Privacy Policy

Prexo ("Prexo," "we," "us," or "our") provides an AI-assisted relationship management platform for financial advisors, insurance agents, and similar professionals. Our service is available at https://prexo.ca.

For privacy questions or requests, contact us at [email protected].

This Policy applies to personal information we process in connection with the Prexo website, accounts, dashboards, integrations (including Telegram and Google Calendar), voice-note processing, and related support communications.

When you use Prexo to store information about your clients, prospects, recruits, or other contacts, you are typically the controller (or equivalent) of that contact data, and Prexo acts as a service provider / processor on your behalf. You are responsible for having a lawful basis and any required notices or consents before uploading or dictating third-party personal information into Prexo.

We may collect the following categories of information:

Account and identity data

• Name, email address, and password (passwords are stored hashed by our authentication provider).
• Workspace and membership details associated with your account.
• Authentication session information and related security logs.

Customer content you provide

• Contact records (names, contact details, addresses, notes, roles, tags, custom fields).
• Family and financial information you choose to store (for example mortgage, insurance, or planning notes).
• Meetings, tasks, funnel enrollments, activity history, and related CRM records.
• Voice notes, audio files, transcripts, AI-generated summaries, suggested updates, and memory briefs.
• Messages you send to Prexo via connected channels such as Telegram.

Integration data

• Google Calendar connection status, calendar email, and OAuth tokens (tokens are encrypted at rest).
• Calendar event details you choose to sync or import.
• Telegram chat identifiers and linking tokens used to connect your account to our bot.

Usage, device, and technical data

• IP address, browser type, device information, and approximate location derived from IP.
• Pages viewed, feature usage, timestamps, and diagnostic logs.
• Cookies and similar technologies needed for authentication, security, and basic product analytics.

Billing and commercial data (when applicable)

• Plan, trial status, and usage metrics related to AI or other metered features.
• If paid billing is enabled, payment details are processed by our payment provider; we do not store full payment card numbers on Prexo servers.

We use personal information to:

• Provide, maintain, secure, and improve the Prexo service.
• Authenticate users, manage workspaces, and prevent abuse or unauthorized access.
• Process voice notes and other inputs through transcription, extraction, search, and briefing features.
• Generate AI suggestions for your review before they are applied to your CRM records.
• Send product-related notices, including pre-meeting briefs and operational alerts you enable.
• Provide customer support and respond to requests.
• Comply with law, enforce our Terms, and protect the rights, safety, and security of Prexo, our users, and others.
• Develop aggregated or de-identified insights that do not reasonably identify individuals.

We do not sell your personal information, and we do not use your customer content to train third-party foundation models for unrelated public use.

Prexo uses artificial intelligence to transcribe audio, extract structured information, generate memory briefs, classify queries, and suggest CRM updates. AI outputs may be incomplete, inaccurate, or outdated. You remain responsible for reviewing suggestions before approving them and for decisions you make based on Prexo outputs.

Voice notes and related text may be transmitted to subprocessors (such as OpenAI) solely to provide the requested AI features. Where feasible, we design workflows so AI-suggested changes require your approval before writing to your CRM.

Depending on your location and applicable law, we process personal information on bases such as:

• Performance of a contract (providing the service you request).
• Legitimate interests (securing the service, improving reliability, preventing fraud), balanced against your rights.
• Consent (where required, including certain cookies, marketing, or optional integrations).
• Legal obligation (responding to lawful requests or retaining records where required).

In Canada, we process personal information in accordance with applicable privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial laws where they apply.

We may share personal information with:

• Service providers that help us host, store, authenticate, process AI workloads, send email, or operate messaging integrations (for example cloud hosting, object storage, OpenAI, Telegram, Google, and email delivery providers).
• Professional advisors (legal, security, accounting) under confidentiality obligations when needed.
• Authorities or third parties when required by law, legal process, or to protect rights and safety.
• A successor entity in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate safeguards.

We require service providers to use personal information only to perform services for us and to implement appropriate confidentiality and security measures.

Prexo may process and store information in Canada and other countries where we or our subprocessors operate. Those countries may have privacy laws that differ from the laws in your jurisdiction. Where required, we use contractual and organizational safeguards for cross-border transfers.

File storage for voice notes may use cloud object storage (currently DigitalOcean Spaces). AI processing may occur on infrastructure operated by our AI providers.

We retain personal information for as long as needed to provide the service, comply with legal obligations, resolve disputes, and enforce agreements. CRM records are generally retained until you delete or archive them, or until your account is closed and applicable retention periods expire. Certain security, billing, and audit logs may be retained longer where necessary.

Soft-deleted or archived records may remain in backups or audit systems for a limited period before permanent deletion is completed.

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, encrypted storage of sensitive integration tokens, workspace-scoped data isolation, and monitoring. No method of transmission or storage is completely secure. Please see our Security page for more detail.

Subject to applicable law, you may have the right to:

• Access, correct, or update personal information we hold about you.
• Request deletion of your account or certain personal information.
• Withdraw consent where processing is based on consent.
• Object to or restrict certain processing.
• Request information about how your personal information has been used or disclosed.
• Lodge a complaint with a privacy regulator.

Account holders can access and update much of their data directly in Prexo. For other requests, email [email protected]. We may need to verify your identity before fulfilling a request. If you are an end client of an advisor using Prexo, please contact that advisor first; we will assist them as their processor where appropriate.

We use essential cookies and similar technologies to keep you signed in, protect against cross-site request forgery, and maintain session security. We may also use limited analytics cookies or similar tools to understand product usage. You can control cookies through your browser settings; disabling essential cookies may prevent Prexo from functioning properly.

Prexo is intended for business and professional use by adults. We do not knowingly collect personal information from children under 16. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

Prexo may link to or integrate with third-party services (including Google, Telegram, and AI providers). Those services are governed by their own privacy policies. We are not responsible for third-party practices outside our control once you leave Prexo or authorize an integration.

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date. Material changes may also be communicated by email or in-product notice where appropriate. Continued use of Prexo after an update becomes effective constitutes acceptance of the revised Policy, to the extent permitted by law.

Privacy requests and questions: [email protected]

General support: [email protected]

Website: https://prexo.ca