Privacy Policy

Last updated 23 October 2026

VVOXA (say "Voxa"; the first V is silent) answers business phone calls with an AI assistant. That means we handle recordings and transcripts of conversations with people who never signed up for anything. This page says plainly what we collect, what we log, where it goes, how long it stays, and how to ask us to delete it.

1. Who We Are

VVOXA is a small business run as a Florida sole proprietorship, based in Cape Coral, Lee County, Florida, United States. "VVOXA", "we" and "us" mean that business. You can reach us at info@vvoxa.com.

Four groups of people appear in this policy:

• Customers are the businesses that pay for VVOXA, and the people who use a VVOXA account for them.
• Callers are the people who phone a customer's number and reach the assistant, or who get a text from it.
• Visitors are people who use vvoxa.com, including anyone who asks for a demo call, books a call with us or joins our webinar waitlist.
• Demo line callers are people who phone VVOXA's own demo line, (650) 754-4948, to try the assistant (section 2.9).

Callers did not choose VVOXA. The business they called did. Section 6 explains who is responsible for what.

2. Information We Collect

2.1 Visitors to Our Website

• Cloudflare. Our site runs through Cloudflare. Cloudflare handles every request, so it sees your IP address, browser headers and the page you asked for. Cloudflare also adds its Web Analytics script to our public pages. That script sets no cookies. It sends Cloudflare the page address, the page you came from, your browser type and page load timings.
• No ad pixels or ad cookies. We do not use Google Analytics, the Meta Pixel or any other advertising script, pixel or cookie, and no ad network runs on our pages. Our server does tell Meta, where we advertise, when someone asks for a demo call, books a call with us or pays the setup fee. Section 2.12 says exactly what it sends.
• No request log of our own. Our server does not keep a log of every page request on the public site. What we do log is in section 2.7.

2.2 People Who Ask for a Demo Call

When you ask for a demo on vvoxa.com, we collect the phone number you type, the name you type (if any), and the demo role you pick. You must tick a box agreeing to one call with an AI-generated voice that is recorded and transcribed. Our assistant then calls that number. It starts by naming the demo business and saying it is a VVOXA demo, and it answers truthfully if you ask whether it is automated or whether the call is recorded.

• Record of your agreement. Before we place the call, we write down the number, the name you typed, the demo role, the time, your IP address, your approximate country (from Cloudflare), your browser and device (user agent), and the exact words you agreed to. We keep this record so we can show the call was asked for. It is not deleted automatically.
• The demo call is handled like any other call. It is recorded (both sides), transcribed, summarized by AI, and stored with our other call records. The name you typed is given to the assistant, which may use it during the call, so it can end up in the transcript. Before 2 October 2026 the call record was also copied to our web host (section 7.1).
• Your IP address is also used to limit how many demos one address can ask for. That counter is held in the server's memory and cleared when the server restarts. Your IP address is also kept in the record of your agreement, above.
• The number is also stored on our server with the time of the demo, so the same number cannot get another demo within an hour; the entry is dropped after that. It is kept in the call record like any other call. We do not use demo numbers for marketing.
• Meta. When we place the call, and again if it lasts a minute or more and you speak on it, our server tells Meta, where we advertise, with your IP address, your browser and the page you asked from (with any ad click ID). It never sends your number, the name you typed or anything said on the call (section 2.12).
• The demo form uses Cloudflare Turnstile, a check that you are a person, which sends Cloudflare information about your browser.

2.3 Customers

• Account details: email address, business name, and a password. We store only a salted hash of the password, never the password itself.
• Billing records: your Stripe customer and subscription IDs, subscription status, and records of each checkout (email, business name, amounts and payment time). Card details are covered in section 2.6.
• Assistant setup: the greeting, instructions, business information, services, prices, hours, voice and tools you give the assistant, and the phone number it answers.
• Changes you make to your receptionist: you can change your receptionist's name, your business name, its greeting, whether it says up front that it is automated, its instructions, its business facts, its voice, and your opening hours and closed days from your account page. Just before the first change, we keep a copy of how VVOXA set these up (the original). After that we keep a record of each change: what changed, the words or setting before and after, which account made it and when. We use it to show what changed and, when needed, to put the original back; if we put something back, your account page tells you. We keep the original and the record until the receptionist is unlinked from your account (and for 30 days after, so an unlink by mistake loses nothing) or the account is deleted. If you change the greeting, names, the automated-assistant setting, instructions or business facts, we also keep the last 10 of those changes (the words before and after, and which account made each one), so a change can be undone.
• Called back and the Monday email: which messages you marked Called back and when, whether the Monday summary email is on, and when the last one was sent.
• Team members: if you add people to your account, for each one: their email address, their role, a salted hash of the password they choose (never the password itself), their own two-step sign-in secret and backup-code hashes if they turn it on, who invited them, when they joined, and the time, IP address and country of their last sign-in. For an invitation not yet used: the email address, the role, who sent it and when, and a hashed copy of the link, which stops working after 72 hours.
• Connections to other services: if you connect another service (section 7.2), the key you paste from your account there (if the service needs one), locked with encryption (AES-256-GCM) on our server; the settings you give or choose (such as a location ID, a web address, or which event or calendar to use), and what VVOXA reads from that service to set the connection up and offer those choices (the names and lengths of event types and which details each one asks a booker for, and for Calendly where each one takes place and the wording of any phone-number question; the names of calendars; the titles of shared pages and when they were last changed; and for GoHighLevel the business name, address, phone number, website and time zone it shows); which account at that service the key belongs to; who connected it and when; whether it is switched on; and the last error, if any. So that nothing is sent twice, we also keep which booking at that service matches each booking VVOXA sent there, and which contact there matches a caller's phone number. If you ask us to add a service that is not on the list yet, we keep which one you asked for and when.
• Staff names: the names of the people who take bookings, if you list them, so the receptionist can book and block time by person.
• Google Calendar connection: if you connect your Google Calendar, the long-lived key Google gives us for it (a refresh token), the email address of the Google account, and when you connected. Section 7.2 says what we do with it.
• Two-step sign-in: if you turn it on, the secret that generates your codes, encrypted on our server, and hashed copies of your backup codes. We never store the codes themselves.
• Phone alerts: if you turn on notifications in the VVOXA app on a phone or computer, that device's browser gives us a push address (a web address at Apple, Google, Mozilla or Microsoft that reaches only that browser on that device) and two keys that let only that browser read what we send it. We keep the address and the keys, which kinds of alert the device asked for, the type of device (such as iPhone), when it was added, and which sign-in added it (so we know which account, and which team member, it belongs to). Section 3 says what an alert shows, section 7.1 who carries it, and section 8 when we delete it.
• Your website. To build your assistant, our server fetches pages from your business website and sends the text to our AI provider. We may also look up your business's public listing (name, address, phone, hours) with a local-business search service.
• Sign-in and activity records about your account, as set out in section 2.7.

2.4 Callers

When someone calls a number that VVOXA answers, we collect:

• Call details: the caller's phone number (caller ID), the number they called, the date and time, how long the call lasted, and how it ended. We do not look up caller names. A name is only what the caller says.
• Audio recording: the whole call, with both the caller and the assistant mixed into one audio file. It is deleted 90 days after the call (section 8).
• Voicemail: if a transfer to a person is not answered, or our system cannot take the call, the caller can leave a message after the tone. Our phone carrier, Twilio, records that message and holds the audio on its own systems. We keep a link to it, its length and the caller's number with the call record.
• Transcript: every turn of the conversation, with timings, and the actions the assistant took (for example, taking a message or booking a time).
• AI-generated notes: after the call, AI writes a summary and pulls out the caller's name, callback number, reason for calling, and whether they need a call back. It also writes a short "callback brief" on the caller's contact record. These notes are guesses drawn from the conversation and can be wrong.
• Messages the assistant takes: name, callback number, the message, and how urgent it is.
• Bookings: name, phone, email, the service booked, the person booked with (if the business lists its staff), the time, notes, and a record of whether the caller agreed to texts about the booking, when, and how: asked by the receptionist on the call or, on a customer's own line, the number given to the business directly. On VVOXA's demo line only a yes on the call counts (section 2.9).
• Text messages: the content and numbers of texts sent to callers (for example, appointment reminders or details the assistant sends) and texts callers send back to the number the text came from.
• A contact record for each caller's number, which ties their calls, messages and bookings together. Callers are matched by phone number, not by voice.

We do not create voiceprints or identify anyone by their voice. If the business connects another service to VVOXA, some of these details are sent there too (section 7.2).

2.5 Support Conversations

If you use the support chat on our website, we keep your name, email, subject and messages. A request for a new integration, or feedback sent from the account page, is kept the same way. Your browser keeps a token that lets you reopen the conversation (section 4). When a new support message arrives, a short alert with your name or email and the first part of your message is pushed to our own phone. We may reply by email. Opening a support ticket is also written to the activity log (section 2.7).

2.6 Payments

Payments are handled by Stripe on Stripe's own checkout page. Stripe collects your card details, email, business name and billing details. We never see or store your full card number. Stripe sends us your customer and subscription IDs, payment status and any disputes. When a setup fee is paid, our server tells Meta, where we advertise, that a purchase was made, with the amount and the email address from checkout, hashed (section 2.12). Before sending you there, the Get started button runs Cloudflare Turnstile, a check that you are a person, which sends Cloudflare information about your browser.

2.7 Sign-in and Activity Logs (What We Log)

Events we log:

• Successful sign-ins, sign-outs, and failed sign-in attempts. For a failed attempt we never record the password. We record the email typed only if it belongs to an existing account; otherwise we keep only a masked version of it.
• Pages you view in your account or the dashboard (at most one entry per page per minute), and each call record you open.
• Account events: account creation, sign-in links and password resets, signing out other devices, linking or unlinking a receptionist, account disabled, enabled or deleted, and changes to the receptionist made from the account page (which parts changed, not the new wording).
• Team events: an invitation sent, sent again or cancelled, someone joining, a role changed, and someone removed or leaving (the role and the email address, never the link). When a team member does something in the account, the entry also records which team member it was.
• VVOXA putting back part of a receptionist's original setup, or keeping a customer's change as the new original.
• Billing events: starting a checkout (with the first characters of the checkout's ID, so it can be matched to the payment) and opening Manage billing.
• Support tickets opened.

We also record payments received and payment disputes that Stripe reports to us. These come from Stripe, so they carry no IP address, country or browser details.

We also keep:

• On your account: the time, IP address and country of your last sign-in.
• For each signed-in device: the browser and device type and IP address. We use this to spot sign-ins that are not yours and to sign devices out if needed.

Why we log this: to keep accounts secure, spot and stop break-in attempts and misuse, prevent fraud, answer billing disputes and chargebacks, and help with support. We do not use it for advertising. Our sign-in pages, the demo-call form, the webinar sign-up form, the book-a-call form and the Get started button may also use Cloudflare Turnstile, a check that you are a person, which sends Cloudflare information about your browser.

Our server's system log also records some operating details. For calls this includes short snippets of what the caller and assistant said, and phone numbers for incoming and failed texts. The receptionist's entries in that log do not include IP addresses or email addresses.

2.8 Information From Other Sources

We get business listing details from a local-business search service and from customers' own websites, as described in section 2.3. We get payment details from Stripe and caller ID from our phone carrier. We do not buy personal information, and we do not add outside data to caller records.

2.9 People Who Call Our Demo Line

VVOXA's demo line, (650) 754-4948, lets anyone try the assistant. Its texts are sent by Daniel Loshkarev, doing business as VVOXA, the sender registered with the phone carriers. Calls to it are VVOXA's own and are handled like any other call (section 2.4): the call details, recording, transcript and AI notes are kept as section 8 describes. On the call the assistant plays the front desk of a sample business (you are still talking to VVOXA), and you can book a practice appointment. If you do, we keep the booking (the name you give, your number and the time) and your answer to whether VVOXA may text you about it, with when you gave it and the call it was given on.

• Texts. Only if you say yes on the call, and only to the number you are calling from: a confirmation, a reminder about an hour before, a short answer if you reply YES or NO, and a note if the booking is cancelled. Message frequency varies; usually 2 or 3 texts per booking. Message and data rates may apply. Reply HELP for help or STOP to opt out. Full terms: vvoxa.com/demo-texts.
• No marketing. We do not use demo line numbers for marketing. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

2.10 People Who Join the Webinar Waitlist

On vvoxa.com/webinar you can join the waitlist for our live demo webinar. We collect the name and email address you type, your answer to "Why do you want to join?", when you joined, when you last sent the form, and which wording of the consent line under the form you saw. If you send it again with the same email, we update your answer instead of adding you twice.

• What we use it for. To email you about the webinar, starting when the first date is set, and to plan what it covers. Nothing is emailed when you join. We do not add you to any other list, and we do not sell the waitlist or share it for anyone's marketing.
• Alert to our phone. When someone joins, a short alert with their name and the first part of their answer is pushed to our own phone.
• Your IP address is used to limit how many sign-ups one address can send. That counter is held in the server's memory and cleared when the server restarts; it is not saved with your sign-up.
• The form uses Cloudflare Turnstile, a check that you are a person, which sends Cloudflare information about your browser.
• How long we keep it. Until the webinar series ends, or sooner if you ask us to delete it (section 8).

2.11 People Who Book a Call With Us

The "Book a 20-min demo call" links open our own form at vvoxa.com/book-demo. We collect what you type there: your name, email address and phone number, your business name and website (if you give them), what you would like the call to cover and the best times to reach you. We also keep your time zone (from your browser), when you sent the form, which wording of the consent line under the form you saw, the time we set for the call, its Zoom details, our own notes about it, and a history of when it was set, moved or cancelled and by whom.

• What we use it for. To contact you to set a time, and to run the call. We do not add you to any other list, and we do not sell it. When you send the form, our server tells Meta, where we advertise, that a call was asked for, with your email address hashed, your IP address and your browser; never your phone number, your name or anything else you typed (section 2.12).
• Zoom. The call is held on Zoom, on VVOXA's Zoom account. To set up the meeting we send Zoom only its time, length and a fixed title ("VVOXA demo call"), never your name, email or phone number. When you join, Zoom receives what you share on the call, such as the name you enter, your audio and your video.
• Recording. We may record calls booked with us on Zoom so we remember what was discussed. Zoom tells everyone when recording starts. Recordings are kept on our own computer, never shared, and deleted within 90 days.
• Emails we send you. A confirmation when we set the time, with the Zoom link, a calendar file and links to ask for another time or cancel; an update if the time or the link changes; a reminder about 24 hours and about 1 hour before; and a note if the call is cancelled. Resend delivers them. A copy of the confirmation, update and cancellation also goes to our own inbox.
• Alert to our phone. When you send the form, ask for another time or cancel, a short alert with your name, your business and the times you gave (or the call's time) is pushed to our own phone. It never shows your email or phone number.
• Your IP address is used to limit how many requests one address can send. That counter is held in the server's memory and cleared when the server restarts; it is not saved with your request.
• The form uses Cloudflare Turnstile, a check that you are a person, which sends Cloudflare information about your browser.
• How long we keep it. 12 months after the call (or after you sent the form, if no call takes place), then deleted; sooner if you ask us to delete it (section 8).

2.12 What Our Server Tells Meta About Our Ads

We advertise VVOXA on Facebook and Instagram, which are run by Meta Platforms, Inc. To see which of our ads work, and so that Meta can show them to people more likely to want VVOXA, our own server tells Meta when one of the four things below happens. It does this with Meta's Conversions API, a direct link from our server to Meta's. There is no Meta pixel, Meta script or Meta cookie on our pages, so nothing of Meta's runs in your browser. That also means an ad blocker or a browser setting cannot stop it; section 12 says how to opt out.

• Your email address is hashed. Before it leaves our server it is trimmed, put in lower case and turned into a SHA-256 hash. That hides the address itself, but the hash is still personal information: anyone who already has your address, Meta included, can make the same hash and match it to you. Meta compares the hash with the hashed addresses of its own users to find a match. So hashing keeps the address itself from being sent, but Meta can still tell whether it belongs to one of its users; that is what it is for.
• The ad click ID. When you click one of our ads, Meta adds an ID to the link (it starts fbclid=). If the address of the page you sent a form from still has it, we send it to Meta, so Meta can tell which ad you came from. If your browser ever sends us Meta's own ad cookies for vvoxa.com (_fbc or _fbp), we pass on what they hold too; our site sets neither.
• Everyone, not only ad visitors. We send these whether or not you came from one of our ads. Meta works out which ones did.
• Never sent to Meta: phone numbers, including the number you give for a demo call; names; anything else you type into a form; anything said on a call, its recording or its transcript; text messages and text-message consent; and your account and what you do in it. Nothing is sent about calls to our customers' lines or their callers, calls to our demo line, (650) 754-4948, the webinar waitlist (section 2.10) or support chats.
• Counted once. Each event carries a code made by scrambling our own reference for it (the booking, the call or the checkout), so Meta counts it once even if it arrives twice. The checkout's own ID never leaves our server.
• If Meta cannot be reached, the event waits on our server and is tried again for a short time (section 8). Our logs note only which kind of event was sent or failed, never your IP address, browser or email.
• What Meta does with it. Meta receives these events under its Business Tools Terms. It uses them to tell us how our ads did and to choose who sees our ads. Its terms say it deletes the hashed email after looking for a match, keeps the event details for up to two years, and may also use them for its own purposes, such as delivering ads (after combining them with data from other advertisers and its own products), safety and security, and research. So Meta is not only a provider working for us: we treat it as a third party. Meta's own privacy policy, at facebook.com/privacy/policy, covers what it does.
• Your choices. You can tell us not to share your information with Meta, and limit what Meta does with it in your Meta account (section 12).

3. Call Recordings, Transcripts and Messages

• Who can see them. A customer, and anyone signed in to its account (including team members it adds), can see, read and play back the calls, transcripts, recordings and messages for its own lines, from the date the line was linked to its account, including what the assistant is doing on a call that is still going on and the last few lines said. They can also listen live to a call on the customer's own lines while it is happening; the caller cannot hear them. VVOXA's operators can see every customer's calls and recordings, and can listen live to a call while it is happening, to run and fix the service.
• The Monday email. Unless the customer turns it off on its account page, we email the account's own address each Monday a summary of the week before: how many calls, bookings and messages, and up to five messages still waiting for a call back, each with the caller's name, number, when they called and the start of the message. Team members do not get it.
• Services the customer connects. If a customer connects its own booking or customer-records service, some call and booking details are sent there (section 7.2).
• Phone alerts. Only if someone signed in to the account turns on notifications in the VVOXA app on their own phone or computer, we send that device a short alert when something new comes in: a booking the assistant made, a booking a customer cancelled or a moved booking a customer answered by text, or a message or voicemail a caller left. Each person chooses for their own device. An alert says what happened, the service and the time, and the caller's first name if they gave one. It never shows a phone number or the words of a message; open the app to see those. Phones can show alerts on the lock screen, where anyone holding the phone can read them; the phone's own settings can hide them there.
• What callers are told. The assistant is told never to deny that a call is recorded, and to say so if asked. By default it says it is an automated assistant only if a caller asks, and it is told never to claim to be human. The default greeting does not mention recording or AI. VVOXA sets up each customer's greeting and this setting with the customer, who approves them and can change them from its account page. Before a demo call, the person who asked for it agrees on the form to one call with an AI-generated voice that is recorded and transcribed. The call starts by naming the demo business and VVOXA, and the assistant answers truthfully if asked whether it is automated or whether the call is recorded (section 2.2).
• Consent is the business's job. Some states, including Florida and California, require every person on a call to agree before it is recorded. The law of the caller's state can apply. Telling callers about recording and AI, and getting any consent the law requires, is the customer's responsibility under our Terms of Service.
• Training. VVOXA does not use recordings or transcripts to train AI models. Nothing said on a call, and no recording or transcript, is sent to Meta or used in our ads. For our own demo calls only, whether the call lasted a minute or more and whether the person on it spoke decide whether our server tells Meta the demo went well (section 2.12). Our providers (section 7.1) process data under their own terms, and some of those terms may let a provider use data to improve its own services. We have not turned on Deepgram's opt-out from its model-improvement program. Read the providers' policies to see how they may use data.
• Google Voice. Some older calls and texts ran through Google Voice, so Google received the audio and phone numbers of those calls and texts. Recordings, logs and messages from those calls are still stored and are covered by this policy.

4. Cookies and Local Storage

Our public pages set no cookies. We use only these:

If you turn on alerts, the VVOXA app also installs a small background script (a service worker) on that device. Its only job is to show the alerts and open the app when you tap one; it keeps no copy of your pages or your calls.

Cloudflare may use its own cookies or similar tools to protect the site from attacks and bots. We have no advertising or cross-site tracking cookies. What our server tells Meta (section 2.12) needs no cookie, and we set none for it.

4.1 Global Privacy Control and Do Not Track

We do not sell personal information for money. There is no tracking script or ad cookie on our pages, but what our server tells Meta (section 2.12) lets Meta link a demo call, a booked call or a payment to your Facebook or Instagram account, if it finds one, and use it for ads across Meta's apps. Our server does not act on Global Privacy Control or Do Not Track signals yet, so they do not stop what it tells Meta (section 2.12). To stop that, send us a do-not-share request (section 12).

5. How We Use Information

• To answer calls, hold the conversation, and speak back to the caller.
• To take messages, book appointments, and send texts the customer has set up, such as appointment reminders.
• To read when a customer's connected Google Calendar is busy and to write bookings into it, when the customer connects one (section 7.2).
• To send call and booking details to, and read busy times or page text from, the other services a customer connects and switches on (section 7.2).
• To send alerts to the phones and computers where someone signed in to the account has turned them on.
• To keep a copy of how we set up each receptionist and a record of the changes made to it, so the customer and VVOXA can see what changed and put the original back.
• To produce the transcripts, recordings, summaries, contacts and call history the customer sees.
• To build and update each customer's assistant from the information and website they give us.
• To run accounts, take payment, handle disputes, and give support.
• To email people on our webinar waitlist about the webinar, and to arrange and hold the calls people book with us (sections 2.10 and 2.11).
• To see which of our own ads on Facebook and Instagram lead to demo calls, booked calls and customers, and to help Meta show them to people likely to be interested (section 2.12).
• To keep the service secure, stop misuse and fraud, and find and fix faults. We listen to recordings and read transcripts when needed for this.
• To meet legal duties and to protect our rights.

We use AI to do much of this. AI output, including summaries and extracted details, can be wrong. We do not use personal information to make decisions that have legal or similar effects on anyone.

6. Who Is Responsible for What

• Callers' information. When VVOXA answers calls for a business, we handle callers' information on that business's behalf and under its instructions. The business decides to use VVOXA, approves its greeting, chooses its settings, decides who uses its account and which other services to connect, and is responsible for giving its callers any notice and getting any consent the law requires. Callers with questions should start with the business they called. VVOXA never sends callers' information to Meta (section 2.12).
• Our own information. For visitors, demo calls, calls to our demo line and the texts about them, customer accounts, billing, support, our logs and what our server tells Meta about our own ads, VVOXA decides how the information is used and is responsible for it.

7. Who We Share Information With

We do not sell personal information for money. We share it for advertising in one way only: what our server tells Meta about our own demo calls, booked calls and setup payments (section 2.12), which you can opt out of (section 12). Some state privacy laws may call that "sharing", "targeted advertising" or a "sale". We share it only as follows.

Text messages and mobile information. We do not sell or share your SMS opt-in data, or the mobile information that comes with it, with third parties for marketing purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Phone numbers, texts and text-message consent are never part of what goes to Meta (section 2.12).

Demo line texts. For the texts about bookings on VVOXA's demo line (section 2.9), the caller's number, booking and text consent are used only to run the call, send those texts and keep our own records. The providers in section 7.1 that carry, transcribe, answer and store calls for us handle them only to provide their services to us. None of the services in section 7.2 is ever connected to the demo line, and nothing about these texts is sent to them.

7.1 Service Providers

Running a live phone conversation means sending call content to outside services. These providers receive personal information from us:

Each provider handles data under its own terms and privacy policy.

7.2 Connections a Customer Turns On

A customer can connect VVOXA to its own systems, for its own line only. These connections are never used for VVOXA's own demo line, and text-message opt-in data and consent are never sent through them. Those transfers happen on the customer's instructions, and this policy does not govern what the receiving system does.

Google Calendar. A customer can connect its Google Calendar from its account, so that the receptionist does not book over what is already in it and each booking appears in it. When it does:

• What we ask Google for. Two permissions: to see when the calendar is busy or free, and to see, create, change and delete events on the Google calendars the customer owns. VVOXA uses only the account's main calendar. We do not ask to see or manage the calendars themselves. Google lists these on its consent screen before the customer agrees.
• What we keep. The long-lived key Google gives us (a refresh token), the email address of the Google account, and when it was connected, in a file only the server's own account can read.
• Busy times. Every minute or two, for each connected calendar, we ask Google which times are busy between now and as far ahead as that business takes bookings (60 days at most). Google sends back only the start and end of each busy time, not the event's title, guests or details, though personal events on the calendar count as busy. We keep the answer in the server's memory only, replaced by the next answer and never written to disk, and use it for one thing: so that neither the receptionist nor the booking screens offer a time the calendar already has taken.
• Events. VVOXA creates an event in the calendar for each booking, updates it if the booking is moved, and deletes it if the booking is cancelled. It only ever changes events it created. Each event holds the service, the caller's name, phone number and email, any notes, the time, the business's address, how the booking was made (on a call, from the account, or through the API) and VVOXA's own reference numbers for the booking and the call.
• Until you disconnect. We keep the key and the account email until the customer presses Disconnect in its account, the receptionist is unlinked from the account, or the account is deleted. We then delete the key and ask Google to cancel it. Events already in the calendar stay there; they are the customer's to keep or delete.
• Nothing else. We use what Google gives us only to run the booking service for that customer. We do not use it for advertising, do not sell it, and do not pass it to anyone else. VVOXA's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. That policy is at developers.google.com/terms/api-services-user-data-policy.

Other services. From the Integrations page of its account, a customer can also connect Cal.com, Calendly, GoHighLevel, HubSpot, Notion, or a web address of its own (for example a Zapier, Make or n8n hook). For each one:

• Off until the customer turns it on. Nothing is sent or read until the customer connects the service with a key from its own account there. When it connects, and when it presses Refresh, VVOXA reads only what it needs to set the connection up (see the table). Everything else waits until the customer switches the connection on for its receptionist. The switch starts off.
• The key. We check it with a few small requests to that service (asking which account the key belongs to, and reading the lists in the table) and save it only if that works. It is kept locked with encryption on our server and is never shown again, in the account or in our logs.
• Where it goes. VVOXA sends requests only to that service's own web addresses. For a web address of the customer's own, it sends only to a secure (https) public address, does not follow redirects, and signs each delivery so the customer can check it came from VVOXA.
• Not during the call. Details are sent after the call or the booking, from a queue on our server that tries again if the service is down. Busy times are read in the background every 5 to 10 minutes, and only the start and end of each busy time are kept, so that the receptionist does not offer a time the service already has taken.
• No recordings or transcripts. We do not send call recordings or full transcripts to any of these services.

We use what these services send us only to run the service for that customer. We do not sell it, use it for advertising, or pass it to anyone else. We keep a connection until the customer disconnects it, the receptionist is unlinked from the account, or the account is deleted. We then delete our copy of the key and anything still waiting to be sent. The key itself keeps working at that service until the customer deletes it there. What was already sent stays with that service, under its own terms and privacy policy; it is the customer's to keep or delete.

Custom tools. If a customer adds a custom tool, the details the assistant collects and the caller's number are sent to the customer's own web address.

7.3 Advisors

Accountants, insurers and lawyers may see information when they need it to advise us.

7.4 Legal and Safety Reasons

We may share information when the law requires it, in response to valid legal process, or when needed to protect someone's safety, investigate fraud or misuse, or enforce our agreements. Where we are allowed to tell the customer about a request, we will.

7.5 Business Transfers

If VVOXA is sold, merged or reorganized, customer and call records may move with it. The new owner would be bound by this policy until it gives notice of a new one. Text-message opt-in data and consent do not transfer; a new owner would need its own consent.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

8. How Long We Keep Information

Call recordings are deleted automatically 90 days after the call, and our server keeps only a set number of calls and messages for each business (the table below). Other information is not deleted automatically. It is kept until the customer's account is deleted and you ask us to remove it, or until you ask us to delete it. When an account is deleted, we remove the account itself and its Google Calendar connection, together with its team members and invitations, the devices set to get its alerts, its Called back marks and Monday email setting, the original setup and change record of its receptionists, and its connections to other services; its calls, recordings, contacts and messages stay until someone asks us to delete them or the limits below remove them.

We may keep information longer where the law requires it, or where we need it for a dispute, chargeback or legal claim. Our data files are also copied every night; each nightly copy is kept for 14 days, on our server and on a second computer of ours. Copies taken while we update the service are kept until we delete them. Something deleted, such as an old recording, can remain in these copies until they are removed.

9. Security

We use reasonable measures to protect information. They include:

• HTTPS for the website and account pages.
• The VVOXA application does not accept connections from the internet directly. Website and call traffic reaches it through a Cloudflare tunnel.
• Customer passwords are stored only as salted scrypt hashes. API keys are stored only as hashes.
• Data files can be read only by the server's own account.
• We check that phone-carrier requests really come from our carrier, and we limit repeated sign-in attempts.
• Passwords and tokens are removed from the activity log.

Data is stored on a server we run in Florida, in nightly copies on a second computer of ours (section 8), and with the providers in section 7.1. Files on our server are not separately encrypted on disk. No system is completely secure, and we cannot promise that information will never be accessed without permission. You are responsible for keeping your password safe.

10. Data Breaches

If we find that personal information has been accessed without permission, we will investigate and give notice as Florida law (Fla. Stat. 501.171) and other laws that apply require:

• For information we hold for ourselves, we will notify affected people without unreasonable delay, and no later than 10 days after we determine a breach happened, unless law enforcement asks us to wait. If 500 or more Florida residents are affected, we will also notify the Florida Department of Legal Affairs.
• For callers' information we hold for a customer, we will notify that customer within 10 days of determining the breach, so it can meet its own duties to its callers.

11. Health Information

VVOXA is not built for protected health information under HIPAA. We do not sign business associate agreements, and we have none in place with our providers. A business covered by HIPAA must not use VVOXA for calls that involve protected health information. Callers may still say health details on a call. If they do, those details are recorded and handled like the rest of the call.

12. Your Choices and Rights

You can ask us to:

• tell you what information we hold about you and give you a copy;
• correct information that is wrong;
• delete information about you.

Email info@vvoxa.com. We do this by hand, so there is no delete button. We will ask for enough information to confirm the request is yours, and we aim to reply within 30 days. Someone you authorize in writing can ask for you. Asking will never change your price or service.

We may keep some information when we have to, such as billing records, information needed for a dispute or legal claim, or where a customer tells us it must keep its call records. Deleting a record from our server does not remove it from the web-host copy on its own; when we honor a deletion request, we remove it there too. Snippets in our system log are removed as the log is overwritten. Nightly backup copies (section 8) are removed after 14 days; other backup copies are not removed automatically. When we honor a deletion request, we delete the record from all of them too, including the copies on our second computer. A voicemail is held by Twilio, our phone carrier; when a deletion request covers one, we delete it there too. If you connected Google Calendar, disconnecting it in your account, or asking us to, removes the key from our server and asks Google to cancel it; the events already in your calendar are yours to keep or delete. Disconnecting any other service removes our copy of its key; delete the key at that service too. What VVOXA already sent to a service you connected is held by that service, so ask it, or delete it there, to have it removed.

If you are a caller, the business you called controls its call records. The fastest route is to ask that business. We act on requests it passes to us. If you write to us directly, we will work with that business to answer you.

State privacy laws. Some states give their residents extra privacy rights. Based on VVOXA's size, laws such as the California Consumer Privacy Act and the Florida Digital Bill of Rights do not currently apply to us. We still honor the requests above, and the do-not-share request below, from anyone.

Do not share: opting out of what we send Meta. What our server tells Meta (section 2.12) is used for our advertising, so some US state privacy laws would call it "sharing" for "targeted advertising", and some might treat it as a "sale". You can opt out, free and at any time, in these ways:

• Email us. Write to info@vvoxa.com with "Do not share" in the subject, and give the email address and the phone number you used with us (for a demo call, the number we called). You do not need an account, and we do not ask you to prove who you are for this. Within 15 days we add a hashed (scrambled) copy of each to our do-not-share list, which our server checks before it tells Meta anything. From then on it sends Meta nothing about a demo call, a booked call or a setup payment with that email address or phone number, and drops anything with that email address that was still waiting to be sent. We cannot take back what was already sent; Meta holds that under its own terms (section 2.12).
• In your Meta account. If you use Facebook or Instagram, open Accounts Center, then Your information and permissions, then Your activity off Meta technologies. There you can clear what businesses like us have sent and turn off future activity. That limits what Meta does with it; it does not stop us sending it, so email us too if you want that.
• Another way in. Asking for a call by email at info@vvoxa.com instead of the form, or trying the assistant by phoning our demo line, (650) 754-4948, instead of asking for a demo call on the website, sends nothing to Meta.
• Browser signals. Section 4.1 says what Global Privacy Control does here.

13. Texts and Emails

• Customers. We email you about your account, billing, support and service changes. Unless you turn it off on your account page, we also email your account address a summary each Monday (section 3). Stripe also emails you about your subscription and payments. We do not send marketing email now. If we ever do, it will have a working unsubscribe link.
• Phone alerts. We send alerts to a phone or computer only after someone signed in on it turns on notifications in the VVOXA app and taps Allow when the phone or browser asks. Turn them off in Settings in the app, or in the phone's own settings, at any time. Alerts are about your calls, messages and bookings; we never use them for marketing.
• Team members. Someone invited to a customer's account gets one email with the invitation link, and an email if their role changes or they are removed. The account's own address is told when someone joins, and when an Admin invites someone.
• Demo line callers. VVOXA texts people who book on its demo line only if they say yes on the call, and only about that booking. Message frequency varies; usually 2 or 3 texts per booking. Message and data rates may apply. Reply HELP for help or STOP to stop them; CANCEL, END, QUIT, UNSUBSCRIBE, STOPALL, REVOKE and OPTOUT work too, and CANCEL sent in reply to the reminder also cancels the booking. Terms: vvoxa.com/demo-texts.
• Callers of a customer's line. VVOXA sends texts for a customer only from a texting number of that customer's own, registered for that customer with the carriers, and only to callers who agreed; until then that customer's callers get no texts from VVOXA. Reply STOP to any text to stop further texts from that number. You can also tell the business, or email us and we will work with the business to stop them. We never use callers' numbers for our own marketing. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
• Demo requests. A demo number gets the one demo call. We do not call or text it for marketing.
• Calls booked with us. If you ask for a call on vvoxa.com/book-demo, we email you only about that call: the confirmation, any change, the reminders and a cancellation (section 2.11). We do not add you to any marketing list.
• Webinar waitlist. If you join it, we email you about the webinar, starting when the first date is set; nothing is sent when you join. Every webinar email has an unsubscribe link, or email info@vvoxa.com and we will take you off the list.

14. Children

VVOXA is a business service. It is not directed to children under 13, and we do not knowingly collect their information through our website. You must be 18 or older to buy VVOXA. A child may phone a business that uses VVOXA. That call is handled like any other call. If you think we hold a child's information that we should not, email us and we will delete it.

15. International Users

VVOXA is offered to businesses in the United States. We and our providers store and process information in the United States, where privacy law may differ from the law where you live. If you use VVOXA or call a VVOXA number from outside the United States, your information will be handled in the United States under this policy.

16. Other Websites

Our site links to other companies' websites, such as Stripe. Their privacy policies apply there, not ours.

17. Changes to This Policy

We may update this policy. We will post the new version here with a new date. If a change affects what we collect, who receives it, or how long we keep it, we will also email active customers before it takes effect. The date at the top always shows the version in force.

18. Contact Us

VVOXA, Cape Coral, Lee County, Florida, United States.
info@vvoxa.com

Accessibility: vvoxa.com/accessibility