Privacy Policy

Last Updated: November 3, 2025

1. Introduction

This Privacy Policy describes how AI Voicemail Assistant collects, uses, discloses, and protects personal information when you use our voice assistant service. This policy applies to information collected through our website, application, and services.

By using the Service, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

  • Phone number (for authentication)
  • Business name and contact information
  • Email address
  • Payment information (processed securely through Stripe)
  • Billing address

Business Data:

  • Customer phone numbers you handle
  • Conversation data and summaries
  • Extracted information from calls

2.2 Information Collected Automatically

Call Data:

  • Call duration and timestamps
  • Phone numbers (calling and receiving)
  • Real-time audio processing (no permanent storage)
  • AI-generated conversation summaries

Usage Information:

  • Log data (IP addresses, browser type, device information)
  • Access times and features used
  • Error logs and diagnostic information

2.3 Information from Third Parties

We receive data from:

  • Twilio: Call detail records, telephony metadata, SMS delivery information
  • ElevenLabs: Real-time voice processing metadata (primary voice service)
  • OpenAI: Real-time voice processing metadata (backup voice service)
  • Stripe: Payment processing information, transaction records

2.4 Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files placed on your device when you visit our website. We use cookies and similar tracking technologies to improve your experience, analyze site traffic, and personalize content.

Types of Cookies We Use

🔧 Essential Cookies (Always Active)

Required for the website to function properly. Cannot be disabled.

  • Authentication and security
  • Session management
  • Cookie consent preferences

📊 Analytics Cookies (Optional - Requires Consent)

Provider: Google Analytics

Purpose: Understand how visitors interact with our website

Data Collected:

  • Page views and navigation patterns
  • Time spent on pages
  • Device type and browser
  • Approximate location (city level only)
  • Referral source

Note: We anonymize IP addresses to protect your privacy.

Your Cookie Choices

You have control over cookies:

  • Accept or Reject: When you first visit our site, a banner asks for your consent. You can accept or reject analytics cookies.
  • Change Your Mind: Clear your browser cookies to reset your preferences and see the banner again.
  • Browser Settings: Most browsers allow you to block or delete cookies through settings.
  • Do Not Track: We respect "Do Not Track" browser signals.
  • Google Opt-Out: Install the Google Analytics Opt-out Browser Add-on

Data Retention

Google Analytics data: Retained for 26 months, then automatically deleted.
Cookie consent preference: Stored in your browser indefinitely until you clear it.

Data Sharing

Google Analytics data may be accessed by:

  • Google LLC (as data processor)
  • Our marketing team (for analysis)

We do NOT sell your personal information to third parties.

Legal Basis (For International Users)

GDPR (EU/UK): Consent (Article 6(1)(a))
CCPA (California): Notice and opt-out provided
Other US States: Notice and choice provided

3. How We Use Your Information

3.1 To Provide and Improve the Service

We use your information to:

  • Create and maintain your account
  • Process and route incoming calls
  • Generate AI-powered conversation responses
  • Process audio in real-time for conversation handling
  • Send SMS notifications
  • Process payments and manage subscriptions
  • Provide customer support

3.2 To Improve and Develop the Service

We analyze data to:

  • Improve AI model performance
  • Enhance conversation quality
  • Develop new features
  • Conduct research and analytics

3.3 For Security and Fraud Prevention

We process information to detect and prevent fraud, maintain security, and protect against unauthorized access.

4. Real-Time Audio Processing and Voice Data

⚠️ IMPORTANT PRIVACY NOTICE

4.1 Audio Processing Practices

The Service processes audio in real-time during calls but does NOT record or permanently store audio files. You are solely responsible for:

  • Providing appropriate notice to call participants about audio processing
  • Obtaining legally required consent for audio processing
  • Complying with federal and state laws regarding audio processing
  • Ensuring appropriate disclosures

4.2 Voice Data Processing

Voice data is processed in real-time during calls (no permanent recording), transmitted to third-party AI services (ElevenLabs as primary, OpenAI as backup) for immediate processing, converted to text for conversation handling, analyzed for information extraction, and summarized for record-keeping. Audio files are NOT permanently stored.

4.3 US State Call Recording Laws

⚠️ TWO-PARTY CONSENT STATES

The following US states require all parties to consent to call recording or monitoring:

  • • California
  • • Connecticut
  • • Florida
  • • Illinois
  • • Maryland
  • • Massachusetts
  • • Michigan
  • • Montana
  • • Nevada
  • • New Hampshire
  • • Pennsylvania
  • • Washington

If your business is located in or calls persons in these states, you must obtain consent from callers before the AI processes their call. We recommend implementing one of these methods:

  • Pre-recorded Announcement: "This call may be monitored or recorded for quality assurance..."
  • AI Greeting: Configure your AI to announce call processing at the start of calls
  • Terms of Service: Include consent in your customer agreements

Note: Federal law (via FCC) also requires notification for interstate calls. This applies to all US businesses.

5. Data Sharing and Disclosure

5.1 Service Providers

We share information with third-party service providers:

🔷 Twilio (Telephony Services)

Call routing, SMS delivery, telephony infrastructure

View Privacy Policy →

🎙️ ElevenLabs (Primary Voice Service)

Real-time voice processing, speech-to-text, text-to-speech, voice synthesis, conversation generation

View Privacy Policy →

🤖 OpenAI (Backup Voice Service)

Real-time voice processing (used when ElevenLabs is unavailable), speech-to-text, natural language processing, conversation generation

View Privacy Policy →

💳 Stripe (Payment Processing)

Payment processing, subscription management, billing

View Privacy Policy →

5.2 Legal Requirements

We may disclose information if required by law, in response to subpoenas, court orders, or legal processes, or in situations involving potential threats to safety.

6. Data Retention

Account Information:

Retained while your account is active; deleted within 90 days of account closure

Call Processing Data:

Retained for 90 days by default; automatically deleted after retention period expires. Note: No audio recordings are stored.

Usage Logs:

Retained for 12 months for security and analytics

Billing Information:

Retained for 7 years for tax and accounting purposes

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information:

🔒 Technical

  • • Encryption in transit (TLS/SSL)
  • • Encryption at rest
  • • Secure authentication
  • • Access controls

👥 Administrative

  • • Employee training
  • • Background checks
  • • Incident response
  • • Security audits

🏢 Physical

  • • Secure data centers
  • • Access controls
  • • Environmental protections

While we implement reasonable security measures, no system is completely secure. We cannot guarantee absolute security of your data.

8. Your Privacy Rights

8.1 General Rights (All Users)

  • Access: Review your account information through your dashboard
  • Correction: Update and correct your information in account settings
  • Deletion: Request deletion of your account and data
  • Data Portability: Request a copy of your data in a portable format

8.2 GDPR Rights (EEA, UK, Switzerland)

If GDPR applies to you, you have additional rights:

  • Right to access copies of your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restriction of processing
  • Right to data portability
  • Right to object to processing
  • Right to lodge a complaint with supervisory authority

8.3 CCPA/CPRA Rights (California)

California residents have specific rights:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of "sale" of personal information (Note: We do not sell personal information)
  • Right to correct inaccurate information
  • Right to non-discrimination for exercising rights

9. International Data Transfers

The Service is operated from the United States. Your information may be transferred to, stored, and processed in the United States and other countries where we or our service providers operate.

For EEA, UK, and Switzerland users, we implement appropriate safeguards including Standard Contractual Clauses (SCCs) and supplementary measures to protect your data.

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

11. Your Responsibilities

If you use the Service to process personal information of your customers:

  • You are a data controller for that information
  • You are responsible for compliance with privacy laws
  • You must provide privacy notices to your customers
  • You must obtain required consents
  • You are responsible for call processing consents

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email, in-app notification, or prominent notice on our website. Continued use after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

For privacy questions, concerns, or to exercise your rights, contact us:

Tech Nova Services Inc

Address: Florida, United States

Email: support@technovaserv.com

Website: technovaserv.com

For privacy requests (CCPA, data deletion, etc.), please email with "Privacy Request" in the subject line.

This Privacy Policy is effective as of the "Last Updated" date above.