Privacy Policy
Effective Date: June 2026
Last Updated: June 2026
Introduction
This Privacy Policy explains how Voxelyn AI ("we", "us", "our") collects, uses, stores, and protects information when you use our AI voice receptionist services, visit our website, or interact with our AI agent (Aria). By using our services, you agree to the practices described in this policy.
Business name: Voxelyn AI
Contact email: contact@voxelynai.com
Website: voxlynai.io
Service: Done-for-you AI voice receptionist deployment and management
1. Information We Collect
From Clients (Business Owners):
When you sign up for our services or book a demo call, we may collect your full name and business name, email address and phone number, business address and service area, calendar access credentials for appointment booking integration, CRM access details where applicable, business FAQs and service information used to train your AI agent, and payment information processed securely via Stripe or Wise.
From Your Callers (End Users):
When Aria answers calls on behalf of your business, we may collect the caller's name and phone number, the nature of their inquiry, appointment details, voice recordings of calls, call transcripts generated automatically, and SMS interactions triggered by the agent.
All caller data, call recordings, and transcripts belong to the client (the business owner). Voxelyn AI acts as a data processor on behalf of the client. Clients are responsible for ensuring their callers are informed that their calls may be handled by an AI system.
Technical and Usage Data:
When you visit our website, we may automatically collect your IP address and browser type, pages visited and time spent, referral source, device type, and cookies and similar tracking technologies.
2. How We Use Your Information
We use your information to build, configure, and deploy your custom AI voice agent, integrate the agent with your calendar and CRM, process appointment bookings and trigger SMS confirmations, monitor agent performance and generate reports, respond to enquiries and provide support, process payments and manage billing, and comply with legal obligations.
We will NEVER sell your data or your callers' data to third parties, use your callers' data for advertising, share your business information with competitors, or use call recordings to train third-party AI models without your explicit consent.
3. Data Storage and Security
Your data is stored on the following infrastructure: call recordings and transcripts on Retell AI's SOC 2 Type II certified infrastructure, appointment data within your connected calendar system, CRM data within your connected CRM, and payment data processed by Stripe or Wise.
We implement TLS/SSL encryption for all data in transit, encryption at rest for call recordings and transcripts, restricted access limited to authorised Voxelyn AI personnel, strong password policies and two-factor authentication on all internal systems.
4. Data Retention
Client account data is retained for the duration of the contract plus 2 years. Call recordings are retained for 90 days by default. Call transcripts are retained for 12 months. Payment records are retained for 7 years for tax compliance. Email communications are retained for 3 years.
5. Sharing of Information
We do not sell, rent, or trade your personal data. We share data only with trusted third-party service providers required to deliver our service: Retell AI for voice agent infrastructure, Twilio for telephony and SMS, Stripe and Wise for payment processing, Google for calendar integration, GoHighLevel and HubSpot for CRM integrations where applicable, and Make.com for workflow automation where applicable.
We may disclose information if required by law, court order, or government authority.
6. Your Rights
You have the right to access a copy of your personal data, request correction of inaccurate data, request deletion of your personal data subject to legal obligations, request restriction of processing, request your data in a portable format, and object to processing in certain circumstances.
To exercise any of these rights, contact us at contact@voxelynai.com. We will respond within 30 days.
7. Caller Notification Obligations
If you are a Voxelyn AI client, you are responsible for informing your callers that their calls may be answered by an AI voice system, calls may be recorded, and their information may be used to book appointments and follow up via SMS. Voxelyn AI accepts no liability for a client's failure to make required disclosures to callers.
8. Cookies
Our website may use essential cookies required for functionality, analytics cookies to understand how visitors use our site, and preference cookies to remember your settings. You can control cookies through your browser settings.
9. Children's Privacy
Our services are intended for business owners and are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by sending an email to your registered address at least 30 days before changes take effect. Your continued use of our services after the effective date constitutes acceptance of the updated policy.
11. Contact
For questions about this Privacy Policy:
Email: contact@voxelynai.com
Subject line: Privacy Policy Enquiry
We respond to all privacy requests within 30 days.