NearMax Privacy Policy

Effective October 17, 2026.

1. Scope and roles

This Privacy Policy explains how Saiatech LLC, doing business as NearMax, collects, uses and discloses personal information through NearMax Office, NearMax Sites, nearmax.com and related support and business operations. When an Office business uses NearMax to handle its callers' and customers' data, that business decides why and how the data is used and NearMax acts as its processor or service provider. Callers should direct privacy requests about that data to the business they called. NearMax is responsible for account, billing, website visitor and direct inquiry data used for NearMax's own purposes.

2. Information we collect

We collect account and business details such as names, email addresses, telephone numbers, business information, login and security records, settings, support messages and acceptance records. Stripe handles payment card details; NearMax receives billing status, transaction and customer identifiers rather than full card numbers.

For Office, we process caller phone numbers, call times, recordings when enabled, transcripts, summaries, messages, callback consent, do-not-call choices, appointments, service addresses, customer memory, equipment and troubleshooting information, and the Customer's greetings, knowledge documents and instructions. A caller can use the spoken opt-out at the start of a call to prevent recording and caller memory.

For Sites and nearmax.com, we may collect website content supplied by Customers, form and demo-request details, basic device and request information, security logs, and cookie or similar data needed for sessions, preferences and measurement. A Customer's published site may collect information through its forms for that Customer.

3. How we use information

We use information to provide and secure services; answer calls; create transcripts and summaries; book and synchronize appointments; preserve caller choices and customer history; host websites; process account billing; respond to support and demo requests; send service messages; diagnose errors; prevent fraud and abuse; meet legal obligations; and enforce agreements. We may use aggregate measurements that do not reasonably identify a person or Customer to operate and improve the services. NearMax does not sell personal information or share it for cross-context behavioral advertising, and does not use Customer or Caller data to train AI models.

4. Service providers and disclosures

NearMax uses the following subprocessors to handle Customer or Caller data for Office: Railway for application and database hosting; Twilio for telephone numbers, calls, recordings and call transport; Anthropic for NearMax-managed AI language processing; Voyage AI for NearMax-managed knowledge base embeddings; Amazon Web Services (AWS SES) for transactional email delivery; Sentry for error monitoring with Office data scrubbing; Google and Microsoft for calendar synchronization when connected; and ElevenLabs for text-to-speech for fixed Office prompts. The current list and purposes are also published at nearmax.com/office/subprocessors.

Stripe processes NearMax Customer billing information and is not an Office Customer-data subprocessor. A Customer's bring-your-own model provider, including OpenAI, Azure OpenAI, Anthropic or AWS Bedrock, acts under that Customer's own provider agreement and is the Customer's vendor rather than NearMax's subprocessor for that use.

We may also disclose information when a Customer directs us, to professional advisers bound by confidentiality, in a business transfer, to comply with law or legal process, or when reasonably necessary to protect rights, safety and service integrity. Calendar data is sent to Google or Microsoft only when the Customer connects that calendar service.

5. Retention and deletion

Office Customer and Caller data is retained for the number of days the Customer sets in its dashboard, with 365 days as the default, and the retention job deletes calls, recordings, transcripts and caller memory after that period. Minimal transcripts for callers who opt out are deleted after 30 days. Troubleshooting progress for an opted-out caller is kept for 7 days only when the caller asks to save it. Twilio recordings are deleted as part of the call deletion process.

We keep account, transaction, acceptance, security and support records as long as reasonably needed to provide the service, meet legal and accounting obligations, resolve disputes and enforce agreements. We delete or de-identify personal information when it is no longer needed, subject to backups and legal holds.

6. Security and location

We use reasonable administrative, technical and physical safeguards, including encryption in transit and at rest, separate encryption for stored provider credentials, access controls, tenant separation, limited support access, and scrubbing of Office data from error reports. No system is completely secure. NearMax Office is offered to United States businesses and its managed processing and storage are in the United States. Connected providers may process information where their contracts and infrastructure permit.

7. Your choices and rights

You may update account information and communication settings through available controls or contact us. Depending on where you live, you may have rights to know, access, correct, delete or receive a copy of personal information, and to appeal a denied request. NearMax does not discriminate for exercising a privacy right. We may verify a request and may retain information where law permits. Office callers should first contact the business they called because that business controls their data; NearMax gives Office Customers tools to search, export, correct and delete caller records.

You can control cookies through your browser. Blocking essential session or security storage may prevent parts of the service from working. NearMax services are for businesses and are not directed to children under 13. We do not knowingly collect children's personal information.

8. Changes and contact

We may update this policy by posting a revised version with a new date. If a change materially affects how we use information, we will provide additional notice where required. Questions or privacy requests may be sent to Saiatech LLC at hello@nearmax.com.