Privacy Policy

Effective Date: December 6, 2025
Last Updated: December 6, 2025

1. Introduction

Voksha ("we," "us," or "our") is committed to protecting your privacy and the privacy of the individuals whose calls are handled by our Service. This Privacy Policy applies to all information collected through our AI phone receptionist service (the "Service"), our website at voksha.com, and any related services, sales, marketing, or events. By using our Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Information You Provide to Us

• Account Information: Name, email address, phone number, business name, and business address
• Billing Information: Payment card details, billing address, and transaction history (processed securely through our payment processor)
• Business Configuration: Business hours, services offered, appointment types, FAQs, and custom greetings
• Communications: Correspondence with our support team, feedback, and survey responses

2.2 Information Collected Through the Service

• Call Recordings: Audio recordings of phone conversations handled by our AI
• Call Transcripts: Text transcriptions of call recordings
• Caller Information: Phone numbers, names, and any other information callers provide during calls
• Appointment Data: Scheduled appointments, including date, time, and service type
• Lead Information: Contact details and inquiries captured from potential customers

2.3 Automatically Collected Information

• Usage Data: Call volumes, duration, timestamps, and feature usage patterns
• Device Information: Browser type, operating system, and device identifiers when accessing our dashboard
• Log Data: IP addresses, access times, pages viewed, and referring URLs
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience (see Section 8)

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: Answer calls, schedule appointments, capture leads, and deliver call summaries
• Improve Our AI: Train and enhance our artificial intelligence models using anonymized and aggregated data
• Customer Support: Respond to your inquiries, troubleshoot issues, and provide technical assistance
• Billing and Payments: Process payments, send invoices, and manage subscriptions
• Communications: Send service updates, security alerts, and promotional materials (with your consent)
• Analytics: Understand usage patterns, measure performance, and improve our Service
• Legal Compliance: Comply with applicable laws, regulations, and legal processes
• Security: Detect, prevent, and address fraud, abuse, and security incidents

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or the UK, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide the Service you requested
• Legitimate Interests: Processing for our legitimate business purposes, such as improving our Service and preventing fraud
• Legal Obligation: Processing required to comply with applicable laws
• Consent: Processing based on your explicit consent, which you may withdraw at any time

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With trusted third parties who perform services on our behalf, such as cloud hosting (AWS, Google Cloud), payment processing (Stripe), and customer support tools. These providers are bound by confidentiality agreements
• Calendar Integrations: With calendar services (Google Calendar, Microsoft Outlook) that you choose to connect
• CRM Integrations: With CRM systems you authorize us to connect with
• Legal Requirements: When required by law, subpoena, or court order
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections
• With Your Consent: When you explicitly authorize us to share your information

6. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption
• Access Controls: Role-based access controls limit who can access your data
• Infrastructure Security: We host our services on SOC 2 Type II certified cloud infrastructure
• Regular Audits: We conduct regular security assessments and penetration testing
• Incident Response: We maintain an incident response plan to address security breaches promptly
• Employee Training: Our team receives regular security and privacy training

While we use commercially reasonable measures to protect your data, no method of transmission or storage is 100% secure. If you have concerns about security, please contact us at support@voksha.com.

7. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy:

• Account Information: Retained while your account is active and for 30 days after deletion
• Call Recordings: Retained for 90 days by default, configurable based on your plan
• Call Transcripts: Retained for 1 year or until you request deletion
• Billing Records: Retained for 7 years as required by tax and accounting regulations
• Analytics Data: Aggregated and anonymized data may be retained indefinitely

You can request earlier deletion of your data by contacting us at support@voksha.com.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our website:

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Marketing Cookies: Used to deliver relevant advertisements (only with your consent)

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Restriction: Request restriction of processing in certain circumstances
• Withdraw Consent: Withdraw consent where processing is based on consent
• Opt-Out: Opt out of marketing communications at any time

To exercise any of these rights, please contact us at support@voksha.com. We will respond to your request within 30 days.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of categories and specific pieces of personal information collected
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Opt out of the sale of personal information (we do not sell personal information)
• Non-Discrimination: You will not be discriminated against for exercising your privacy rights

To submit a CCPA request, contact us at support@voksha.com or call us at the number provided on our website.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer data internationally, we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission. By using our Service, you consent to the transfer of your information to the United States and other countries where we operate.

12. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us at support@voksha.com, and we will take steps to delete such information.

13. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party websites you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of material changes by posting the updated policy on this page and updating the "Last Updated" date. For significant changes, we will provide additional notice via email. We encourage you to review this policy periodically.

15. Data Protection Officer

For privacy-related inquiries or to exercise your data protection rights, you may contact our Data Protection Officer at privacy@voksha.com.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We aim to respond to all privacy inquiries within 30 days.