Privacy Policy

1. Scope

This Privacy Policy applies to VoiceReplyAI websites, applications, and hosted services. It does not replace contractual terms in enterprise agreements, order forms, or data processing addenda, which control in case of conflict.

2. Roles and Responsibilities

For Customer Data submitted by enterprise customers, VoiceReplyAI generally acts as a processor/service provider and processes such data solely on customer instructions. Customers are responsible for determining lawful purposes and legal bases for processing and for providing required notices and obtaining required consents.

Customers remain solely responsible for the legality, quality, and appropriateness of Customer Data and end-user interactions in their deployments.

3. Information We May Process

Depending on product configuration, we may process:

• Account and workspace data (name, business contact details, authentication data).
• Technical data (IP address, device/browser metadata, logs, diagnostics).
• Usage data (feature usage, timestamps, workflow events, performance metrics).
• Customer Data provided through prompts, uploads, transcripts, and recordings.
• Support communications and implementation-related correspondence.

4. How We Use Information

We use information to:

• Provide, secure, maintain, and improve the Services.
• Deliver requested support, onboarding, and customer success services.
• Prevent abuse, fraud, unauthorized access, and legal violations.
• Comply with applicable legal obligations and enforce agreements.

5. No Assumption of Customer Compliance Duties

VoiceReplyAI does not assume customer obligations to provide privacy notices, collect consent, respond to data-subject requests, conduct transfer impact assessments, or ensure customer-specific regulatory compliance, except where expressly agreed in writing.

Customers are solely responsible for all compliance obligations tied to their use cases, user populations, and jurisdictions.

6. Sharing and Disclosure

We may disclose information to service providers and subprocessors that support cloud hosting, model inference, storage, analytics, monitoring, and support operations under appropriate contractual protections.

We may also disclose information where required by law, legal process, or to protect rights, security, and integrity of the Services and users.

7. International Transfers

Information may be processed in countries other than where it was collected. Where required, we implement transfer safeguards consistent with applicable law and our enterprise agreements.

8. Retention

We retain information for as long as needed to provide services, satisfy contractual and legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type, customer configuration, and legal requirements.

9. Security

We implement commercially reasonable technical and organizational security measures. However, no method of transmission or storage is fully secure, and we cannot guarantee absolute security.

10. Cookies and Similar Technologies

We and our partners may use cookies and similar technologies to operate the website, remember preferences, perform analytics, and improve performance. Browser controls may allow you to manage cookie behavior.

11. Data Subject Requests for Enterprise Deployments

If your data was submitted to VoiceReplyAI by a business customer, that customer is the primary party responsible for responding to your rights request. We will support customer requests consistent with contractual obligations and applicable law.

12. Children's Data

The Services are not directed to children. Customers may not use the Services to process children's data without explicit written authorization and lawful basis.

13. Policy Updates

We may update this Privacy Policy from time to time. Changes are effective when posted unless otherwise stated. Continued use after an update indicates acceptance of the updated policy.

14. Contact

Privacy-related questions may be sent to privacy@voicereply.ai.