Privacy Policy
Voz Agency AI provides AI voice agents and AI-powered workflow services that run alongside clients’ CRMs (“Services”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website or use our Services.
If you are a customer’s end user (e.g., a caller interacting with an AI voice agent deployed by one of our clients), this Policy describes how information is processed for and on behalf of that client. Where we act as a processor/service provider to our clients, we process personal information under their instructions and our contracts with them. Where we determine purposes and means (e.g., for our website, marketing, billing), we act as a controller/business.
1) Information We Collect
A. Website & Contact Interactions
Identifiers & contact: name, business email, phone number, company, role.
Lead details: industry, project needs, preferred timeline, form messages, uploaded files.
Device/usage data: IP address, approximate location, browser, device, pages viewed, referral URLs, session metadata, and interactions (via cookies or similar technologies).
B. AI Voice Agents & Communications
When someone calls, texts, or otherwise interacts with a client’s AI voice agent that we build or host:
Call metadata: caller ID/phone number, timestamps, duration, routing/escalation events.
Audio & transcripts (if enabled by the client): audio recordings, automated transcripts, summaries/dispositions, intent classification, and extracted entities (e.g., requested service, appointment details).
Message content: SMS/email threads triggered by the agent (e.g., sending booking links, confirmations).
Operational context: policies, prompts, knowledge bases, and workflow decisions (e.g., “send link,” “escalate to staff”).
C. Client/Account Data
Billing & commercial: plan tier, invoices, payment status, tax data (limited), contracts, statements of work.
Configuration: workflow settings, tags/custom fields, connected systems (descriptive metadata—not your credentials unless expressly agreed), analytics dashboards.
D. Cookies & Similar Technologies
Essential cookies (security, load balancing, consent).
Analytics cookies (usage and performance).
Advertising/retargeting (if enabled).
You can control cookies via your browser and our consent banner where available (see Cookies below).
2) How We Use Information
We use information to:
Provide and operate the website and Services.
Answer inquiries, schedule demos, and provide support.
Configure, test, and improve AI voice agents and automations.
Generate call summaries, dispositions, and operational reports.
Detect, prevent, and investigate fraud, abuse, or security incidents.
Comply with legal obligations and enforce our terms.
Send service and product communications (you can opt out of marketing at any time).
Legal bases (EEA/UK users): performance of a contract; legitimate interests (e.g., Service security and improvement, B2B marketing); consent (where required, e.g., non-essential cookies); legal obligation.
3) How We Share Information
We do not sell your personal information. We may share:
With clients (controllers): If you interacted with a client’s AI agent, your call details, transcripts, and related outputs are shared with that client per their instructions.
Service providers/sub-processors: hosting, telephony, transcription, analytics, CRM/communications, billing, email delivery, security/monitoring. These companies may access information only to perform services for us and are bound by confidentiality and data protection obligations.
Professional advisors & corporate events: accountants, auditors, insurers; or in connection with a merger, acquisition, or asset sale.
Legal compliance: where required by law, regulation, subpoena, or to protect rights, safety, and security.
4) Data Retention
We retain information only as long as necessary for the purposes outlined above:
Website leads & analytics: typically 24 months.
AI agent audio/transcripts: default 90–180 days (client-configurable); summaries/KPIs may be retained longer in aggregated or de-identified form.
Contracts & billing: as required by tax and accounting laws (generally 7 years).
Clients may request shorter or longer retention windows in their agreements. When retention ends, we delete or de-identify the data.
5) Security
We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including access controls, encryption in transit, network segmentation, and logging/monitoring. No system is 100% secure; if we detect a breach affecting personal information, we will notify affected parties and regulators as required by law.
6) International Data Transfers
We may process and store information in the United States and other countries where our service providers operate. When transferring personal data from the EEA/UK/Switzerland, we rely on lawful mechanisms (e.g., Standard Contractual Clauses and required supplemental measures).
7) Your Privacy Choices & Rights
A. Email & Marketing
Opt out via the unsubscribe link in emails or contact us at contact@vozagencyai.com.
B. Cookies
Manage cookies through our banner (where available) and your browser settings. Blocking certain cookies may limit site functionality.
C. Data Subject/Consumer Rights
Depending on your location, you may have rights to access, correct, delete, restrict/opt out of certain processing, obtain a portable copy, or object to processing.
Submit requests to contact@vozagencyai.com with “Privacy Request” in the subject. We will verify your identity before acting.
8) California Privacy Notice (CCPA/CPRA)
For California residents, we process the following categories for the business and commercial purposes described above:
Identifiers: name, email, phone, device identifiers.
Customer records: billing/contact info.
Commercial information: service history, interactions.
Internet/technical: IP, device, usage.
Audio/electronic: call recordings/transcripts (if enabled).
Inferences: limited operational inferences (e.g., booking intent classification).
We do not “sell” personal information for monetary value. We may “share” (as defined by CPRA) limited online identifiers with ad/analytics partners for cross-context behavioral advertising only if you’ve consented via our cookie banner. You can opt out at any time via the “Do Not Sell or Share My Personal Information” link (when applicable) or by emailing contact@vozagencyai.com.
California rights: access, deletion, correction, portability, opt out of sale/share, limit use of sensitive personal information, and non-discrimination. Authorized agent requests are permitted with appropriate verification.
9) Children’s Privacy
Our website and Services are intended for business users and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child provided personal information, contact us to delete it.
10) Cookies, Analytics, and Ads
Essential cookies enable core site features (security, load, preferences).
Analytics (e.g., page performance, usage patterns) help improve our site; data may be aggregated/de-identified.
Advertising/retargeting may be used to reach interested audiences across platforms (enabled only with consent where required).
You can control cookies through our banner and your browser. Some analytics providers offer their own opt-out mechanisms.
Do Not Track: We do not respond to DNT signals due to lack of a common standard.
11) AI Agents, Call Recording & Consent
When permitted by law and enabled by our clients:
Call recording & transcription: We or our telephony/transcription partners may record calls and generate transcripts/summaries to improve responsiveness, quality, and reporting.
Notice & consent: Callers are notified that calls may be recorded and processed by an AI voice agent; in two-party consent jurisdictions, explicit consent is obtained.
Use of outputs: Summaries, dispositions, and KPI metrics may be shared with the client for operational use.
Quality & safety: We apply guardrails, prompts, and policies designed to adhere to client requirements and applicable laws.
Clients are responsible for the legality of deploying AI agents to their users, including appropriate notices and consent.
12) Sub-Processors (Categories)
We use vetted providers for: cloud hosting/CDN; telephony; transcription/ASR; SMS/email delivery; security and monitoring; analytics; billing; productivity and support tools. A current list or categories is available upon request at contact@vozagencyai.com. We contractually require sub-processors to protect personal information and use it only to provide services to us.
13) Third-Party Links
Our website may link to third-party sites or services. We are not responsible for their privacy practices. Review their policies before providing personal information.
14) Changes to This Policy
We may update this Policy from time to time. The “Effective date” indicates the latest revision. Material changes will be communicated via the website or email where appropriate.
15) Contact Us
If you have questions, requests, or complaints about this Policy or our data practices, contact us at:
Voz Agency AI
Email: contact@vozagencyai.com
Data protection contact: Voz Agency AI LLC
If you are in the EEA/UK, you may have the right to lodge a complaint with your local supervisory authority.
16) Region-Specific Disclosures (EEA/UK)
Controller: For website leads, marketing, and billing, Voz Agency AI is the controller. For AI agent interactions performed for a specific client, the client is the controller and Voz Agency AI is the processor.
Legal bases: contract, legitimate interests (e.g., B2B outreach, service improvement, security), consent (cookies/marketing where required), and legal obligation. You may withdraw consent at any time without affecting prior processing.
Transfers: Where personal data is transferred outside your region, we use Standard Contractual Clauses and implement supplementary measures as needed.
Short “Notice at Collection” (for forms)
By submitting this form, you acknowledge that Voz Agency AI will process your information to respond to your inquiry, provide Services, and send relevant communications. See our full Privacy Policy for details and your rights.
Data Processing Addendum (DPA)
If you are a client and require a DPA for processor activities (e.g., call data, transcripts, workflows), email contact@vozagency.com and we will provide our standard DPA including SCCs where applicable.
SMS Program Name: Voz Agency AI Alerts
Purpose: Informational and conversational messages to respond to website inquiries, schedule/confirm meetings, and provide service updates.
Opt-in Method: Web form on https://vozagencyai.com/contact-ai-solutions with an unchecked consent checkbox.
Message Frequency: 1–4 msgs/mo (higher only when you actively converse).
Costs/Carrier: Msg & data rates may apply. Carriers are not liable for delayed or undelivered messages.
Opt-out: Reply STOP to end. You’ll receive a one-time confirm message.
Help: Reply HELP or email contact@vozagencyai.com.
Consent: Consent is not required to obtain services.
Data Use: We use your phone number to deliver requested messages, maintain logs for compliance, and as described in this policy.
