Privacy Policy

1. Information We Collect

Depending on how the Services are used, we may collect the following categories of information.

Account Information

We may collect:

• name;
• email address;
• company information;
• login credentials;
• account preferences;
• country or market information.

Billing Information

Payment information may be collected and processed by third-party payment processors.

VoxiOmni may receive information such as:

• payment status;
• billing address;
• card type;
• last four digits;
• transaction identifiers.

We generally do not store complete payment-card numbers.

Telecommunications Information

When calls are made or received through VoxiOmni, we may process:

• caller and called telephone numbers;
• call identifiers;
• call date and time;
• call duration;
• call status;
• routing information;
• telecommunications metadata.

Voice Recordings and Transcripts

Where enabled by the customer, we may process:

• call audio;
• transcripts;
• speaker turns;
• generated summaries;
• sentiment indicators;
• call outcomes;
• topics;
• extracted information;
• follow-up actions.

AI Conversation Data

We may process text, audio, prompts, instructions, tool calls, and related information necessary to provide AI-agent functionality.

Knowledge Base Content

Customers may upload:

• documents;
• FAQs;
• business information;
• policies;
• product information;
• other reference materials.

Integration Data

When customers connect external systems, we may process information exchanged through APIs or configured tools.

This may include data returned from customer-authorized systems.

Technical Information

We may collect:

• IP address;
• browser type;
• device information;
• operating system;
• session information;
• security logs;
• diagnostic data;
• approximate geographic region.

Website Usage

We may collect information about how visitors interact with our website, including page views, navigation, clicks, and similar usage information.

2. How We Use Information

We may use information to:

• create and manage accounts;
• provide AI voice-agent services;
• route and process calls;
• provide recordings and transcripts;
• retrieve knowledge;
• execute customer-configured tools;
• process payments;
• calculate usage;
• provide customer support;
• improve reliability and security;
• detect fraud or abuse;
• troubleshoot technical issues;
• comply with legal obligations;
• communicate service-related information.

3. Customer-Controlled Processing

Customers determine how their VoxiOmni agents are configured and what information agents may collect from callers.

In many circumstances, VoxiOmni processes caller information on behalf of our business customers.

In those situations, the customer may act as the data controller or business, and VoxiOmni may act as a processor or service provider.

Questions regarding a specific business’s use of your information should generally be directed to that business.

4. Artificial Intelligence Providers

VoxiOmni may use third-party artificial intelligence providers to process audio, text, or related information.

Information shared with those providers is limited to what is reasonably necessary to deliver the configured Service.

We select providers based in part on technical, security, privacy, and contractual considerations.

5. Telecommunications Providers

We may share necessary information with telecommunications providers to:

• provision telephone numbers;
• route calls;
• connect SIP or telephone services;
• maintain call quality;
• prevent fraud.

6. Cloud and Infrastructure Providers

We may use cloud, storage, database, search, monitoring, security, and infrastructure providers to operate the Services.

7. Payment Processors

Payments may be processed by third-party payment providers.

Their collection and handling of payment information may be governed by their own privacy policies.

8. Legal Disclosure

We may disclose information when reasonably necessary to:

• comply with law;
• respond to lawful government requests;
• protect VoxiOmni or our customers;
• investigate fraud or abuse;
• enforce our agreements;
• protect personal safety.

9. Business Transfers

If VoxiOmni is involved in a merger, acquisition, financing, sale of assets, or similar transaction, information may be transferred as part of that transaction subject to applicable law.

10. Sale of Personal Information

VoxiOmni does not sell personal information to advertisers.

We do not provide customer conversations to advertisers for advertising purposes.

11. Data Retention

We retain information for as long as reasonably necessary to:

• provide the Services;
• maintain customer accounts;
• comply with legal obligations;
• resolve disputes;
• enforce agreements;
• prevent fraud;
• maintain security.

Retention periods may vary by data type and customer configuration.

Customers may configure certain retention settings, including recording retention, where supported.

12. Call Recordings

Customers may enable or disable recording and may configure retention periods where available.

Customers are responsible for complying with applicable recording-consent laws.

VoxiOmni does not determine whether a customer is legally permitted to record a specific call.

13. International Data Transfers

VoxiOmni and its service providers may process information in the United States and other countries.

Where required, we use legally recognized mechanisms for international transfers of personal data.

14. Security

We use technical and organizational measures designed to protect information from:

• unauthorized access;
• disclosure;
• alteration;
• loss;
• destruction.

No system can guarantee absolute security.

15. Your Privacy Rights

Depending on your location, you may have rights regarding your personal information, including rights to:

• access;
• correction;
• deletion;
• portability;
• restriction;
• objection;
• withdraw consent where processing is based on consent.

You may submit requests to:

privacy@voxiomni.com

We may need to verify your identity before processing a request.

16. California Privacy Rights

California residents may have rights under applicable California privacy laws, including rights to:

• know what personal information is collected;
• request access;
• request deletion;
• request correction;
• opt out of certain sharing or selling where applicable;
• receive equal service regardless of exercising privacy rights.

VoxiOmni does not sell personal information in the traditional sense.

17. European Economic Area, United Kingdom, and Similar Jurisdictions

Where GDPR or similar laws apply, our legal bases for processing may include:

• performance of a contract;
• legitimate interests;
• legal obligations;
• consent.

Individuals may also have the right to lodge a complaint with their local data-protection authority.

18. Children

The Services are intended for businesses and adults.

VoxiOmni does not knowingly offer accounts directly to children under 18.

If we become aware that personal information has been collected from a child contrary to applicable law, we will take appropriate steps.

19. Cookies and Similar Technologies

Our website may use cookies, local storage, analytics technologies, and similar technologies to:

• maintain sessions;
• remember preferences;
• understand usage;
• improve the website;
• maintain security.

Where legally required, consent will be requested before using non-essential cookies.

20. Third-Party Links

Our website or Services may link to third-party websites.

We are not responsible for the privacy practices of third parties.

21. Changes to This Policy

We may update this Privacy Policy from time to time.

The updated version will include a revised effective date.

Material changes may also be communicated through the website, platform, or email.

22. Contact Us

For privacy questions or requests:

VoxiOmni LLC
Delaware, United States

Email: privacy@voxiomni.com