1. Introduction
VoiceCentra LLC ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use VoiceCentra.
2. Information We Collect
Account Information
- Name, business name, email address, phone number.
- Billing information (processed by our payment processor; we do not store full card numbers).
- Subscription plan and usage data.
Call Data
- Inbound caller phone numbers and call metadata (date, time, duration).
- Call recordings and transcripts generated by the AI.
- Appointment details and caller intent captured during calls.
Technical Data
- IP address, browser type, device information.
- Log data and usage analytics.
- Cookies and similar tracking technologies.
3. How We Use Your Information
- Deliver, operate, and improve the Service.
- Process payments and manage your subscription.
- Train and improve AI models (using de-identified or aggregated data).
- Send transactional emails, service notifications, and support responses.
- Comply with legal obligations and enforce our Terms.
- Detect and prevent fraud, abuse, or security incidents.
4. Call Recording & AI Processing
Call recordings and transcripts are processed by our AI infrastructure.
- Recordings are stored for up to 90 days by default (configurable in your account).
- You are responsible for obtaining caller consent where required by law.
- We process call audio solely to provide the Service and improve AI accuracy.
- We do not sell call recordings or transcripts to third parties.
5. Sharing of Information
We do not sell your personal information. We may share data with:
- Service providers (cloud hosting, payment processors, analytics) bound by data processing agreements.
- Law enforcement or government authorities when required by law.
- Successor entities in the event of a merger, acquisition, or asset sale.
6. Cookies & Tracking
We use cookies and similar technologies to:
- Maintain your session and authentication state.
- Analyze usage patterns and improve the platform.
- Deliver relevant content and remember your preferences.
You may disable cookies in your browser settings; some features may not function correctly if you do.
7. Data Retention
- Account data is retained for the duration of your subscription plus 2 years.
- Call recordings: 90 days by default; adjustable per account settings.
- Billing records: 7 years (tax and legal compliance).
- Upon account deletion, personal data is purged within 30 days (except legally required records).
8. Security
We implement industry-standard safeguards including:
- TLS encryption for data in transit.
- AES-256 encryption for data at rest.
- Access controls, audit logs, and role-based permissions.
- Regular security assessments and vulnerability scanning.
No method of transmission or storage is 100% secure. In the event of a breach affecting your data, we will notify you as required by applicable law.
9. Your Rights
Depending on your jurisdiction, you may have rights to:
- Access, correct, or delete your personal data.
- Object to or restrict processing of your data.
- Data portability — receive your data in a structured, machine-readable format.
- Withdraw consent at any time (where processing is consent-based).
To exercise your rights, contact us at legal@voicecentra.ai. We will respond within 30 days.
10. CCPA (California Residents)
California residents have additional rights under the CCPA, including the right to know, delete, and opt-out of sale of personal information. We do not sell personal information. To submit a CCPA request, contact us at legal@voicecentra.ai.
11. GDPR (EEA/UK Residents)
If you are in the European Economic Area or the United Kingdom, VoiceCentra LLC is the data controller. Our legal basis for processing is contract performance, legitimate interests, and consent. You have the right to lodge a complaint with your local supervisory authority.
12. Children's Privacy
The Service is not directed to individuals under 18. We do not knowingly collect personal information from minors. If we become aware we have collected such data, we will delete it promptly.
13. Third-Party Links
The Service may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.
14. Changes to This Policy
VoiceCentra LLC reserves the right to modify, update, or replace this Privacy Policy — in whole or in part — at any time and for any reason, without prior notice. Changes are effective immediately upon posting to our website. Your continued use of the Service following any change constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Policy regularly. If you do not agree with any changes, you should discontinue use of the Service.