Privacy Policy

This Privacy Policy explains how VoxVanta ("VoxVanta", "Company", "we", "us", or "our") collects, uses, discloses, and protects personal data when individuals interact with our websites, products, and services.

It is intended for business customers, their authorized users, call participants, website visitors, and any other individuals whose personal data is processed through VoxVanta's AI receptionist and related services.

By accessing or using our websites or services, or by otherwise providing personal data to us, you acknowledge that you have read and understood this Privacy Policy and agree to its terms, subject to applicable law.

This Privacy Policy applies to personal data we process in connection with:

• Our websites and landing pages (collectively, the "Site").
• Our AI voice receptionist, call automation, and related software-as-a-service offerings (the "Services").
• Communication and support channels, including email, chat, phone, messaging apps, and social media.
• Sales, marketing, and offline interactions where we collect personal data in the context of offering or supporting the Services.

If you are a business customer using VoxVanta for your own end users and callers, you typically act as the "data fiduciary" / "data controller" for the personal data you decide to process through the Services, and VoxVanta acts as your "data processor" / "data processor" under applicable data protection laws.

For Site visitors and certain marketing activities, VoxVanta may act as an independent data fiduciary/controller.

VoxVanta is intended to be operated in compliance with applicable Indian laws and, where relevant, other data protection regimes such as the EU/UK General Data Protection Regulation (GDPR) when they apply to specific data subjects.

Depending on your location and the context of processing, we may rely on one or more of the following legal bases (or equivalent concepts) for processing personal data:

• Performance of a contract (e.g., to provide the Services to our customers).
• Compliance with legal obligations (e.g., to maintain records, respond to lawful requests).
• Legitimate interests (e.g., securing and improving the Services, preventing fraud, understanding usage).
• Consent (e.g., for certain marketing activities, cookies, or call recording/transcription where required).

VoxVanta may use personal data for the following purposes, depending on the context:

• Providing and operating the Services: establishing and maintaining accounts, routing and handling calls, generating AI responses, booking appointments, sending notifications, and providing dashboards and analytics.
• Improving and securing the Services: monitoring performance, troubleshooting, error and incident response, capacity planning, quality assurance, and feature development.
• Customer support and communications: responding to enquiries, providing onboarding, investigating issues, and sending service-related communications.
• Billing and account management: processing payments, invoicing, handling subscription changes, and collecting amounts owed.
• Marketing and business development: sending information about new features or offerings, conducting campaigns, and measuring the effectiveness of our marketing to business contacts, as permitted by law.
• Compliance, risk, and legal: preventing fraud and misuse, enforcing agreements, complying with legal obligations, and responding to lawful requests and legal process.

Where required by law, certain uses (such as marketing emails or specific cookie categories) will rely on your consent, and you may withdraw that consent at any time through available settings or opt-out mechanisms.

VoxVanta uses AI and machine learning technologies to recognize speech, generate responses, classify intents, summarize calls, and power other features of the Services.

Depending on your configuration and applicable law, VoxVanta may use call transcripts and interaction data to:

• Improve accuracy, latency, and reliability of the Services.
• Detect abuse, spam, or anomalous behavior.
• Develop and test new features and models.

Where external AI providers or large language models are used, VoxVanta will contractually limit their use of personal data to providing the requested services and will not permit them to use customer data to train their own generalized models, where such controls are available from the provider.

Customers may request additional restrictions on data used for training where supported, which may impact performance or functionality.

VoxVanta does not sell personal data in the ordinary sense of the word.

We may share personal data with the following categories of recipients, as appropriate and subject to contractual and legal safeguards:

• Service providers and subprocessors: cloud infrastructure, telecommunication carriers, AI inference providers, analytics tools, CRM/communication platforms, payment processors, and other vendors that support the Services.
• Business customers: when processing data on behalf of a customer, we may share call data, logs, and analytics back to that customer and its authorized users.
• Affiliates and group companies: where necessary for internal administration, support, or to provide the Services.
• Professional advisers: auditors, lawyers, or consultants under appropriate confidentiality obligations.
• Legal and regulatory authorities: where required by law, regulation, legal process, or to protect the rights, property, or safety of VoxVanta, our customers, or others.
• Business transfers: in the context of a merger, acquisition, financing, or sale of all or part of our business, subject to appropriate confidentiality and data protection safeguards.

Depending on the location of our customers, service providers, and infrastructure, personal data may be transferred to and processed in countries other than the one in which it was originally collected, including countries that may have different data protection laws.

Where required, VoxVanta will implement appropriate safeguards for such transfers, such as contractual protections, technical measures, and reliance on lawful transfer mechanisms provided under applicable law (e.g., standard contractual clauses or equivalent).

VoxVanta retains personal data for as long as necessary to fulfil the purposes described in this Privacy Policy, including providing the Services, meeting legal, accounting, or reporting obligations, resolving disputes, and enforcing agreements.

Retention periods may differ for various categories of data (for example, configuration data versus call recordings), and may be configurable by business customers within product limits and legal requirements.

Where data is no longer required, VoxVanta will take reasonable steps to delete, anonymize, or securely store it in a way that is no longer associated with identified individuals.

VoxVanta uses reasonable and appropriate technical and organizational measures to help protect personal data against unauthorized access, disclosure, alteration, and destruction.

Such measures may include encryption in transit and at rest where appropriate, access controls, logging and monitoring, secure development and deployment practices, and periodic security reviews.

No system is perfectly secure, and VoxVanta cannot guarantee absolute security; however, efforts are made to reduce risks and respond promptly to identified issues.

Depending on your jurisdiction and the role in which your data is processed, you may have rights under applicable data protection laws, which can include:

• The right to access personal data held about you.
• The right to request correction of inaccurate or incomplete data.
• The right to request deletion of personal data in certain circumstances.
• The right to object to or restrict specific types of processing.
• The right to data portability for certain data you provided in a structured, commonly used, and machine-readable format.
• The right to withdraw consent where processing is based on consent.

If VoxVanta processes your data on behalf of a business customer, requests to exercise rights may need to be directed to that business, which acts as the primary data fiduciary/controller; VoxVanta will support the customer in responding to such requests where required by law or contract.

VoxVanta may use cookies and similar technologies on the Site for purposes such as remembering user preferences, enabling core functionality, analyzing traffic and usage patterns, and supporting marketing and personalization activities.

Where required by law, you will be presented with options to accept, reject, or configure certain categories of cookies, and you may modify your browser settings to manage cookies (though some features may not function properly if certain cookies are disabled).

The Site and Services are intended for use by businesses and adults, not children.

VoxVanta does not knowingly collect personal data from individuals under the age of 18, and such individuals should not use the Site or Services or provide personal data to VoxVanta.

If you believe a child has provided personal data to VoxVanta, you may contact us so that appropriate steps can be taken to delete the data as required by law.

VoxVanta may update this Privacy Policy from time to time to reflect changes in technology, legal requirements, or our business practices.

When changes are made, the "Last updated" date at the top of the policy will be revised, and material changes may be communicated through the Site, within the Services, or by other appropriate means.

Your continued use of the Site or Services after the effective date of an updated policy indicates acceptance of the revised policy, to the extent permitted by law.

For privacy inquiries or to exercise your rights: hello@voxvanta.com

For general support: support@voxvanta.com