Privacy Policy
Last updated: July 7, 2026 · Version: 1.1 · Governed by BC PIPA and Canadian federal PIPEDA
Section 01: Who We Are
DIAGAXIS operates under Scale Your Biz Online, registered in British Columbia, Canada. The organization delivers an AI-operated business infrastructure called the Customer Journey Operating System to service businesses across multiple sectors.
The platform uses AI-First architecture. Lead qualification, diagnostic conversations, and client conversion are often handled autonomously by the Voice AI agent Ana. This policy governs all data processed within that system.
Data Controller: Scale Your Biz Online (operating as DIAGAXIS)
Section 02: What Information We Collect
Information comes through two channels: directly from users and automatically through platform interactions.
Information You Provide
| Data Type | Examples | When Collected |
|---|---|---|
| Contact information | Name, email address, phone number | Form submission, lead capture |
| Business information | Business name, niche, revenue range, team size | Qualification conversation with Ana |
| Conversation data | Voice transcripts, chat responses, diagnostic answers | AI-led qualification and close conversations |
| Subscription data | Plan type, billing cycle, onboarding status | At subscription and during service delivery |
Information Collected Automatically
- Page interaction data (visit timestamps, referral source) via the website
- Call metadata (call duration, routing outcome) from voice interactions with Ana (calls are not recorded for marketing purposes)
- CRM event data within GoHighLevel (GHL), including contact tags, pipeline stage, and automation triggers
Section 03: How We Use Your Information
Personal information is used only for the purposes for which it was collected. Data is not used for purposes incompatible with the original reason it was shared.
Service delivery: Lead qualification, conversation routing, subscription configuration, and onboarding.
AI operation: Conversation data enables Ana to complete diagnostic and close interactions. Ana does not retain memory between separate sessions.
System improvement: Anonymized conversation patterns are reviewed to recalibrate Ana's confidence thresholds on a 60-day cycle. Individual conversations are not used for AI training by third-party providers without explicit consent.
Communication: Onboarding instructions, service updates, and operational notices are sent. Unsolicited marketing is not sent to leads who did not convert.
Legal compliance: Meeting obligations under BC PIPA and Canadian federal PIPEDA, and responding to lawful requests from authorities where required.
Section 04: AI Processing & Ana
Ana is an autonomous Voice AI agent. When you interact with Ana, your responses are processed in real time to determine qualification signals, avatar classification, and routing decisions through automated processing.
Ana is not human. Every interaction with Ana involves an AI system. This is disclosed in Terms of Use and within the interaction itself. Ana's nature is never misrepresented.
Voice conversations may be transcribed for routing and service delivery purposes. Transcripts are stored within the GHL environment and are not shared externally except as described in Section 05.
Certain signals — including those indicating grief, acute distress, or clinical urgency in healthcare niches — trigger immediate exit from automated processing. These conversations are not continued by Ana.
Section 05: Who We Share Data With
Personal information is not sold, rented, or traded. Data is shared only with service providers necessary to operate the platform.
| Provider | Role | Data Shared |
|---|---|---|
| GoHighLevel (GHL) | CRM, automation, and communication infrastructure | Contact records, conversation data, pipeline events |
| Voice AI provider (ThinkRR / Vapi) | Voice conversation processing for Ana | Call audio and transcripts during active sessions |
| Anthropic (Claude) | AI architecture and session logic (internal operations only) | No client personal data transmitted |
| Legal or regulatory authorities | Compliance with lawful orders | Only when legally required and to the minimum extent necessary |
All service providers are contractually bound to process data only for specified purposes and to maintain appropriate security standards.
Section 06: Data Retention
Personal information is retained only as long as necessary to deliver the service or meet legal obligations.
Active subscribers: Data is retained for the subscription duration plus 12 months after cancellation, to support re-engagement and dispute resolution.
Leads who did not convert: Contact and conversation data is retained for 90 days, then deleted or anonymized unless the lead re-enters the system.
Voice transcripts: Retained for 60 days in line with Ana's recalibration cycle, then deleted unless there is an active service or legal reason to retain them.
Billing records: Retained for 7 years in accordance with Canadian tax and accounting requirements.
Section 07: Your Rights
Under BC PIPA and Canadian federal PIPEDA, you have the right to:
- Access the personal information held about you
- Correct inaccurate or incomplete information
- Withdraw consent for processing where consent is the legal basis (note: withdrawal may affect service delivery ability)
- Request deletion of your data, subject to legal retention requirements
- Complain to the Office of the Information and Privacy Commissioner for BC if your rights have been violated
To exercise any of these rights, please contact us via the chat widget on our website. Responses will be provided within 30 days.
Section 08: Security
Appropriate technical and organizational measures protect personal information against unauthorized access, disclosure, alteration, or destruction. These include access controls, encrypted data transmission, and restricted internal access to contact records.
No system is infallible. In the event of a data breach that poses a real risk of significant harm, affected individuals and the relevant authority will be notified as required by law.
Section 09: SMS & Messaging Data
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Section 10: Browser Storage & Third-Party Widgets
Based on an inspection of our current project code, this website does not directly set first-party cookies and contains no advertising or behavioural analytics code.
Local browser storage: We use first-party local browser storage to preserve diagnostic tool submissions and history (e.g., Business Vitals, Decision Log) so your data remains available on your device. This data remains until cleared by you or removed by the application.
Website chat widget: We embed a third-party chat widget (LeadConnector) to support live chat and contact functionality. Storage details for this widget are controlled by the provider's configuration.
Section 11: Changes to This Policy
This Privacy Policy may be updated from time to time. Changes will be posted with an updated effective date. For active subscribers, material changes will be communicated by email with a minimum of 14 days notice before taking effect.
Continued platform use following any update constitutes acceptance of the revised policy.
Section 12: Contact & Complaints
For privacy inquiries, rights exercises, or concerns:
Scale Your Biz Online (operating as DIAGAXIS)
British Columbia, Canada
Via the chat widget on our website
If unsatisfied with the response, you may file a complaint with the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.