Intake handles sensitive information. We treat it that way.
Floxo is built for conversations that include injuries, family details, immigration status, and other sensitive matters. Encryption, access control, consent, and human oversight are part of the design, not an afterthought.
How we think about intake data
Four rules shape every configuration.
Collect what intake needs
Floxo asks the questions your firm needs to qualify and book. It is not designed to collect more than that.
Keep a human in the loop
Every conversation has a transcript and can be reviewed. Your team can take over a live thread at any point.
Be transparent with callers
Callers are told they are speaking with the firm's virtual assistant, and recording or AI disclosures are included where required.
Give your firm control
You approve scripts, consent language, retention windows, access, and what data syncs to which system.
What is in place
Configured per firm, reviewed with your team, and documented before launch.
Encryption
Traffic is encrypted in transit. Stored call, message, and transcript data is encrypted at rest.
Access control
Role-based access limits who can view conversations, recordings, and client records.
Audit trail
Account and record activity is logged so changes and access can be reviewed.
Retention settings
Conversation, transcript, and recording retention windows are configured to your firm's policy.
Deletion requests
Records can be removed on request, subject to your firm's retention obligations.
No shared-model training
Client conversations and data are not used to train shared or third-party models.
What happens to a conversation
A simple path, with your firm's settings applied at every step.
Answered
The call or message is handled by Floxo using your scripts and routing.
Processed
The conversation is transcribed, the matter is qualified, and the record is structured.
Stored
Data is stored with encryption, access controls, and your retention settings.
Synced
Approved fields are written to your CRM or case management system and nowhere else.
What we do not claim
Floxo is a tool that supports your intake process. It does not make your firm compliant by itself, and it does not give legal advice. Rules on AI disclosure, call recording, consent, and data retention vary by jurisdiction and practice area. Your firm, with counsel, remains responsible for approving scripts, disclosures, retention settings, and how the system is used.
We will document the configuration and answer reasonable security questions during onboarding. If your firm needs a specific certification or contractual term, raise it before launch so we can confirm what is possible.
Security questions
Is Floxo a substitute for our compliance process?
No. Floxo is a tool that supports intake. Your firm remains responsible for its ethical and legal obligations, including how it discloses AI use, records calls, handles consent, and stores client data. Your firm and counsel should approve the scripts and settings.
Do you train AI models on our client conversations?
No. Client conversations and intake data are not used to train shared or third-party models. Processing is limited to operating the service for your firm.
Can we control retention and deletion?
Yes. Retention windows are configured to your firm's policy, and records can be deleted on request, subject to your retention obligations.
Where is data stored?
Data is stored with reputable cloud infrastructure providers under encryption and access controls. Specific regions and subprocessors are confirmed during onboarding.
How are callers told they are speaking to AI?
The greeting identifies Floxo as the firm's virtual intake assistant, and recording or AI disclosures are included where required. Your firm approves the exact language.
Can we audit what Floxo said?
Yes. Transcripts and recordings, where permitted, are available in the dashboard so your team can review any conversation.
Bring your security questions
Book a 15-minute demo. We will walk through data flow, retention, access, and the configuration your firm would use.
Book a 15-min demo