Privacy Policy

Last Updated: January 2025

This Privacy Policy describes how Volexa AI ("Company," "we," "us," or "our") collects, uses, discloses, and protects your information when you access or use our website, applications, and services (collectively, the "Service").

By using Volexa AI, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Information We Collect

We collect several types of information to provide and improve our Service.

A. Information You Provide

  • Name
  • Email address
  • Company name
  • Billing information
  • Account login credentials
  • Contact and customer records you upload
  • Support requests and communications

B. Call Data & Content

When you connect third-party platforms such as RingCentral, we may collect and process:

  • Call recordings
  • Call metadata (time, duration, participants, phone numbers)
  • Call transcripts
  • AI-generated summaries and insights

This data is collectively referred to as Customer Data.

C. Automatically Collected Information

We automatically collect certain technical information, including:

  • IP address
  • Device type
  • Browser type
  • Operating system
  • Usage data and activity logs
  • Cookies and tracking technologies

2. How We Use Your Information

We use collected information to:

  • Provide, operate, and maintain the Service
  • Process and analyze call recordings and transcripts
  • Generate AI summaries and analytics
  • Improve platform functionality and performance
  • Provide customer support
  • Process billing and subscriptions
  • Communicate updates, alerts, and service notices
  • Prevent fraud, abuse, and security threats

3. AI Processing & Data Handling

Volexa AI uses artificial intelligence models to generate summaries, analytics, and insights.

By using the Service, you acknowledge and consent to:

  • Automated processing of call data
  • AI-generated outputs
  • Storage and analysis of transcripts and metadata

We do not sell your call recordings, transcripts, or customer communications.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your data based on:

  • Contractual necessity
  • Legitimate business interests
  • Legal obligations
  • Your explicit consent

5. Data Sharing & Disclosure

We do not sell your personal data.

We may share data only with:

A. Service Providers

Trusted third parties who help us operate our platform, such as:

  • Cloud hosting providers
  • Database services
  • Payment processors (e.g., Stripe)
  • Analytics providers
  • Email delivery services

All vendors are contractually bound to protect your data.

B. Legal Compliance

We may disclose information if required to:

  • Comply with legal obligations
  • Respond to lawful requests
  • Protect our rights, users, or safety

C. Business Transfers

In the event of a merger, acquisition, or asset sale, your data may be transferred as part of that transaction.

6. Data Retention

We retain your data only for as long as necessary to:

  • Provide the Service
  • Fulfill legal obligations
  • Resolve disputes
  • Enforce agreements

You may request deletion of your data at any time, subject to legal requirements.

7. Data Security

We implement industry-standard security measures, including:

  • Encryption in transit and at rest
  • Secure access controls
  • Role-based permissions
  • Regular monitoring and auditing

However, no system is completely secure. We cannot guarantee absolute security.

8. Call Recording Compliance

You are solely responsible for compliance with all applicable call recording laws.

You represent and warrant that:

  • You have obtained proper consent
  • You are legally authorized to record and process call data

Volexa AI assumes no liability for your legal compliance.

9. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Improve site performance
  • Analyze usage
  • Enhance user experience

You may adjust cookie preferences in your browser settings.

10. Your Privacy Rights

Depending on your location, you may have rights to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Data portability

To exercise these rights, contact us at support@volexa.ai.

11. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

  • Know what personal data we collect
  • Request deletion
  • Opt out of data selling (we do not sell data)

To submit requests, email support@volexa.ai.

12. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect data from minors.

13. Third-Party Services

Our Service integrates with third-party platforms such as RingCentral.

We are not responsible for the privacy practices of third-party services. Please review their policies independently.

14. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on this page, and continued use of the Service constitutes acceptance of changes.

15. Contact Information

If you have questions about this Privacy Policy, contact:

Volexa AI
Email: support@volexa.ai
Location: Virginia, United States