PonixFlow · Legal
Last updated: August 2, 2026
PonixFlow ("we," "us," "our") builds AI Receptionist and AI Follow-Up Agent systems for businesses like dental practices, med spas, and residential remodelers. Because our service involves placing and receiving phone calls and text messages on behalf of our clients, this policy explains how we collect, use, and protect personal information — both from the businesses we work with ("Clients") and the people who call, text, or are contacted through our systems ("Callers/Leads").
This policy applies to two groups of people:
PonixFlow acts as a technology provider and, in most cases, a data processor on behalf of our Clients. Each Client remains responsible for how it markets to and communicates with its own patients and customers, and for obtaining any consents required under applicable law.
Before we can enable calling and texting on a Client's behalf, U.S. telecom carriers require business identity verification. To complete this, we collect:
This information is submitted through our client intake form and is used solely to complete carrier and platform registration (see Section 5).
When someone calls a Client's AI Receptionist, is contacted by a Client's AI Follow-Up Agent, or submits a form that triggers a follow-up call, we may process:
Our website and client tools may collect standard technical information such as IP address, browser type, device type, and general usage analytics.
We do not sell personal information, and we do not use Caller or Lead data to build marketing profiles outside of the Client relationship it was collected for.
Calls and texts placed by an AI Follow-Up Agent are initiated because a person submitted their contact information through a Client's website form, ad, or other point of contact, indicating interest in that business's services. Each Client is responsible for ensuring it has a lawful basis (such as prior express consent, where required) to have its AI agents call or text a given lead, consistent with the Telephone Consumer Protection Act (TCPA) and applicable state and local laws.
To deliver AI calling and texting, PonixFlow relies on third-party infrastructure providers. Client business information (from Section 2) and, where relevant, Caller/Lead contact information are shared with these providers strictly to operate the service:
| Provider | Purpose |
|---|---|
| Twilio | SMS/text messaging delivery and phone number provisioning |
| SignalWire | Voice calling infrastructure and telephony routing |
| Retell AI | AI voice conversation engine that powers the Receptionist and Follow-Up Agent |
These providers process data under their own privacy and security terms and are contractually restricted to using it only to provide services to PonixFlow and our Clients. We do not share Client or Caller/Lead information with unrelated third parties for advertising purposes.
Calls handled by our AI agents may be recorded and transcribed to enable the AI conversation, generate summaries for the Client, and improve service quality. Where required by law, callers will be notified that the call may be recorded or handled by an automated system. Clients are responsible for ensuring their own call-recording disclosures meet the requirements of the states in which they operate.
We retain call recordings, transcripts, and lead information for as long as reasonably necessary to provide the service, support the Client relationship, and meet legal or carrier recordkeeping requirements. Clients may request deletion of specific Caller/Lead records, subject to any legal retention obligations. Business verification records are retained for as long as the Client's calling/texting service remains active, plus any period required by carrier or regulatory rules.
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. No system can be guaranteed 100% secure, and we encourage Clients and Callers to contact us promptly if they suspect any unauthorized access to their information.
Depending on your location, you may have the right to request access to, correction of, or deletion of your personal information, and to opt out of further calls or texts. To make a request:
Our services are intended for use by businesses and their adult patients or customers. We do not knowingly collect personal information from children under 13, and our AI agents are not designed or marketed for use by children.
We may update this policy from time to time to reflect changes in our services, providers, or legal requirements. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be communicated to active Clients.
Questions about this policy, or want to exercise your privacy rights?
Email hello@ponixflow.com
See also our business verification form or return to the PonixFlow homepage.