Privacy Policy
Climax Cybra ("we", "us") operates the Climax Cybra AI Secretary at climaxcybra.cloud (the "Service"). The Service is an AI assistant for businesses. It reads the business channels a customer connects (such as email, calendar, CRM and messaging apps), summarises them, drafts replies, and carries out actions that the customer approves. This policy explains what we collect, why, who we share it with, and the choices you have.
1. Who this applies to
- Account holders: business owners, admins and team members who sign in to the Service.
- People who interact with a business that uses the Service, such as a customer who sends that business a Telegram, LINE or WhatsApp message. For that data, the business is the controller and we process it on the business's behalf.
2. Information we collect
- Account information: name, email address, phone number, job title, password hash, company name, logo and time zone.
- Connected-service data: when you connect a service, we access the data that the service's permission allows and that the feature needs. Examples are calendar events, email messages, CRM contacts, meeting transcripts and chat messages. Section 4 covers Google data specifically.
- Content you create: projects, tasks, notes, requests, approvals, uploaded files and instructions you give the assistant by text or voice.
- Voice: when you use live voice, audio is streamed to our speech provider to produce the conversation. We do not keep audio recordings. We keep the text transcript of the conversation in your account.
- Technical and security data: IP address, browser type, sign-in times, security events and an audit log of actions taken in your account.
- Billing data: plan, invoices and payment status. Card details are handled by our payment processor and never reach our servers.
3. How we use information
- To provide the features you use: show your schedule and messages, prepare briefs, draft replies, create tasks and requests, and carry out actions you approve.
- To keep the Service secure, prevent abuse, and keep an audit trail of actions.
- To send service emails, such as verification, password reset and billing notices.
- To bill for subscriptions and measure usage against plan limits.
- To provide support when you ask for it.
We do not sell personal information. We do not use your connected-service data for advertising. We do not use your data to train general-purpose AI models.
4. Google user data
The Service's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
When you connect a Google account, you choose which permissions to grant. Depending on the features you enable, we may access:
| Data | What we do with it |
|---|---|
| Basic profile (name, email address) | Identify which Google account is connected to your business. |
| Google Calendar events | Show your schedule, prepare meeting briefs, detect conflicts, and create or update events when you ask or approve it. |
| Gmail messages (if you enable email features) | Show and summarise emails in your unified inbox, flag messages that need a reply, draft replies, and send or label emails when you ask or approve it. |
We only use Google user data to provide and improve the user-facing features described above. We do not:
- transfer it to others, except as needed to provide those features, to comply with law, or as part of a merger or acquisition with your notice;
- use it for advertising, including retargeting or personalised ads;
- allow humans to read it, unless you give us permission for a specific message, it is needed for security purposes such as investigating abuse, it is required by law, or the data has been aggregated and anonymised for internal operations;
- use it to train or improve general-purpose AI or machine-learning models.
To produce summaries and drafts, relevant excerpts are sent to the AI provider your business has configured (see section 5). They are sent only to carry out your request, under terms that do not allow the provider to train its models on them.
You can disconnect Google at any time in Settings, then Connections, or at myaccount.google.com/permissions. When you disconnect, we delete the stored access tokens right away.
5. Service providers we share data with
We share data only with providers that help us run the Service, under contracts that limit their use to that purpose:
- Hosting: Hostinger (servers and backups).
- AI processing: Google Gemini API (text) and OpenAI (live voice), or another provider your business configures with its own key.
- Email delivery: Resend (service emails).
- Payments: Stripe or Square.
- Services you connect, such as Google, GoHighLevel, Fireflies.ai, Telegram, LINE and Meta (WhatsApp). Data goes to these services when you ask the assistant to act there.
We may also disclose information if the law requires it, or to protect the rights and safety of users and the public.
6. Security
Data travels over HTTPS. Access tokens, API keys and other secrets are stored encrypted (AES-256-GCM) and are never shown back in the browser. Access inside each business is limited by role, and sensitive actions can require approval. Every action is written to an audit log.
7. Retention and deletion
- We keep account data while your subscription is active.
- Connected-service tokens are deleted as soon as you disconnect the service.
- When a business account is closed, we delete its data within 30 days. Backups are overwritten within a further 30 days. We keep only what the law requires, such as invoices.
- To ask for a copy or deletion of your data, email info@climaxcybra.com. We reply within 30 days.
8. Your rights
Depending on where you live, including under Canada's PIPEDA and British Columbia's PIPA, you can ask to access, correct or delete your personal information, and to withdraw consent. If you are a customer of a business that uses the Service, please contact that business first. We will help it respond.
9. International transfers
We are based in Canada. Our service providers may process data in other countries, including the United States. When they do, we rely on contractual protections.
10. Children
The Service is for businesses and is not directed to anyone under 16.
11. Changes
If we make a material change to this policy, we will tell account owners by email or in the app before it takes effect.
12. Contact
Climax Cybra, Vancouver, British Columbia, Canada · info@climaxcybra.com