This Privacy Policy describes how VoxFlow (“we,” “us,” or “our”) collects, uses, and shares information about you when you use our AI-powered phone campaign platform (the “Service”). By using VoxFlow, you agree to the practices described below.

1. Information We Collect

We collect the following categories of information:

• Account information: name, email address, and an encrypted password when you create an account.
• Caller-ID phone numbers: the phone numbers you register as your outbound caller identity.
• Campaign content: the AI scripts, call instructions, transfer rules, and end-call criteria you configure.
• Call records: destination phone numbers you dial, call duration, recordings (when enabled), transcripts, and routing decisions made by the AI agent.
• Usage data: aggregate minutes consumed for billing, login timestamps, and pages visited inside the dashboard.
• Payment data: handled by our payment processor (Stripe). We never see or store full card numbers.

2. How We Use Your Information

• To place AI-driven outbound calls on your behalf using the parameters you provide.
• To bill you for monthly subscription and per-minute usage.
• To present call logs, recordings, and analytics inside your dashboard.
• To send transactional emails (account activity, billing, security alerts).
• To detect, prevent, and respond to fraud, abuse, or violations of our terms.
• To improve the Service and develop new features.

3. How We Share Information

We do not sell your personal information. We share data only with:

• Voice infrastructure providers who place calls on our behalf, process audio, and generate transcripts.
• Hosting, database, and analytics providers used to operate the Service.
• Stripe for payment processing.
• Authorities when required by law, subpoena, or to protect our rights and users' safety.

4. Call Recordings & Transcripts

When recording is enabled on a campaign, audio of completed calls is stored along with an auto-generated transcript. You are responsible for complying with all applicable call-recording, consent, and telemarketing laws in the jurisdictions you call into — including playing required disclosures at the start of the call. We will disable recording or remove recordings on request.

5. Data Retention

• Account information is retained while your account is active.
• Call logs, recordings, and transcripts are retained for up to 12 months unless you delete them earlier from the dashboard.
• Billing records are retained for the period required by tax and accounting law.
• When you close your account, we delete or anonymize identifiable data within 30 days, subject to legal retention obligations.

6. Security

We use industry-standard safeguards including TLS encryption in transit, encryption at rest for sensitive fields, hashed passwords (bcrypt), and least- privilege access controls. No system is perfectly secure; you are responsible for keeping your account credentials confidential.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate data.
• Delete your account and associated data.
• Export your call logs and recordings.
• Object to or restrict certain processing.
• Withdraw consent where processing is based on consent.

Contact us at the email address below to exercise any of these rights.

8. Acceptable Use

You must use VoxFlow only for lawful purposes. Prohibited activities include placing calls without the legally required consent, fraud, harassment, spoofing caller IDs you do not own, or violating Do-Not-Call registries. We may suspend or terminate accounts that violate these terms.

9. Children

VoxFlow is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

10. International Transfers

Your information may be stored and processed in countries other than the one in which you reside. We use contractual and technical safeguards to protect your data wherever it is processed.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above and notify you by email or via the dashboard when changes are material.

12. Contact Us

Questions about this policy or your data? Email us at privacy@voxflow.com.