Privacy Policy

Voxmeet (“we,” “our,” or “us”) provides an AI-powered receptionist platform that answers business phone calls, qualifies leads, books appointments, and creates customer records on behalf of small businesses (“Business Customers”). This Privacy Policy explains how we collect, use, share, and protect information from all users of our platform - including Business Customers and their end-callers.

If you have questions, email us at support@voxmeet.io. We respond within 24 hours.

• To provide the service: Answering calls, booking appointments, creating CRM records, searching the knowledge base, and sending SMS notifications.
• To train your AI: Your uploaded documents are indexed and used exclusively to answer questions from your callers. We do not share your knowledge base with other businesses.
• To improve the platform: Anonymized and aggregated usage data helps us improve AI accuracy and build new features.
• To bill you: We use your payment information to process subscription charges through Stripe.
• To send service communications: Trial reminders, billing notices, and critical service alerts. You cannot opt out of these while your account is active.
• To respond to support requests: We access your account information when you contact our support team.
• To comply with law: We may retain or disclose information to comply with legal obligations or protect our rights.

Voxmeet relies on the following third-party services to operate. By using Voxmeet, your data may be processed by these providers subject to their own privacy policies:

Voxmeet offers an optional integration with Google Calendar. If you choose to connect your Google account, we access your Google user data as follows:

• What we access: Your calendar list (to let you choose which calendar to sync, via the calendar.readonly scope) and calendar events on the calendar you select (to create, update, and remove appointment events, via the calendar.events scope).
• How we use it: Solely to provide two-way appointment sync — appointments booked through Voxmeet appear on your chosen Google Calendar, and changes you make in Google Calendar are reflected in your Voxmeet appointments. We do not use Google user data for advertising, and we do not sell it.
• Who can see it: Google user data is only visible to your own business account within Voxmeet. We do not share it with other businesses or third parties, except with service providers (e.g., our cloud infrastructure provider) as necessary to operate the sync feature.
• How we protect it: Google OAuth tokens are encrypted at rest with AES-256-GCM and are never exposed to your browser or other users. All communication with Google uses TLS.
• Human access: No Voxmeet employee reads your calendar data except with your explicit permission (e.g., to debug an issue you report), when required for security purposes, or to comply with applicable law.
• Retention and deletion: Calendar event details are retained only as appointment records in your account. When you disconnect the integration from Settings → Integrations, we delete our stored Google tokens and stop all syncing immediately. You can also revoke Voxmeet's access at any time at myaccount.google.com/permissions.

Voxmeet's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

• Call recordings and transcripts: Retained for 12 months from the date of the call, then permanently deleted.
• CRM data (customers, leads, jobs): Retained for the lifetime of your account plus 30 days after cancellation.
• Knowledge base documents: Retained until you delete them or cancel your account.
• Billing records: Retained for 7 years as required by financial regulations.
• Account data: Deleted within 30 days of account cancellation upon written request.

We take security seriously. Our measures include:

• All data encrypted in transit (TLS 1.3) and at rest (AES-256)
• OAuth integration tokens encrypted with AES-256-GCM before storage
• Strict multi-tenancy isolation - one business never sees another's data
• Regular security reviews and dependency audits
• Managed authentication platform with MFA support

No system is 100% secure. If you discover a security vulnerability, please email security@voxmeet.io and we will respond within 24 hours.

Depending on your location, you may have rights including:

• Access: Request a copy of your personal data we hold.
• Correction: Ask us to correct inaccurate data.
• Deletion: Request deletion of your account and associated data.
• Portability: Export your call history, customers, and CRM data in CSV format from the dashboard.
• Objection (EU/UK): Object to processing based on legitimate interests.
• California residents (CCPA): Right to know, delete, and opt-out of the sale of personal information. We do not sell personal information.

To exercise any right, email support@voxmeet.io. We will respond within 30 days.

Voxmeet is intended for use by businesses and is not directed at children under 13. We do not knowingly collect information from children. If you believe we have inadvertently collected a child's information, please contact us immediately.

We may update this Privacy Policy from time to time. We will notify you of material changes via email to your registered address at least 14 days before the changes take effect. Continued use of the service after the effective date constitutes acceptance of the updated policy.

For any privacy-related questions, requests, or concerns: