Privacy Policy

Palo CX AI (“we”, “us”) provides AI voice and chat agents to cleaning companies. You can reach us at hello@palocx-mail.com.

This policy covers two distinct relationships. When you visit this website or enquire about our service, we are the controller of your information. When we operate agents on behalf of a cleaning company, that company is the controller of their customers' information and we act as their processor under a separate agreement.

From website visitors and prospects: your name, business name, email address, phone number, and anything you choose to write in an enquiry form.

From calls and chats handled by our agents on behalf of a client: the caller's name, phone number, service address, details of the property and the job requested, appointment times, and audio recordings and written transcripts of the conversation.

From anyone who tries the live demo on this website: see section 3, which covers it separately because you are talking to our own agent rather than a client's.

This website sets no cookies, runs no advertising or analytics trackers, and does not profile you across sites. Our hosting provider keeps standard server logs, which include IP addresses, and we derive a short-lived identifier from your IP address to rate-limit the contact form and the live demo so neither can be abused. That identifier is held in memory only and is not stored, linked to you, or used for any other purpose.

We do not intentionally collect payment card details, government identifiers, health information, or any other special category of personal data through our agents.

The demo on this site connects you to a real AI voice agent so you can hear how one behaves. It is optional, it only starts when you press the button, and it needs your microphone.

The audio of that conversation is processed and recorded by our voice platform provider, Retell AI, which transcribes it and produces a short automated summary of how the call went. We receive the transcript and that summary. Anything you type into the demo before calling — the name, and on the callback tab the enquiry details — is sent to the agent so it can use it in conversation.

The demo is a demonstration, not a real enquiry, and the agent plays a receptionist at a company that does not exist. Please do not give it real personal information, payment details, or anything you would not want recorded. If you do, or if you want the recording and transcript of your demo call deleted, email hello@palocx-mail.com and we will remove it.

Demo recordings and transcripts are retained under our account settings with Retell AI and are used only to check that the demo is working correctly. They are not used to train models, and they are never shared with our clients.

To respond to your enquiry, arrange and run a demo, and provide the service you have signed up for.

To quote and book jobs, send confirmations and reminders, and write records into the client's own CRM or calendar.

To monitor quality and improve accuracy. Recordings and transcripts may be reviewed by our team to correct pricing errors or improve how the agent handles a particular kind of call.

To meet our legal, accounting and security obligations.

Calls handled by our agents are recorded and transcribed. Recording consent requirements vary significantly by state, and several states require all parties to consent.

Disclosure settings are configured per client during onboarding so that callers are notified where required. Responsibility for selecting the correct configuration for the jurisdictions a client operates in sits with that client, and we will advise on it during setup.

We never sell personal information, and we do not share it for advertising purposes.

We share information with the subprocessors who make the service work. The main ones are Retell AI, which runs the voice agents and holds call recordings and transcripts; Airtable, where we keep the operational record of calls, chats, quotes and bookings; Web3Forms, which delivers this website's contact form to our inbox; our hosting and infrastructure provider; and the CRM or scheduling tool nominated by the client. Each is bound by contract to protect the information and use it only to provide their service to us.

Note that the contact form on this site posts from your browser directly to Web3Forms, so they receive your submission and your IP address at the moment you send it.

We may disclose information where legally compelled to do so, or where necessary to protect our rights or the safety of others.

If we add or change a subprocessor in a way that affects how client information is handled, we will update this page and tell active clients.

Enquiry and prospect information is kept for up to twenty-four months from last contact, unless you ask us to delete it sooner.

Call recordings and transcripts are retained for a period configured by each client — the default is ninety days. Booking records persist in the client's own CRM under their control and their retention policy, not ours.

Live demo recordings and transcripts are kept only as long as we need them to confirm the demo is working, and are deleted on request.

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, restrict or object to how we use it, and receive a copy in a portable format. You may also have the right not to be discriminated against for exercising these rights.

To make a request, email hello@palocx-mail.com. We will respond within the period required by applicable law. If your information was collected by an agent operating on behalf of a cleaning company, we will forward your request to that company as the controller and support them in answering it.

Information is encrypted in transit and at rest. Access is restricted to personnel who need it, protected by multi-factor authentication, and logged.

No system is perfectly secure. If a breach affects your personal information we will notify you and the relevant regulator as required by law.

Our service is sold to businesses and is not directed at children. We do not knowingly collect information from anyone under 16. If you believe a child has provided us information, contact us and we will delete it.

We will post any changes to this policy on this page and update the date above. Material changes will be notified to active clients directly.

Questions, requests or complaints: hello@palocx-mail.com.