Nexary — Privacy Policy
Last updated: September 13, 2026 (first published August 3, 2026)
Provider: Oliver Song, a sole proprietor doing business as Nexary ("Nexary," "we," "us")
Contact: nexussystems.business@gmail.com
1. Two different roles — read this first
Nexary handles two kinds of personal information, and our responsibility differs:
A. Information about our customers (business owners and their staff). Name, email, password hash, business details, billing information, and any Google account connection they choose to make. Here we are the controller — we decide how it's used, and this policy governs it.
B. Information about our customers' callers (their patients and clients). Caller phone number, name, appointment details, and written transcripts of calls and text messages. Here we are a processor acting on the business's instructions. The business decides what is collected and why; we handle it on their behalf. If you called a business that uses Nexary and want your information removed, contact that business directly — they control it, not us.
2. What we collect
From business owners
- Account: name, email, and password. The password is stored only as a bcrypt hash, so we cannot read it.
- Business profile: business name, address, phone, hours, services, industry, and any reference information you give the assistant to answer from
- Billing: handled by our payment processor. We do not receive or store card numbers. We keep the processor's customer and subscription identifiers, the subscription status, and the plan.
- Google account connection, only if you make one: see Section 5.
- Technical: IP addresses and request details handled by our hosting and network providers, timestamps, and error logs. What the app keeps in your browser is described in the Storage and Cookie Notice.
From callers and texters, on behalf of the business
- Phone number (from caller ID)
- Anything they say or type during the conversation — commonly a name, the service they want, and a preferred time
- A written transcript of the call or text conversation. Nexary does not save audio recordings of calls.
- Call time, duration, and outcome
- For text messages: opt-out (STOP) and consent records
From anyone using the workspace assistant
- Conversations. What you type or say to the assistant on Home, and its replies. If you hold to talk, your browser's own speech recognition turns speech into text (some browsers, such as Chrome, do this with the browser maker's online service); Nexary receives only the text. Conversations belong to you: other members of the workspace, including its owner, cannot read them.
- Memory. Only facts you ask Nexary to remember ("remember that ...") or add yourself. Nexary never writes a memory for you. You can correct, pin, forget, or stop saving or using memories.
- Images. Images you attach (PNG, JPEG, WebP or GIF, up to 2 MB). They are stored in Nexary's own database and readable only by you. Every image you send in a message - with or without a question - is sent to OpenAI for analysis, unless AI answers are not available on your account. You can delete a sent image on its own from the conversation.
- Work it creates for you. Tasks, assignments, reminders and time blocks you ask for are kept like any other work in the workspace; deleting the conversation does not delete them.
3. Automated calls, transcription, and the opening disclosure
Calls are answered by an automated assistant and transcribed. While a caller is speaking, the call's audio passes through our telephony provider, SignalWire — and, where the realtime voice option is switched on, OpenAI — so that the words can be recognised and answered. What Nexary keeps is the resulting written transcript. Nexary does not save audio recordings of calls, and it has no feature that does.
Every call is set up so that the assistant's opening words say that it is the business's automated assistant and that it records calls. Where a business offers Spanish, the call is set up to play a short prompt to press 1 for Spanish first. The opening uses the word "record"; what is actually kept is the transcript described above, not an audio file.
When a call arrives, Nexary saves the exact wording of the opening disclosure the call is set up to play, before the answer is handed to the phone provider. That record shows what the call was configured to say. It is not confirmation from the phone provider that the caller heard it — for example, if a caller hangs up during the greeting.
The disclosure is configured for every call, wherever the caller is, because the laws of some US states require the consent of everyone on a call before it is recorded or transcribed, and a business cannot know where a caller is dialling from.
Some laws, such as Illinois' Biometric Information Privacy Act, regulate voiceprints. We do not create voiceprints, perform voice identification, or use call audio to identify or authenticate any speaker.
4. Service providers — who else sees this data
Providing Nexary requires sending data to these companies. Each provides its service to us under its own terms.
| Provider | What it receives | Why |
|---|---|---|
| OpenAI | The text of calls and messages (the caller's recognised speech and texts), the business information the assistant answers from, and what signed-in users type or say to Nexary's assistant. For the workspace assistant, whenever a message needs an AI answer - which includes every message with an image: the message, up to ten earlier messages of that same conversation, remembered facts that are not marked sensitive, and every image sent with it. Live call audio only where the realtime voice option is switched on. | Understanding requests and writing replies; speech for the realtime option |
| SignalWire | Phone numbers, call and message metadata, live call audio as the call is carried and its speech recognised, SMS content, and the one-time codes Nexary sends to verify a business phone number or reset a password | Carries the calls and text messages, and recognises callers' speech |
| Railway | All application data (hosts our servers and database) | Hosting and database |
| Cloudflare | IP addresses and the content of requests to simplenexary.com as they pass through its network | Delivering the website and app, and protecting them from abuse |
| Stripe | When you pay by card: the details you enter on Stripe's checkout, and identifiers linking the subscription to your Nexary account | Subscription payments |
| PayPal | Only if PayPal is offered at checkout and you choose it: the details you give PayPal, and identifiers linking the subscription to your Nexary account | Subscription payments |
| Only if you connect Google Calendar or Gmail: the requests described in Section 5 | The calendar and email features you switched on |
We update this table when it changes. If you are a business owner, you should be aware that your callers' conversations are processed by OpenAI and carried by SignalWire, and you may need to disclose that in your own privacy notice.
5. Google Calendar and Gmail
Connecting a Google account is optional, and it is not available on every Nexary account. Nexary asks Google for access only when you press a connect button and approve Google's own consent screen. Nexary requests no name, profile or email-address permission from Google, and refuses a connection that grants more than it asked for.
| Connection | Permission Nexary requests | What Nexary does with it |
|---|---|---|
| Google Calendar | https://www.googleapis.com/auth/calendar.events.owned — view and edit events on
the calendars you own. It does not reach calendars that are only shared with you, but it
does reach every event on the calendars you own. |
Places a placeholder event titled "Nexary booking", holding only the start and end time,
for each Nexary appointment — no customer name, phone number or reason for the visit — and
re-reads those events to notice if they were changed in Google. When you ask for a specific change and press confirm, creates, changes or deletes that one event, with the title, time, attendees, location and notes you were shown first. To find the event you mean, it searches a limited window of your calendar (at most 25 events) for the words you gave. |
| Gmail | https://www.googleapis.com/auth/gmail.send — send email on your behalf.Only if inbox reading is switched on for your account, also https://www.googleapis.com/auth/gmail.readonly — read your email.Nexary never asks for permission to delete, archive, label or change the settings of your mail. |
Sends one email at a time, to one recipient, only after you have seen the exact
recipient, subject and body and pressed confirm. If inbox reading is on, lists the sender, subject, date and Google's short preview for up to 25 recent inbox messages, and opens a message's body only when you select it. |
What Nexary stores
- An opaque Google account identifier (not your email address), and exactly which permissions were granted.
- The access and refresh tokens Google issues, encrypted with AES-256-GCM under a dedicated key. They are never stored in readable form.
- For Calendar: which events Nexary manages and their times, any differences found between Google and Nexary, and a record of every calendar change you confirmed, including the event details you approved.
- For Gmail: a record of each email you prepared or sent — recipient, subject, body and outcome. Message bodies you open are shown to you and are not stored.
How Nexary uses and shares Google data
Nexary's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- Google data is used only to provide the calendar and email features you can see and switched on in Nexary.
- Nexary does not sell Google data, does not use it for advertising, and does not use it to decide anyone's creditworthiness.
- Nexary does not use data from Google Calendar or Gmail to develop, improve or train generalized or non-personalized artificial-intelligence or machine-learning models, and it does not send the content of your calendar events or email messages to OpenAI or any other AI provider. Words you type or say to Nexary's assistant — including a request to change an event — are processed by OpenAI as described in Section 4.
- Nobody at Nexary reads your Google data unless you ask us to (for example, for support), it is necessary for security such as investigating abuse, or the law requires it.
- Google data is not transferred to anyone else except as needed to provide these features, to comply with the law, or as part of a merger, acquisition or sale of Nexary with your explicit prior consent.
Disconnecting and deleting
- You can disconnect Calendar or Gmail in Nexary at any time. Nexary asks Google to revoke its access and erases the stored tokens once Google confirms. If Google cannot be reached, the encrypted token is kept only so the revocation can be retried, and it is not used for anything else.
- If a calendar change you confirmed is still waiting for Google's answer, Nexary asks you to settle it before disconnecting, so it can still check what happened.
- You can also remove Nexary's access yourself at any time from your Google Account's security settings, at myaccount.google.com/permissions.
- Disconnecting does not remove events Nexary already placed on your calendar or emails already sent. To have Nexary delete the calendar and email records it keeps, ask us — see Section 8.
6. What we do with it
- Answer calls and texts, and book, reschedule and cancel appointments
- Show you your calls, customers, appointments and transcripts
- Generate summaries, coaching and analytics for your business only
- Provide the Google Calendar and Gmail features you connect
- Take payment and manage your subscription
- Keep the service secure, debug failures, and prevent abuse
- Meet legal obligations
What we do not do:
- We do not sell personal information.
- We do not share one business's data with another. Every record is scoped to the business that owns it, and the server checks that scope whenever a signed-in person asks for data.
- We do not use your callers' conversations to market to them.
- We do not share a caller's or texter's mobile phone number with any third party for that third party's own marketing or promotional purposes. It is used only to carry and reply to that conversation, as described in Section 4.
- We do not permit our AI sub-processor to train its models on your data. OpenAI's API platform does not use inputs or outputs sent through it to train or improve its models — this is their default for API and business customers, and is not something we had to opt into.
For transparency about what that does not mean: OpenAI retains API logs for up to 30 days for abuse monitoring, unless a longer period is legally required. So "not used for training" is not the same as "not stored at all." A stricter zero-retention arrangement exists but is approval-gated and we do not currently hold one.
If you text a business that uses Nexary: message frequency varies based on your conversation with that business — typically one reply per message you send. Message and data rates may apply. See Section 6 of the Terms of Service for the full SMS program details, including how to opt out.
7. How long we keep it
| Data | Retention |
|---|---|
| Account and business profile | While the account is active |
| Call and message transcripts and call records | Kept for the life of the account — see below |
| Appointments and customer records | While the account is active, then per Section 8 |
| Text-message opt-out (STOP) and consent records | Not deleted automatically, so that an opt-out keeps being honoured |
| Records of incoming text deliveries, used so one message is never acted on twice | At least 30 days. They are removed only when our operator clears them, and a record that still needs review is kept until it has been reviewed. |
| Google connection, calendar-change and sent-email records | While the account is active, then per Section 8. Tokens are erased on disconnect, as described in Section 5. |
| Subscription identifiers and status | While the account is active. Payment processors keep their own payment records under their own policies and legal obligations. |
| Server, network and error logs | Kept by our hosting and network providers for as long as their services retain them. We have not set a shorter period of our own. |
| Workspace assistant conversations | 7 to 365 days after the last message (you choose; 90 days unless you change it). After that a conversation can no longer be read, and it is deleted automatically, normally within about 15 minutes. |
| Assistant memory | 180 days after it was saved or last changed, unless you pin it; a pinned memory is kept until you unpin or forget it. Deleted automatically in the same way when it expires. |
| Images attached to the assistant | About one day if you never send one in a message; once sent, as long as its conversation. Deleting the conversation or the image deletes the stored image. |
| Data held by OpenAI (sub-processor) | Up to 30 days, for abuse monitoring, unless a longer period is legally required |
We state this plainly rather than quoting a shorter number we do not enforce. Nexary does not currently delete call transcripts automatically — they remain available to the business for as long as their account is open, because owners rely on them for coaching and for records of what was agreed on a call. A business can request deletion of specific records, or all of their data, at any time (Section 8).
If we introduce automatic deletion, this section will be updated before the behaviour changes, not after.
8. Deleting your data
In the workspace assistant you can, yourself and at any time: delete a conversation (its messages and images are removed from Nexary's database at once), forget a memory, delete an image you attached, and export your history and memory as a text file (images are listed in it, not included). A copy may remain in a database backup made before the deletion, and OpenAI may keep what it received for the period shown in Section 7.
A signed-in person can delete their own login from Settings. That removes the login; it does not delete the business or its records, and the only login a business has cannot be deleted there. To close a business and delete its records, email us from the account's email address.
Deletion is carried out by hand today. We will confirm that we received your request, tell you if anything has to be kept — for example to comply with law, resolve a dispute, or enforce our agreements — and confirm when the deletion is complete. A business with a Google connection is disconnected from Google before its records are deleted.
9. Security
- Passwords are stored only as bcrypt hashes, never in readable form. Your password travels from your browser to Nexary over an encrypted HTTPS connection when you sign up or sign in.
- Traffic between your browser and Nexary is encrypted in transit (HTTPS/TLS)
- Signed-in requests are authenticated and limited to the business and workspaces the signed-in person belongs to. Public pages, health checks, sign-up, sign-in and password reset work without a login by design, and callbacks from our phone and payment providers are verified by signature instead.
- Changing your password immediately ends sessions on all other devices
- Google access tokens are encrypted at rest under a dedicated key
- Access to production systems is limited to the operator of the service
No system is perfectly secure. If we become aware of a breach affecting your personal information we will notify you as required by applicable law.
10. Your rights
Depending on where you live you may have the right to access, correct, delete, or export your personal information, to object to or restrict processing, and to withdraw consent.
California residents (CCPA/CPRA): where those laws apply, you may request disclosure of the categories of personal information collected, request deletion, and request correction. We do not sell or share personal information for cross-context behavioural advertising. We will not discriminate against you for exercising these rights.
To exercise any right, contact nexussystems.business@gmail.com. If your information was collected because you called a business using Nexary, contact that business — they control that data.
11. Healthcare information
Nexary does not currently offer a Business Associate Agreement and is not positioned as a HIPAA-compliant service. Businesses subject to HIPAA should not configure Nexary to collect clinical information, and should seek their own compliance advice. See Section 7 of the Terms of Service.
12. Children
Nexary is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 13. A caller's age is not something we can verify; if you believe a child's information has been collected, contact the business you called, and us.
13. International
Nexary operates in the United States and data is processed there. We do not currently offer service outside the US.
14. Changes
We will post updates here and change the date at the top. For material changes we will notify business owners by email or in the dashboard.
15. Contact
Oliver Song, doing business as Nexary (sole proprietor)
nexussystems.business@gmail.com