This is a draft and isn’t in effect yet.
Privacy Policy
Effective date: EFFECTIVE_DATE
1. Who this covers
COMPANY_LEGAL_NAME ("Voxtally," "we," "us") runs Voxtally. This policy covers three groups:
- Subscribers: the businesses that sign up, and their staff who use the app.
- Callers: people who call a Voxtally tracking number. Callers aren’t our customers.
- Visitors to our website.
For call data, we act on the Subscriber’s behalf. The Subscriber decides why calls are recorded and what happens to the data. We are its processor (a "service provider" under some state laws). If you are a caller and want to ask about a call, start with the business you called. You can also write to us at CONTACT_EMAIL.
2. What we collect
| Who | What we collect |
|---|---|
| Subscribers | Account email; business name; forwarding number; business hours; average job value; plan and trial details; settings; seats you add. |
| Callers | Phone number and approximate city and state (from the carrier); call time and duration; the call recording (when recording is on); the voicemail recording (if the call is unanswered); the transcript; the AI summary. |
| Visitors | Standard request details (IP address, browser type) handled by our hosting, used to serve pages and prevent abuse. |
A recording can include anything a caller says, such as a name, an address or a description of a problem. We don’t ask callers for anything. We record what they say.
Summaries. The AI summary says whether the call looks like a lead, the service asked for, whether it was booked, how urgent it was, and what the caller said about how they heard of the business. This is shown as "caller said." It is not proof.
Notice to callers. When recording is on, callers hear "This call may be recorded." before the call connects.
We don’t make outbound calls and we don’t send text messages. We don’t sell personal data.
3. How we use it
We use data to:
- forward calls and run the tracking numbers;
- record, store, transcribe and summarise calls for the Subscriber;
- show the Subscriber its calls, reports and lead sources;
- sign people in and keep accounts secure;
- find and stop fraud, abuse and outages;
- meet legal duties; and
- produce de-identified, aggregated statistics, such as answer rates by industry. These never include individual recordings or anything that identifies a person or business.
We don’t use call recordings or transcripts for advertising, and we don’t share them between Subscribers.
4. AI processing
AI is used in two steps.
- Transcription. Recordings are transcribed on Cloudflare Workers AI, using Deepgram models run by Cloudflare.
- Summaries. The transcript is sent to Anthropic, which returns the summary.
We don’t use customer data to train our own or third-party AI models, and our agreements are meant to prevent our vendors from doing so. ATTORNEY: confirm vendor terms for Cloudflare Workers AI, Deepgram and Anthropic before publishing this promise.
AI can be wrong. Subscribers can correct summaries. See our Terms.
5. Who else handles data (subprocessors)
| Company | What it does | Data it handles |
|---|---|---|
| Cloudflare | Hosting, database, file storage, AI transcription (Workers AI, Deepgram models) | All service data |
| Twilio | Phone numbers, call routing, call recording | Caller numbers, call audio, call metadata |
| Anthropic | AI summaries | Call transcripts |
| Stripe (when billing opens) | Payments | Subscriber billing details |
Twilio records the call first. We copy the recording to our storage and delete it from Twilio. We may also share data when the law requires it, to protect people or our rights, or in a sale of the business (with notice). We will update this table if the list changes. SUBPROCESSOR_NOTICE_METHOD
6. How long we keep it
| Data | Default retention |
|---|---|
| Recordings (including voicemail) | 90 days. Subscribers can change this per location. |
| Transcripts, summaries and call records | 12 months |
| Subscriber account data | While the account is active, then deleted on the schedule above |
After that time we delete the data. You can ask us to delete it sooner (see section 7). Backups and legal holds may delay full deletion for a short time. ATTORNEY: confirm backup and legal-hold wording.
7. Your choices and rights
Subscribers can see and correct their call data and turn recording off for a location in the app, and can ask us to export their data, change how long recordings are kept, or delete their account and call data. Write to CONTACT_EMAIL.
Callers can ask the business they called, or write to CONTACT_EMAIL, to:
- find out what we hold about their call;
- correct it; or
- delete it.
If you write to us about a call, we may pass your request to the Subscriber, because the Subscriber controls that data. We will tell you if we do.
State privacy laws. Depending on where you live, you may have rights under laws such as the California Consumer Privacy Act (CCPA/CPRA). For call data, Voxtally acts as a service provider to the Subscriber: we process it only on the Subscriber’s instructions, and we don’t sell or share it. ATTORNEY: confirm service-provider language, contract terms and which state laws apply. STATE_PRIVACY_RIGHTS_SECTION
Agencies. A data processing agreement is available on request: DPA_LINK.
8. Security
We protect data with:
- encryption in transit and at rest, provided by our infrastructure providers;
- sign-in tokens stored only as hashes;
- recording links that are signed and short-lived;
- least-access rules, so only the people and systems that need data can reach it; and
- no passwords, because sign-in uses an emailed link or 6-digit code.
No system is perfectly secure. If a breach affects you, we will tell you as the law requires. BREACH_NOTICE_PROCESS
9. Cookies
We set no cookies. After you sign in, the app keeps a sign-in token in your browser’s local storage. That is not a cookie. It is only used to keep you signed in, and signing out removes it. We don’t run advertising or analytics trackers.
10. Children
Voxtally is a business service and isn’t meant for people under 18. We don’t knowingly collect data from children, other than what a caller might say on a call to a business. If you think we hold a child’s data, write to CONTACT_EMAIL and we will look into it.
11. International transfers
Our service is hosted in the United States and is meant for U.S. businesses. Data may be processed in the U.S. by our providers. If you are outside the U.S., your data will be moved there. ATTORNEY: confirm data location with Cloudflare and Twilio, and whether any transfer mechanism is needed.
12. Changes
We may update this policy. For changes that matter, we will email Subscribers or tell them in the app at least PRIVACY_CHANGE_NOTICE_DAYS days before they take effect. The date above shows the latest version.
13. Contact
COMPANY_LEGAL_NAME COMPANY_ADDRESS CONTACT_EMAIL