Privacy Policy
Last updated: January 10, 2026
1. Information We Collect
- Account information: name, email address, phone number, and billing details when you register
- Voice data: call recordings and transcripts processed through our AI agents
- Usage data: how you interact with our platform, features used, and performance metrics
- Device information: browser type, IP address, and operating system
- Integration data: information from connected third-party services like calendars and CRMs
2. How We Use Your Information
- Provide and improve our AI voice agent services
- Process and analyze calls to deliver transcripts and insights
- Send service updates, billing notifications, and support communications
- Detect and prevent fraud, abuse, and security incidents
- Comply with legal obligations and enforce our terms of service
- Develop new features and improve our AI models (with anonymized data only)
3. Data Sharing and Disclosure
We do not sell your personal information. We may share data with service providers who assist in operating our platform (cloud hosting, payment processing, analytics), when required by law or legal process, to protect our rights and safety, or with your consent. All service providers are bound by confidentiality agreements and data protection requirements.
4. Data Retention
We retain your account information for as long as your account is active. Call recordings and transcripts are retained according to your plan settings (default 90 days, configurable up to 7 years for compliance). You can request deletion of your data at any time, subject to legal retention requirements.
5. Data Security
- End-to-end encryption for all voice data in transit and at rest
- SOC 2 Type II certified infrastructure
- HIPAA-compliant data handling for healthcare customers
- Regular security audits and penetration testing
- Role-based access controls and audit logging
- Data centers located in the United States with geographic redundancy
6. HIPAA and Healthcare Data
ProtoVoice is designed to support HIPAA compliance for healthcare organizations. We implement administrative, physical, and technical safeguards required under HIPAA. Healthcare customers must execute a Business Associate Agreement (BAA) before processing Protected Health Information (PHI). For detailed information about our HIPAA compliance program, visit our Compliance page.
7. Your Rights
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your personal data
- Portability: Export your data in a machine-readable format
- Opt-out: Unsubscribe from marketing communications
- Restriction: Limit how we process your data in certain circumstances
8. California Privacy Rights (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete personal information, the right to opt-out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights. To exercise your CCPA rights, contact us at privacy@protovoice.ai.
10. International Data Transfers
Your data is processed in the United States. For users in the European Economic Area, we rely on Standard Contractual Clauses approved by the European Commission to ensure adequate protection for international data transfers.
11. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
12. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or through our platform. Continued use of our services after changes constitutes acceptance of the updated policy.
13. Contact Us
For privacy-related questions or to exercise your rights, contact our Privacy Team at privacy@protovoice.ai or write to: ProtoVoice, Inc., Attn: Privacy Team, 7975 N Hayden Rd STE A210, Scottsdale, Arizona 85258.