call Recordings & Transcripts

Recordings are stored securely and accessible from your dashboard.

Call recordings and transcripts are stored using encrypted, access-controlled infrastructure. Clients can access recordings and transcripts through their Nitro Axentra account dashboard at any time during the service period. Retention is client-controlled as described in Section 04 of the Terms of Service. Nitro Axentra does not listen to, access, or use call recordings for any purpose other than quality assurance, technical troubleshooting, and service delivery — and only when authorized by the client or required by law.

PP-06 — AI & Data Use

Your data is never used to train AI without your explicit written consent.

Nitro Axentra's AI Enhanced systems are configured based on client-provided instructions and approved scripts. Client data — including call recordings, transcripts, end-customer information, and CRM data — is never used to train AI models without the client's explicit written consent. AI performance monitoring (e.g., call quality review for system improvement) is conducted on anonymized or aggregated data only, and only within the scope of improving the client's own service configuration.

PP-07 — Cookies & Website Tracking

We use cookies to understand how our site is used. You can opt out.

Our website uses cookies and similar tracking technologies. This includes session cookies (deleted when you close your browser) and persistent cookies (retained for a set period) used to support site functionality and analytics. We use analytics tools including Google Analytics to collect aggregated, anonymized usage data — including pages visited, time on site, and referring source. We do not use tracking cookies for advertising or retargeting purposes.

You may disable cookies through your browser settings at any time; doing so may affect certain site functionality. By continuing to use this site, you consent to our use of cookies as described here. A cookie preference control is available on first visit to our site.

PP-08 — Third-Party Sharing

We share data only with service providers who help us deliver what we've promised — never for advertising.

Nitro Axentra does not sell, rent, or trade personal data. We share data only with trusted third-party service providers engaged to support our operations, including: cloud hosting and infrastructure providers; CRM platforms integrated at client request; telephony and call routing providers; payment processing providers; and analytics platforms. All third-party providers are bound by confidentiality obligations and are prohibited from using client or end-customer data for any purpose other than providing services to Nitro Axentra.

PP-09 — Data Retention

We keep data as long as it's needed, then delete it.

Client account data is retained for the duration of the service engagement and for 60 days post-termination, after which it is permanently deleted unless a written extension is requested. Call recordings and transcripts are retained as described in Terms Section 04 (client-controlled, with a 12-month post-termination window). Website visitor and contact form data is retained for two (2) years. Analytics data is subject to the retention policies of the applicable analytics provider (currently Google Analytics, with a default retention of 26 months).

PP-10 — Your Rights

You have the right to access, correct, and delete your data.

Depending on your location, you may have the following rights over personal data held by Nitro Axentra:

Under PIPEDA (Canada): Right to access personal information held about you and to request corrections.

Under GDPR (EU/UK contacts): Right to access, rectification, erasure, restriction of processing, data portability, and the right to object to processing.

Under CCPA (California residents): Right to know, right to delete, and right to opt out of sale (note: Nitro Axentra does not sell personal data).

To exercise any of these rights, contact us at hello@nitroaxentra.com with the subject line "Privacy Request". We will verify your identity and respond within 30 days. We reserve the right to deny requests where fulfillment would compromise the security of other individuals or conflict with legal obligations.

PP-11 — Data Security

We take security seriously.

Nitro Axentra employs commercially reasonable technical and organizational measures to protect personal data from unauthorized access, loss, or misuse. These include encrypted data storage, access-controlled infrastructure, role-based internal access controls, and regular security assessments. While we take significant precautions, no system is entirely immune to risk. In the event of a data breach affecting personal information, Nitro Axentra will notify affected clients as required by applicable law and within commercially reasonable timeframes.

PP-12 — Privacy Requests & Contact

Questions about your data? Reach us directly.

For any questions, concerns, or requests related to this Privacy Policy or the handling of your personal data, contact us at:

Email: hello@nitroaxentra.com
Subject line: Privacy Request
Address: One Dundas West, Toronto, ON
Response time: We aim to respond to all privacy requests within 30 days.

Note: This page does not constitute legal advice. Nitro Axentra recommends that clients operating in regulated industries consult a qualified legal professional to assess their specific compliance obligations.