Privacy Policy - VoiceAI Pro
Effective Date: August 8, 2025
Last Updated: August 8, 2025
Last Updated: August 8, 2025
Introduction
VoiceAI Pro (“we,” “our,” or “us”) is committed to protecting the privacy and security of
your personal information. This Privacy Policy explains how we collect, use, disclose,
and safeguard your information when you use our voice AI services, website, and
related applications (collectively, the “Services”).
By using our Services, you consent to the data practices described in this Privacy
Policy.
Information We Collect
Personal Information
We collect personal information that you voluntarily provide to us when you:
- Register for an account or request information about our Services
- Use our voice AI agents for business communications
- Contact us for customer support or inquiries
- Participate in surveys, promotions, or feedback requests
Types of Personal Information:
- Contact information (name, email address, phone number, business address)
- Account credentials (username, password, security questions)
- Business information (company name, industry, role, business needs)
- Payment information (billing address, payment method details)
- Communication preferences and marketing opt-ins
Voice Data and Conversation Information
Our Services involve processing voice communications and conversations:
- Voice recordings of interactions with our AI agents
- Conversation transcripts generated from voice interactions
- Call metadata (date, time, duration, phone numbers, call quality metrics)
- Communication content shared during voice interactions
Automatically Collected Information
We automatically collect certain information when you use our Services:
- Usage data (features used, time spent, interaction patterns)
- Device information (IP address, browser type, operating system, device identifiers)
- Log information (access times, pages viewed, errors encountered)
- Performance metrics (response times, system performance, error rates)
Third-Party Integration Data
When you connect our Services with third-party platforms:
- CRM data synchronized from connected customer management systems
- Calendar information for appointment scheduling and management
- Business system data necessary for service integration and functionality
How We Use Your Information
Primary Service Delivery
- Provide voice AI services including lead generation, customer support, and receptionist functions
- Process and analyze voice communications to deliver accurate, helpful responses
- Manage your account and provide access to service features and functionality
- Process payments and maintain billing records for your service usage
Service Improvement and Optimization
- Improve AI performance through conversation analysis and machine learning
- Enhance service quality by monitoring interaction success rates and customer satisfaction
- Develop new features based on usage patterns and customer feedback
- Optimize system performance and reliability through technical analysis
Communication and Support
- Provide customer support and respond to your inquiries and service requests
- Send service notifications about account status, system updates, and service changes
- Deliver educational content including best practices, tips, and feature updates
- Conduct surveys and research to improve our Services and customer experience
Legal and Business Operations
- Comply with legal obligations and respond to lawful requests from authorities
- Protect our rights and interests including fraud prevention and security monitoring
- Enforce our terms of service and maintain the security and integrity of our Services
Information Sharing and Disclosure
We Do Not Sell Personal Information
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
Service Providers and Business Partners
We may share information with trusted third-party service providers who assist us in:
- Cloud infrastructure and hosting services for secure data storage and processing
- Payment processing to handle billing and subscription management
- Customer support tools to provide efficient help and service resolution
- Analytics and monitoring services to maintain system performance and security
Service Providers and Business Partners
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to the same privacy protections.
Legal Requirements
We may disclose information when required by law or to:
- Comply with legal process including subpoenas, court orders, and regulatory requests
- Protect rights and safety of our customers, employees, or the public
- Prevent fraud or abuse of our Services and maintain system security
- Enforce our agreements and terms of service
Data Security and Protection
Security Measures
We implement comprehensive security measures to protect your information:
- Encryption in transit and at rest using industry-standard protocols
- Access controls limiting employee access to personal information on a need-to-know basis
- Regular security assessments including penetration testing and vulnerability scanning
- Secure development practices with code reviews and security testing
- SOC 2 Type II certification demonstrating our commitment to security controls
Voice Data Protection
Special protections for voice communications:
- Real-time encryption of all voice communications during transmission
- Secure storage with encrypted voice recordings and transcripts
- Access logging tracking all access to voice data with audit trails
- Retention controls automatically deleting voice data according to specified schedules
Data Breach Response
In the unlikely event of a data breach affecting personal information:
- Immediate investigation to assess scope and contain the breach
- Prompt notification to affected customers and regulatory authorities as required
- Remediation efforts to address vulnerabilities and prevent future incidents
- Ongoing monitoring to ensure continued security of your information
Your Privacy Rights and Choices
Access and Control
You have the right to:
- Access your personal information and receive a copy of data we maintain about you
- Correct inaccurate information by updating your account or contacting our support team
- Delete your information subject to legal retention requirements and active service agreements
- Export your data in a portable format for transfer to other services
Communication Preferences
You can control communications from us:
- Marketing emails can be opted out using unsubscribe links in each message
- Service notifications are required for account security and service delivery
- Communication preferences can be updated in your account settings
Voice Data Management
Specific controls for voice communications:
- Recording preferences to enable or disable conversation recording
- Retention settings to control how long voice data is stored
- Access permissions to control who can access voice recordings and transcripts
- Deletion requests to remove specific voice recordings or conversation data
Data Retention
Personal Information
We retain personal information for as long as necessary to:
- Provide Services to your account and fulfill business purposes
- Comply with legal obligations and resolve disputes
- Maintain security and prevent fraud or abuse
Typical retention periods:
- Account information – Duration of active account plus 3 years after closure
- Payment records – 7 years for tax and legal compliance
- Support communications – 3 years for service quality and training purposes
Voice Data Retention
Voice recordings and conversation data retention:
- Default retention – 12 months from conversation date
- Custom retention settings – Available in Professional and Enterprise plans
- Legal hold – Extended retention when required for legal or regulatory purposes
- Automatic deletion – Systematic deletion of voice data according to retention policies
International Data Transfers
Global Service Delivery
Our Services may involve transferring information across international borders:
- Primary data centers located in the United States with SOC 2 certified security
- International customers served through secure cloud infrastructure with data residency options
- Transfer mechanisms using appropriate legal frameworks including Standard Contractual Clauses
European Union Users
For users in the European Union:
- GDPR compliance with appropriate legal basis for data processing
- Data protection rights including access, rectification, erasure, and portability
- EU representative available for data protection inquiries and requests
Children's Privacy
Our Services are not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have collected information from a child under 18, we will delete that information promptly.
Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or applicable laws. We will:
- Provide notice of material changes through email or prominent website notice
- Update the effective date at the top of this Privacy Policy
- Maintain previous versions available upon request for reference Continued use of our Services after changes constitutes acceptance of the updated Privacy Policy.
Contact Information
Privacy Questions and Requests
For questions about this Privacy Policy or to exercise your privacy rights: Email: [email protected]
Data Protection Officer
Email: [email protected]
Response time: We will respond to privacy requests within 30 days
This Privacy Policy was last updated on August 8, 2025. Please review it periodically for any changes.