Privacy Policy

1. Who We Are

VocalAI (“we”, “us”, or “our”) provides an AI-powered voice receptionist platform that handles inbound phone calls on behalf of businesses (“Clients”). When a caller reaches a phone number managed by VocalAI, they interact with our AI agent. This Privacy Policy explains how we collect, use, store, and protect information relating to those interactions and to our Clients.

2. Information We Collect

2.1 From Callers

When someone calls a number managed by VocalAI, we may collect:

• Phone number (caller ID)
• Audio of the call and a text transcript of the conversation
• Name, email address, and other information the caller voluntarily provides during the call
• Appointment details if the caller books a service
• Call duration, date, and time

2.2 From Clients (Businesses)

When a business signs up to use VocalAI, we collect:

• Business name, owner name, and contact details
• Email address and phone number
• Google Calendar access tokens (when calendar integration is enabled)
• Business information provided to configure the AI agent (industry, services, availability)
• Billing and payment information (processed by our payment provider)

2.3 Automatically Collected

• Log data (IP addresses, browser type, pages visited)
• Portal usage data (login times, features accessed)

3. How We Use Your Information

We use collected information to:

• Operate and deliver the VocalAI service (answering calls, booking appointments, capturing leads)
• Provide Clients with call logs, transcripts, and analytics in their portal
• Improve AI response quality and accuracy
• Send service-related communications (booking confirmations, notifications)
• Detect and prevent fraud or abuse
• Comply with legal obligations

We do not sell caller or client data to third parties. We do not use caller data for advertising purposes.

4. Call Recording and AI Processing

All calls handled by VocalAI are processed by our AI systems. Calls may be transcribed and analyzed to generate summaries, detect leads, and enable appointment booking. Businesses using VocalAI are responsible for ensuring callers are informed that their call may be recorded or handled by an AI system, in accordance with applicable laws in their jurisdiction.

Call transcripts and summaries are stored securely and made available to the relevant Client in their dashboard. Transcripts are retained for a limited period and may be automatically deleted after a defined retention window.

5. Third-Party Services

VocalAI integrates with the following third-party services to deliver our platform. Each has its own privacy policy:

• Twilio — telephone infrastructure and call routing
• Anthropic — AI language model powering our voice agent
• Google Calendar — appointment scheduling integration (only when authorized by the Client)
• Supabase — database and authentication infrastructure
• Vercel — application hosting
• Resend — transactional email delivery

We share only the minimum data necessary for each service to function.

6. Data Retention

We retain data for as long as necessary to provide the service and meet our legal obligations:

• Call transcripts: retained for the duration of the Client’s active subscription and deleted within 90 days of account closure
• Lead and booking records: retained for the duration of the Client’s active subscription
• Client account data: retained until account deletion is requested
• Google Calendar tokens: deleted immediately upon disconnection by the Client

7. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS), encrypted storage, access controls, and regular security reviews. However, no system is completely secure. We cannot guarantee absolute security of your information.

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Withdraw consent where processing is based on consent
• Lodge a complaint with a supervisory authority

To exercise any of these rights, contact us at privacy@thevocalai.com. We will respond within 30 days.

9. Cookies

Our website and portal use cookies and similar technologies for authentication and session management. We do not use tracking or advertising cookies. You can disable cookies in your browser settings, though this may affect portal functionality.

10. Children’s Privacy

VocalAI is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal information, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify Clients of material changes via email or a notice in their portal. Continued use of the service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact: