axi-live Privacy Policy

1.Scope of processing and the Company's role

The Service processes personal data in two ways. Account data that customer staff need to use the console and staff desk, and sales inquiry data, are collected and used by the Company directly. Conversations, call recordings and handoff request data from a customer's web chat, main phone number and web phone are processed by the Company on behalf of that customer. The Company processes such data only for the purposes set by the customer and within the scope of this policy.

2.Personal data we collect and how

The Company processes only the minimum data needed to provide the Service.

A. Customer staff (console and staff desk users)

• Required: email, name (display name), password (stored with one-way encryption), customer organization, role, language and time zone settings
• Generated at sign-in: sign-in time, IP address, sign-in count, failed sign-in count and lock status
• When answering calls in the browser on the staff desk: call connection credentials (issued automatically, password stored encrypted) and the staff member's voice during calls (included in the recordings under C)
• When staff phone transfer is used: the staff phone number registered by the customer (stored encrypted)
• How collected: entered by a customer administrator or Company operator when creating and configuring the account; sign-in records are generated automatically during use.

B. Web chat visitors

• Conversation content: questions entered by the visitor and AI answers, conversation language and time
• Conversation identifier: a randomly generated conversation token (kept in browser storage and a cookie)
• Visitors do not create accounts, and the Company does not collect a visitor's name or contact details from the conversation itself. However, any information a visitor types into a question is stored as conversation content.

C. Phone (main number) and web phone callers

• Phone: caller number, the main number called, call time and duration
• Web phone: call time and duration, a random token identifying the call
• Call recording: audio of the whole call, including the AI part and the part after transfer to staff (the caller's and the customer staff member's voices)
• Call records: a text record of the conversation with the AI, and a text transcript made from the recording of calls transferred to staff
• How collected: calls are recorded and logged automatically once connected. Customers must tell callers that calls are recorded when the call starts (see the Terms of Service).

D. Handoff requests

• When the AI cannot find an answer in the documents and the person asks to be contacted by staff: name, contact (phone number), and the matter
• How collected: in web chat, the visitor types them into the request form, reviews them and submits. On the phone, the request is taken from what the caller says and the caller number.

E. Data generated automatically while using the Service

• Server access logs: IP address, request URL and content, request time
• Security logs: email, IP address and browser information (User-Agent) of staff who change documents, settings or follow-ups in the console
• Usage records: number of answers, tokens, and voice and call minutes (no personally identifying data)
• Call quality records: figures such as call delay and dropouts (no audio content)

F. Documents uploaded by customers

• If documents uploaded as answer sources (PDF, DOCX, designated Excel templates) contain personal data, it is stored and indexed as is. Customers should upload only documents containing necessary information.

G. Sales inquiries

• Required: company name, contact person's name, contact details (email or phone number), channels needed (phone, web chat)
• Optional: inquiry content (chosen from preset options)
• How collected: entered in the inquiry form on the product page. The input is not stored in our database and is forwarded directly to the Company inbox (contact@aximum.co.kr).

3.Data we do not collect

• Web chat visitors' IP addresses and browser information are not stored in conversation records (database). Like all requests, they do appear in server access logs.
• The voice test that customer staff use in the console is not recorded. Audio travels directly between the staff member's browser and the voice AI provider (OpenAI), and only a text record of the conversation is kept.
• We do not use advertising, behavioral analytics or third-party analytics tools (such as tracking pixels).
• Names and contact details entered in a web chat handoff request are not sent to AI models. On the phone, however, the caller number is passed to the voice AI provider so the AI can confirm a callback number.

4.Purposes of processing

• Customer staff accounts: identity verification, sign-in and permission management, preventing unauthorized sign-in, connecting calls on the staff desk, service notices
• Web chat conversations: providing answers grounded in documents, keeping context for follow-up questions, letting customers review conversations and improve quality
• Phone and web phone: connecting calls and AI voice guidance, transferring to staff, and, through recordings and transcripts, letting customers review conversations, improve service quality and establish the facts if a dispute arises
• Handoff requests: so customer staff can contact the person and follow up
• Sales inquiries: to contact the inquirer about adoption and scheduling
• Server access logs, security logs and call quality records: service stability, preventing and investigating security incidents, handling outages
• Usage records: calculating each customer's usage and providing statements

5.Retention period

The Company destroys personal data without delay once the purpose of processing is achieved. Retention periods by item are as follows.

• Web chat conversations, call recordings, call records (including transcripts) and the caller number linked to a conversation: kept for the period set by the customer (default 90 days, configurable from 1 to 3,650 days) from the last message or call, then deleted automatically each day.
• The caller number used separately to connect the call: erased when the call ends.
• Name and contact details in handoff requests: deleted automatically 30 days after the request is completed or canceled. Draft requests not confirmed by the person are deleted after 1 day. The matter may remain for statistics for the conversation retention period.
• Sales inquiries: kept in the Company inbox for 1 year after the inquiry is closed, then deleted.
• Customer staff accounts, sign-in records and staff phone numbers: kept for the term of the service agreement and destroyed after it ends according to the procedure agreed with the customer.
• Security logs, usage records and call connection records (excluding caller numbers): kept for the term of the service agreement for security audits and usage settlement.
• Server access logs: kept as long as needed for security investigations and outage handling, then deleted.
• Backups: the database is backed up daily for disaster recovery and each backup is deleted after 30 days. Data deleted after the periods above may therefore remain in backups for up to 30 days, and backups are used only for recovery.
• Where laws set a retention period, data is kept for that period.

6.Destruction procedure and method

Personal data whose retention period has expired or whose purpose has been achieved is destroyed by automatic deletion jobs or by staff deletion procedures. Electronic files (including call recording files) are deleted so that they cannot be recovered, and paper documents are shredded or incinerated.

7.Provision to third parties

The Company does not provide users' personal data to third parties, except with the user's consent, where specifically required by law, or where an investigative authority requests it under legal procedures. Conversations, call recordings and handoff request data are provided to the customer that adopted the Service, as processing entrusted by that customer.

8.Entrustment of processing

The Company entrusts the following processing to provide the Service. Entrustment contracts set out what is needed to keep personal data safe, and the Company manages and supervises its processors. Overseas transfers to processors are described in the next section.

We will announce any change of processors or entrusted tasks through this policy.

9.Overseas transfer of personal data

The Company transfers personal data overseas for the entrusted tasks as follows. Transfers take place over encrypted networks each time the Service is used.

If you do not want your data transferred overseas, tell us at contact@aximum.co.kr. Because these transfers are essential to the Service, refusing them means you cannot use AI guidance in web chat, phone or web phone. Sales inquiries can be made by phone instead of the form.

10.Your rights and how to exercise them

You may exercise the following rights over your personal data at any time. Send requests to contact@aximum.co.kr; the Company will verify that you are the data subject or a legitimate representative and handle the request without delay. Web chat, phone and web phone users may also contact the customer that runs the website or phone number they used, and customer staff may also make requests through their organization's administrator.

• Request access to your personal data (including call recordings)
• Request correction or deletion of errors
• Request suspension of processing
• Withdraw consent
• Rights may also be exercised through a legal representative or an authorized agent.
• Requests for access and suspension may be limited under Articles 35(4) and 37(2) of the Personal Information Protection Act, and deletion cannot be requested for personal data that other laws require to be collected.

11.Cookies and similar technologies

The Service uses the following cookies and browser storage to keep you signed in, continue conversations and remember display settings. We do not use advertising or tracking cookies.

• Sign-in session cookie: keeps customer staff signed in
• Remember-me cookie: if "keep me signed in" is chosen at sign-in, up to 1 week
• Conversation cookie (axi_chat_…): connects an ongoing conversation on the standalone web chat page, 7 days
• Browser storage (axi-live:chat:…): connects an ongoing conversation in the web chat widget embedded on a website
• Browser storage (staff-desk:sound:…): staff desk alert sound setting
• Language cookie (locale): remembers the chosen display language
• You can refuse or delete cookies and site data in your browser settings. Doing so may prevent staying signed in or continuing conversations.

12.Security measures

• One-way password encryption (bcrypt); encrypted storage of caller numbers, names and contact details in handoff requests, and staff phone numbers
• Encryption of all communication channels (HTTPS, TLS for the AI connection on phone calls)
• Data separation per customer, access control by role (owner, admin, agent), and call recordings stored only on our servers in Korea and playable only by staff of the customer concerned
• Account lockout after repeated failed sign-ins and rate limiting to block abnormal access
• Security logs for key actions such as document and setting changes
• Excluding conversation content, caller numbers and contact details from server logs
• Minimizing and training staff who handle personal data

13.Privacy officer

The Company designates the following privacy officer, who oversees personal data processing and handles complaints and remedies. Please contact the privacy officer for privacy inquiries, deletion requests and security vulnerability reports.

• Name: Eunho Jeong
• Title: CEO
• Phone: 070-7919-1673
• Email: contact@aximum.co.kr

14.Children's personal data

The Service is a business service adopted by customers and is not intended for children under 14. We do not knowingly collect children's personal data.

15.Remedies for infringement

For reports or consultation about personal data infringement, you may contact the following organizations (Korea).

• Personal Information Infringement Report Center (KISA): 118 / privacy.kisa.or.kr
• Personal Information Dispute Mediation Committee: 1833-6972 / www.kopico.go.kr
• Supreme Prosecutors' Office Cyber Investigation: 1301
• Korean National Police Agency Cyber Bureau: 182 / ecrm.police.go.kr

16.Changes to this policy

This policy applies from the effective date. If we revise it because of changes in laws or the Service, we will announce the revision on this page and through service notices at least 7 days before it takes effect (30 days for changes that are unfavorable or significant to users). If you need a previous version, please ask at contact@aximum.co.kr.