Privacy Policy

We collect and process data from three groups of people, and our role is different for each:

• Visitors and enquirers — anyone who visits axumai.ie or contacts us directly about our services.
• Client businesses — companies we build and operate systems for.
• End customers of our client businesses — people who interact with a system we've built (for example, a caller speaking with CARA on a client's phone line).

From visitors and enquirers

• Name, email address, and any information you send us through a contact form or by email.
• Basic technical information needed to serve the website — see our Cookie Policy for full detail.

From client businesses

• Business name, contact details, and project or account information.
• Billing and communication records relating to our engagement with you.

Business communications, call data, and appointment information

Where we operate a system on behalf of a client business — such as CARA® handling that business's phone line — we process, on the client's behalf:

• Business communications made through that system.
• Call recordings and transcripts.
• Appointment and booking information discussed or arranged through the system.

This category of data belongs to our client's relationship with their own customers, not to Axum directly — see "Our role under GDPR" below for what that means in practice.

• To respond to enquiries and provide information about our services.
• To deliver, operate, and support the systems we build for client businesses.
• To maintain accurate records of business communications, calls, and appointments on a client's behalf.
• To improve the reliability and quality of the systems we build.
• To meet our own legal, accounting, and regulatory obligations.

• Enquiry and contact data is kept only as long as needed to respond to you, or for as long as we have an ongoing relationship with you.
• Business communications, call data, and appointment information processed through a system we operate (such as CARA®) is retained for a minimum of 90 days, in line with the retention policy of that system, unless a different period has been agreed directly with the client business.
• Client account and billing records are kept for as long as the engagement is active, and for a reasonable period afterwards to meet accounting obligations (typically up to 6 years under Irish record-keeping requirements).

This distinction matters, and we want to be clear about it:

• For business communications, call data, and appointment information handled through a system we operate on a client's behalf — the client business is the Data Controller, and Axum AI Systems Limited acts as a Data Processor. The client decides why this data is collected and used; we process it under their instruction, through the system as designed.
• For data given to us directly — by website visitors, enquirers, and our own client accounts — Axum AI Systems Limited acts as the Data Controller.

If your enquiry relates to how a specific client business uses data collected through one of our systems, we may need to direct you to that business, since they are the Data Controller for that data.

We use encrypted infrastructure and strict access controls across the systems we build and operate. Access to any client's data — including call recordings, transcripts, and business communications — is limited to that client and to Axum personnel who need it to provide the service, and is enforced at the system level, not only by internal policy.

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Erase your data, subject to our legal retention obligations.
• Restrict how we process your data in certain circumstances.
• Object to certain kinds of processing.
• Receive a copy of your data in a portable format.
• Complain to the Irish Data Protection Commission (DPC) at www.dataprotection.ie if you believe your data has been mishandled.

To exercise any of these rights, contact us at hello@axumai.ie.

This Privacy Policy is governed by the laws of Ireland, and any disputes relating to it are subject to the exclusive jurisdiction of the Irish courts.