Privacy Policy

The short version

• We collect what we need to run an AI phone receptionist on your behalf — your business configuration, your customers' phone numbers, call audio, and call transcripts.
• We do not sell your data, your callers' data, or your customer list. Ever.
• We use sub-processors (OpenAI, Twilio, Google, AWS, Stripe). They process your data on our behalf under their own enterprise data agreements.
• You can request your data, export it, or delete it at any time by emailing security@thevoicepal.com.

What we collect

To deliver the The Voice Pal service, we collect and store:

• Account information: name, email, business name, phone number, billing address, payment method.
• Business configuration: the services, hours, prices, voice preferences, and rules you upload during onboarding.
• Call data: phone numbers of inbound callers, call timestamps and duration, call audio recordings, and AI-generated transcripts. Calls answered by The Voice Pal are recorded so the AI can process them and so you can review what was said.
• Appointment data: booking details created by the AI, including caller name and phone number provided during the call.
• Usage data: standard logs (IP address, browser, pages viewed) for the The Voice Pal customer dashboard, used for security and product analytics.

How we use it

• To run your AI receptionist. Call audio is streamed to OpenAI's Realtime API in order to generate the AI's response. Transcripts are stored so you can review calls.
• To book and confirm appointments. We send confirmation SMS messages to callers via Twilio and create calendar events in your booking software.
• To bill you. Payment is processed by Stripe.
• To improve the product. We may use de-identified, aggregated usage patterns to improve The Voice Pal. We do not train AI models on your call audio or transcripts without your explicit, written opt-in.
• To support you. When you contact us, we use your account info to respond.

Sub-processors

The Voice Pal uses these third parties to deliver the service. Each operates under its own enterprise data processing agreement:

• OpenAI — voice AI processing (Realtime API). Audio is processed in real time and is not used by OpenAI to train models when sent via The Voice Pal's enterprise account.
• Twilio — inbound voice and SMS delivery.
• Google — calendar integration (only if you connect a Google Calendar).
• Amazon Web Services — hosting (us-east-1), storage, and secrets management.
• Stripe — payment processing.

How long we keep it

• Call recordings and transcripts: 90 days by default. You can shorten or extend this in your dashboard, or request immediate deletion.
• Appointment data: retained while you have an account, deleted within 30 days of account closure.
• Billing records: retained 7 years for tax and accounting compliance.

Your rights

If you are in the EU, UK, California, or another jurisdiction with comparable privacy law, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate information
• Delete your data (subject to legal retention requirements)
• Export your data in a machine-readable format
• Object to certain processing

Email security@thevoicepal.com. We respond within 30 days.

Children

The Voice Pal is a B2B service for adult business operators. We do not knowingly collect data from anyone under 18.

SMS / mobile messaging

When you provide your mobile phone number to a business during a call, we use it solely to send you transactional SMS messages about your appointment (confirmations, reminders, and scheduling updates). Message frequency varies based on your activity. Message and data rates may apply.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent are never shared with any third party. We share data only with the service providers strictly necessary to deliver the messaging (for example, our telecommunications carrier), and never for their own marketing.

You can opt out of text messages at any time by replying STOP, and reply HELP for assistance.

Changes to this policy

We'll email all active customers at least 30 days before any material change, and post a notice on this page.

Contact

Questions about this policy: security@thevoicepal.com.