This Privacy Policy explains how DIAGAXIS (a trade name of Scale Your Biz Online, registered in British Columbia, Canada) collects, uses, stores, and protects personal information. It applies to all interactions with our platform, including contact through our website, conversations with our AI agent Ana, and subscription to our services.
Who We Are
DIAGAXIS is operated by Scale Your Biz Online, a business registered in British Columbia, Canada. We deliver an AI-operated business infrastructure — the R6 Customer Journey Operating System — to service businesses across multiple niches.
Our platform is AI-First by architecture. Lead qualification, diagnostic conversations, and in many cases, client conversion, are handled autonomously by our Voice AI agent, Ana. This Privacy Policy governs all data processed within that system.
Data Controller: Scale Your Biz Online (operating as DIAGAXIS) · [email protected]
What Information We Collect
We collect information in two ways: directly from you, 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 our website.
- —Call metadata (call duration, routing outcome) from voice interactions with Ana. We do not record calls for marketing purposes.
- —CRM event data within GoHighLevel (GHL), our platform infrastructure provider, including contact tags, pipeline stage, and automation triggers.
How We Use Your Information
We use personal information only for the purposes for which it was collected. We do not use data for purposes incompatible with the original reason it was shared.
- —Service delivery. To qualify leads, route conversations, configure your subscription product, and deliver onboarding.
- —AI operation. Conversation data is used by 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. No individual conversation is used for AI training by third-party providers without explicit consent.
- —Communication. To send onboarding instructions, service updates, and operational notices. We do not send unsolicited marketing to leads who did not convert.
- —Legal compliance. To meet obligations under BC PIPA and Canadian federal PIPEDA, and to respond to lawful requests from authorities where required.
AI Processing & Ana
Ana is our 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. This processing is automated.
Ana is not human. Every interaction with Ana is with an AI system. This is disclosed in our Terms of Use and, where applicable, within the interaction itself. We do not misrepresent Ana's nature at any point in the system.
Voice conversations may be transcribed for routing and service delivery purposes. Transcripts are stored within our 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 an immediate exit from automated processing. These conversations are not continued by Ana.
Who We Share Data With
We do not sell, rent, or trade personal information. We share data only with the 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 the purposes we specify and to maintain appropriate security standards.
Data Retention
We retain personal information only for as long as necessary to deliver the service or meet legal obligations.
- —Active subscribers: Data is retained for the duration of the subscription 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.
Your Rights
Under BC PIPA and Canadian federal PIPEDA, you have the right to:
- —Access the personal information we hold about you.
- —Correct inaccurate or incomplete information.
- —Withdraw consent for processing where consent is the legal basis. Note: withdrawal may affect our ability to continue delivering services.
- —Request deletion of your data, subject to legal retention requirements.
- —Complain to the Office of the Information and Privacy Commissioner for BC if you believe your rights have been violated.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
Security
We implement appropriate technical and organizational measures to 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, we will notify affected individuals and the relevant authority as required by law.
Cookies & Tracking
Our website uses minimal tracking. We do not run third-party advertising trackers or retargeting pixels. If we use analytics tools, they are configured to anonymize IP addresses and not share data with advertising networks.
We do not use data collected on our platform to build advertising profiles or to enable targeting by third parties. Data collected by DIAGAXIS stays within the DIAGAXIS service environment.
Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page 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 use of our platform following any update constitutes acceptance of the revised policy.
Contact & Complaints
For any questions about this Privacy Policy, to exercise your rights, or to report a concern about how your data has been handled:
If you are not satisfied with our response, you have the right to file a complaint with the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.
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