Privacy Policy for AVA – AI Voice Agent

1. Information We Collect

We collect the following types of information when providing AVA services:

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Client Information:

- Company name, email, phone number, and address

- Business knowledge base, FAQs, and website content

- API credentials for CRM, scheduling, or inventory systems (if shared for integration purposes)

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Caller Information:

- Caller name and phone number (if available via caller ID)

- Call recordings and transcripts

- Sentiment analysis data

- Actions taken on calls (e.g., appointment booked, order placed)

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2. How We Use the Information

We use the collected information to:

- Configure and operate the AI Voice Agent

- Provide accurate responses to inbound calls

- Manage caller interactions, including scheduling and order processing

- Improve AI training and conversation flows

- Generate call logs, analytics, and performance reports for clients

- Ensure proper functioning and troubleshooting of the service

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3. Data Storage & Security

- All call data, transcripts, and recordings are stored securely in encrypted databases.

- Access to sensitive client credentials (e.g., CRM APIs, scheduling tools) is restricted and encrypted.

- We follow industry best practices to prevent unauthorized access, misuse, or disclosure of information.

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4. Data Sharing

We do not sell or rent data to third parties.

Data may only be shared in the following cases:

- With the client (for their own call logs, dashboards, and analytics)

- With authorized third-party tools integrated at the client’s request (e.g., CRM, scheduling, or order management systems)

- To comply with legal obligations, regulatory requirements, or court orders

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5. Client Responsibilities

- Clients are responsible for ensuring that they have the legal right to share business information, APIs, and customer data with AVA.

- Clients must notify their customers (e.g., via call disclaimers or terms of service) that calls may be recorded and processed by an AI system.

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6. Data Retention

- Call recordings, transcripts, and logs are retained for as long as required to provide services, unless otherwise requested by the client.

- Clients may request deletion of stored data at any time by contacting our support team.

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7. User Rights

Clients and their customers have the right to:

- Request access to stored personal data

- Request correction or deletion of their data

- Request that data processing be limited, where applicable

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8. Changes to This Policy

We may update this Privacy Policy from time to time. Clients will be notified of significant changes via email or dashboard notifications. Continued use of AVA after updates means acceptance of the revised policy.

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9. Contact Us

For questions about this Privacy Policy or to request data access/deletion, please contact us at:

Email: [Your Company Email]

Phone: [Your Company Phone]