Privacy Policy

About this page

This Privacy Policy is maintained by VoxSpan to answer common questions about how the VoxSpan AI receptionist service collects, uses, and stores information. If you have questions that are not addressed here, please contact us using the information below.

What we collect

We collect information needed to provide the AI receptionist service:

• Business information: company name, forwarding phone number, greeting preferences, knowledge base content, and routing rules you enter during onboarding or settings.
• Call data: audio recordings, transcripts, call summaries, duration, timestamps, and the phone numbers involved in each call handled by the service.
• Lead information: names, contact details, and notes captured from callers when they are identified as a potential lead.
• Account information: email address and authentication details used to sign in.

How we use information

We use the information we collect to:

• Answer and route calls on your behalf using the AI receptionist.
• Provide transcripts, summaries, and lead records in your dashboard.
• Improve voice quality, accuracy, and reliability of the service.
• Communicate with you about your account, usage, or service changes.
• Comply with legal obligations and protect against abuse.

Data sharing and subprocessors

We rely on select service providers to operate VoxSpan. These subprocessors process data only as needed to deliver the service and are contractually bound to protect it. Current subprocessors include:

• Retell AI — voice call handling and conversation orchestration.
• Cal.com — appointment scheduling integrations.
• Lovable Cloud / Supabase — application database, authentication, and hosting infrastructure.

We do not sell personal information or call data to third parties for advertising purposes.

Data retention and deletion

Call recordings, transcripts, and lead data are retained while your account is active so you can review them in the dashboard. If you delete your account or request deletion, we will remove your data from active systems within a reasonable time, subject to any legal retention requirements.

Cookies and analytics

We use essential cookies to keep you signed in and maintain session security. We may use basic analytics to understand how the service is used, but we do not use advertising cookies or trackers.

Your rights and choices

Depending on your location, you may have the right to access, correct, delete, or export your data. You can update many account details directly in the VoxSpan dashboard. For other requests, contact us using the information below.

Security

We use industry-standard measures to protect your data, including encrypted connections, authenticated access controls, and isolated infrastructure. No online service is completely secure, so we encourage you to use strong passwords and keep your sign-in credentials private.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of the page. Continued use of the service after changes means you accept the updated policy.

Contact us

If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us at support@voxspan.live.