Privacy Policy

VoiceAxis AI processes voice and workflow data for high-volume business calls. This policy is intentionally direct about what we collect, why we use it, and where customer approval remains in the loop.

What this policy covers

This policy explains how VoiceAxis AI handles personal data when you visit the website, request a demo, join an early-access list, or use a VoiceAxis AI deployment through your company.

VoiceAxis AI is built for phone-based business workflows. Depending on the deployment, data may include caller phone numbers, call recordings, transcripts, call metadata, order or booking details, workflow configuration, catalog data, support messages, and admin user data.

Data we collect

  • Website and demo data: name, company, email, phone number, industry, message, and analytics events.
  • Caller and call data: phone number, audio recording, transcript, timestamps, detected language, intent, captured fields, confidence signals, and review status.
  • Customer operation data: SKU catalogues, appointment forms, escalation rules, business hours, routing preferences, approved downstream actions, and integration logs.
  • Technical data: device, browser, IP-derived region, page events, security logs, error logs, and service diagnostics.

How we use data

  • To respond to demo requests and support enquiries.
  • To operate voice agents, route calls, create transcripts, extract structured outcomes, and present them for human review.
  • To push approved outcomes to customer-authorized systems such as ERP, CRM, EHR, email, SMS, WhatsApp, or spreadsheets.
  • To secure the service, prevent abuse, investigate incidents, debug failures, and maintain audit logs.
  • To improve customer-specific workflows using transcripts, corrections, and manager feedback from that customer account.

AI and model training

Customer call recordings, transcripts, catalogues, and workflow data are not used to train third-party foundation models unless a customer has agreed to that in writing.

We may use customer-authorized feedback, corrections, and call outcomes to improve that customer's own agent configuration, prompts, scripts, routing, and matching rules.

Sharing and subprocessors

We share data only with vendors needed to run the service, customer-authorized integrations, professional advisers, or authorities where required by law. A current subprocessor overview is maintained at /subprocessors.

Typical categories include cloud hosting, telephony, speech-to-text, text-to-speech, language models, messaging, email, analytics, and monitoring providers.

Retention and deletion

Retention depends on the customer workflow, contract, and legal requirements. Production deployments should define retention periods for recordings, transcripts, structured outcomes, audit logs, and integration logs before go-live.

When data is no longer required, we delete or anonymize it according to the agreed retention schedule unless a legal hold or security investigation requires longer retention.

Your rights and choices

Where applicable, you may request access, correction, deletion, withdrawal of consent, or grievance review by contacting us. Requests may need to be routed through the business that controls the phone workflow if VoiceAxis AI acts as its processor.

For demo and marketing communications, you can ask us to stop contacting you at any time.

Security

We use operational safeguards such as human approval queues, role-based access, audit trails, encryption in transit, cloud-provider encryption at rest, vendor reviews, least-privilege access, and incident response procedures.

Security controls vary by deployment and contract. Enterprise customers should request a current security packet before production launch.

Contact

For privacy questions, data requests, or grievances, contact privacy@vaanios.com. For security issues, contact security@vaanios.com.