1. Who we are
TheVoiceVertex AI is a service operated by XVERTEX CAPITAL LTD, company number 17158369, registered at Prime Apartments, 483 Green Lanes, London, England, N13 4FG, United Kingdom.
For privacy enquiries, contact [email protected].
2. What this policy covers
This policy explains how we handle personal data when people use TheVoiceVertex AI website, dashboard and services, and when TheVoiceVertex AI processes calls, messages, bookings and related business workflows.
For personal data that a business customer supplies about its own customers, leads or callers, that business normally determines why the data is used and TheVoiceVertex AI processes it to provide the configured service.
3. Data we may process
- Account data: name, business name, email address, login credentials and account identifiers.
- Service configuration: agent instructions, business rules, booking settings, integration settings and connected phone numbers.
- Communications: caller or recipient phone numbers, call metadata, call transcripts, SMS or WhatsApp message content, message status and customer context used by configured AI features.
- Contacts: names and phone numbers entered or imported by a customer.
- Calendar and integration data: connected account identifiers, OAuth tokens and data needed to check availability or create, update or cancel bookings.
- Billing data: subscription status, plan and Stripe customer/subscription identifiers. Payment card details are handled by Stripe rather than stored in the TheVoiceVertex AI application database.
- Telephony and messaging compliance data: business identity, representative details, addresses, registration data and supporting documents when required to provision phone numbers or messaging services.
- Technical data: authentication/session information, request logs and security-related information necessary to operate the service.
4. How we use data
- Provide AI calling, messaging, booking, follow-up and dashboard functionality.
- Authenticate users and protect accounts.
- Connect and operate requested third-party integrations.
- Process subscriptions and maintain usage records.
- Meet carrier, telephony, anti-fraud and messaging compliance requirements.
- Generate customer context, call outcomes and company insights when the relevant features are enabled.
- Investigate errors, abuse and security incidents and maintain the service.
5. AI processing
Conversational content may be sent to OpenAI to provide real-time AI responses, summaries and configured learning or analysis features. TheVoiceVertex AI also uses Twilio to deliver calls and messages. Customers should not configure the service to collect information that is unnecessary for their business purpose.
6. Service providers and integrations
Depending on the features used, data may be processed through:
- Twilio for phone numbers, calls, SMS, WhatsApp and telecommunications compliance.
- OpenAI for AI conversation and analysis functionality.
- Microsoft Azure infrastructure, including the PostgreSQL database used by the application.
- Stripe for subscription checkout and payment processing.
- Google, Microsoft and Calendly when a customer connects the relevant calendar service.
- Zapier when a customer enables Zapier-based automations.
We may also disclose information where required by law, to protect the service or users, or in connection with a lawful corporate transaction.
7. SMS and mobile information
Mobile numbers and SMS opt-in or consent records are used to provide the messaging service requested by the relevant business and to meet messaging compliance requirements.
We do not sell mobile information or SMS consent data. We do not share text-message opt-in data or consent with third parties or affiliates for their own marketing or promotional purposes. We may provide necessary information to service providers that help us deliver, secure or support the messaging service.
8. Call transcripts, memory and retention
TheVoiceVertex AI can store call transcripts and communication logs as part of the Activity and service workflow. Where customer-memory features are enabled, customer context can be retained for the period configured in the service; the current configurable memory retention range is 1 to 365 days.
Other account, billing, compliance and operational records are retained for as long as reasonably necessary to provide the service, resolve disputes, meet legal or regulatory obligations, prevent fraud and maintain security. Retention may therefore vary by data type.
9. Lawful bases
Where UK data protection law applies, our processing may rely on performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, and consent where consent is the appropriate basis. Business customers are responsible for identifying an appropriate lawful basis for personal data they instruct TheVoiceVertex AI to process on their behalf.
10. International processing
Some service providers may process data outside the United Kingdom. Where required, we rely on appropriate contractual or other lawful transfer safeguards.
11. Security
We use technical and organisational measures intended to protect service data, including hashed account passwords, secure authentication cookies, access controls and provider authentication. No internet service can guarantee absolute security.
12. Cookies and embedded services
TheVoiceVertex AI uses an essential authentication cookie to keep signed-in users logged in. Public pages may also contain third-party embedded content, such as Google Maps or LinkedIn content, which may operate under those providers' own privacy and cookie practices.
13. Your rights
Depending on applicable law, individuals may have rights to access, correct, erase or restrict personal data, object to certain processing, request portability, and withdraw consent where processing is based on consent. Requests can be sent to [email protected].
You may also have the right to complain to the UK Information Commissioner's Office or another competent data protection authority.
14. Business customers and end users
Businesses using TheVoiceVertex AI are responsible for providing any notices and obtaining any permissions or consents required for calls, recordings, transcripts, SMS, WhatsApp, imported contacts and other processing they configure. Requirements vary by jurisdiction and use case.
15. Changes
We may update this policy as the service, integrations or legal requirements change. The current version will be published on this page with its updated date.