Privacy Policy

1. Introduction

At Voice Engines AI Inc., we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

Voice Engines AI Inc. is the data controller for the personal data we process. Our Data Protection Officer can be reached at privacy@voice-engines.com for any privacy-related inquiries.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account
• Use our services
• Contact us for support
• Subscribe to our newsletter

This information may include:

• Name and contact information
• Company information
• Payment information
• Usage data and preferences

2.2 Voice Data

Our services process voice recordings and transcripts for the purpose of providing AI-powered voice analysis and training services. We handle this data with the utmost care and in accordance with applicable data protection laws, including GDPR and CCPA.

Voice data may include:

• Audio recordings of conversations and training sessions
• Transcribed text from voice interactions
• Voice characteristics and patterns for analysis
• Performance metrics and evaluation data

2.3 AI-Powered Analysis

Our Services use artificial intelligence, including third-party AI language models accessed via API, to analyze call transcripts and generate performance evaluations, coaching feedback, and other insights. These AI providers process transcript data solely to return analysis results to us and are contractually prohibited from using your data to train their models. We do not use your call recordings or transcripts to train or fine-tune any AI models.

For customers with specific data residency, sovereignty, or compliance requirements, we offer the option to perform all AI-powered analysis exclusively within our cloud infrastructure using provider-hosted models, ensuring that transcript data does not leave our controlled environment. This option is available upon request and may be subject to the terms of your Order Form.

2.4 Cookies and Similar Technologies

We use strictly necessary cookies and similar technologies (such as local storage) to provide our services, including for authentication and session management. We do not use non-essential cookies for advertising or tracking in our product. You can control or delete cookies through your browser settings. For more detail on how we handle your information in the product, see the rest of this policy.

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain our AI-powered voice training services
• Process your transactions and manage your account
• Analyze voice interactions to provide feedback and training insights
• Send you technical notices, updates, and support messages
• Communicate with you about products, services, and events
• Improve our services and develop new features
• Ensure compliance with legal and regulatory requirements

3.1 Aggregated and De-Identified Data

We may collect, analyze, and use aggregated or de-identified data derived from your information and usage patterns to improve and enhance our Services, develop new features, conduct diagnostic and corrective purposes, and for other business purposes. This aggregated or de-identified data cannot be used to identify you personally and may be disclosed in connection with our business operations.

3.2 Customer Feedback

If you provide us with feedback, suggestions, ideas, or other input regarding our Services, we may use, modify, and incorporate such feedback into our Services or other products without any obligation to you. By providing feedback, you assign to us all rights, title, and interest in such feedback.

3.3 Legal Basis for Processing (GDPR)

Where applicable under the GDPR or similar laws, we process your data on the following bases: (i) performance of our contract with you (account, identity, voice and service data necessary to provide and support the Services); (ii) legitimate interests pursued by us or a third party, such as improving and securing our Services, analyzing aggregate usage patterns, and preventing fraud, provided these interests are not overridden by your data protection rights; (iii) legal obligation where we must retain or disclose data to comply with law; and (iv) consent where we rely on it for optional processing (e.g. certain marketing or optional uses of voice data beyond the contract). You may withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Trusted service providers who assist in our operations (under strict confidentiality agreements)
• Legal authorities when required by law or to protect our rights
• In the event of a business transfer or merger (with notice to users)

Important: Voice recordings and transcripts are never shared with third parties without your explicit consent, except as required by law.

4.1 Marketing and Publicity

We may use your company name, logo, and the fact that you are using our Services in our marketing and promotional materials, including our website, print advertisements, social media, press releases, case studies, and other marketing communications. You may revoke this right at any time by contacting us at legal@voice-engines.com, and we will use commercially reasonable efforts to cease such use within 30 days, though we may continue to use materials already published or in circulation.

4.2 Third-Party Services

Our Services may integrate with or provide access to third-party services, software, applications, or content. We do not control these third-party services and are not responsible for their privacy practices. Your use of third-party services is subject to the privacy policies and terms of those third parties. We encourage you to review the privacy policies of any third-party services you access through our platform.

4.3 Sub-Processors (Service Providers)

We use service providers that process data on our behalf, including cloud infrastructure and hosting providers, AI analysis providers, and operational tools necessary to deliver the Services. These sub-processors are bound by contract to process data only on our instructions and in accordance with applicable law. A current list of sub-processors, including their functions and data processing locations, is available upon request by contacting privacy@voice-engines.com. We do not sell your data to third parties.

4.4 Data Processing Agreement

For customers subject to GDPR or other data protection regulations that require a formal data processing agreement, we offer a Data Processing Agreement (DPA) that sets out the parties' obligations with respect to the processing of personal data, including data processing roles, sub-processor obligations, cross-border transfer mechanisms, and data breach notification procedures. To request a DPA, please contact legal@voice-engines.com.

5. Data Security and Backup

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of voice data in transit (TLS/DTLS-SRTP) and at rest (AES-256)
• Secure cloud infrastructure with industry-standard security protocols
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Employee training on data protection and privacy practices

5.1 Data Backup and Recovery

We implement and maintain commercially reasonable data backup and recovery procedures using industry-standard practices and technologies to protect your data. We use commercially reasonable efforts to recover your data in the event of data loss, corruption, or deletion. However, we cannot guarantee that all data will be recoverable in all circumstances, as no backup or recovery system is infallible.

6. Your Rights

You have the right to:

• Access your personal information and voice data
• Correct inaccurate information
• Request deletion of your information and voice recordings
• Object to processing of your information
• Data portability (receive your data in a structured format)
• Withdraw consent for voice data processing at any time
• Request restriction of processing under certain circumstances

To exercise these rights, please contact us at privacy@voice-engines.com. We will respond to your request within 30 days, or as otherwise required by applicable law.

If you are in the European Economic Area or the United Kingdom, you also have the right to lodge a complaint with a supervisory authority in your country of residence or place of work.

7. Data Retention

We retain your personal information and voice data only for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specifically:

• Account information: Retained while your account is active and for 2 years after account closure or contract termination
• Voice recordings and transcripts: Retained for the duration of your subscription. Upon termination, recordings and transcripts are permanently deleted within 90 days, unless a longer retention period is specified in your Order Form or required by applicable law
• Performance evaluations and coaching data: Retained for the duration of your subscription and deleted alongside your account data upon termination
• Aggregated and de-identified data: As described in Section 3.1, de-identified data that cannot be used to identify any individual may be retained indefinitely for product improvement and analytics purposes
• Legal compliance data: Retained as required by applicable laws and regulations

8. Children's Privacy

Our Services are designed for business use and are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe that a child under 16 has provided us with personal information, please contact us at privacy@voice-engines.com.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions by relevant data protection authorities
• Other appropriate safeguards as required by applicable law

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending you an email notification
• Providing notice through our services

Your continued use of our services after any changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: privacy@voice-engines.com
Data Protection Officer: privacy@voice-engines.com

We are committed to addressing your privacy concerns and will respond to all inquiries within 30 days.