Privacy Policy
This Privacy Policy explains how AI Voice Hero (“we,” “us,” “our”) collects, uses, and shares information when you visit our websites, interact with our demo hotline, or use our services. Our services include AI-assisted virtual reception, call routing, message taking, appointment scheduling integrations, and related tools (the “Services”).
1) Who we are & our roles
For our website, marketing, and demo hotline, AI Voice Hero acts as a data controller. For the Services we provide to our business customers (e.g., answering their calls, capturing messages, routing calls, creating transcripts), we generally act as a data processor / service provider on their behalf. In those cases, our customers control what we collect and how long we retain it. We offer a Data Processing Addendum (DPA) upon request.
2) Information we collect
2.1 Information you provide
- Contact details (name, email, phone, company) when you request info, book a meeting, or purchase a plan.
- Support & onboarding content (FAQs, routing preferences, appointment links, hours, scripts) you give us to configure your Service.
- Payment information is processed by our payment provider. We do not store full card numbers.
2.2 Information collected when calls occur
When a caller interacts with the Services for a customer, and subject to customer settings and applicable law, we may process:
- Caller metadata (caller ID, dialed number, call timestamps, duration, routing events).
- Audio & transcripts of calls, voicemails, or messages handled by the Service.
- Interaction data (menus chosen, actions performed—e.g., transfer to on-call, appointment booked, message captured).
- Notifications content that we send to customer-designated recipients (e.g., email/SMS summaries).
2.3 Information collected automatically on our sites
- Device and log data (IP address, browser type, pages viewed, timestamps, referring URLs).
- Cookies/SDKs for essential functionality, preferences, and optional analytics/ads (see Cookies).
3) How we use information
- Provide and operate the Services (answer calls, route/transfer, generate transcripts, deliver notifications, integrate with your scheduling tools).
- Configure & improve models, prompts, and workflows according to your instructions and our legitimate interests in service quality and safety.
- Customer support, onboarding, account management, billing, and fraud prevention.
- Communications about updates, new features, and important notices. You can opt out of marketing at any time.
- Legal compliance, enforcing terms, and protecting rights, users, and the public.
Legal bases (EEA/UK): performance of a contract, legitimate interests (e.g., service improvement, security), consent (where required), and legal obligations.
4) How we share information
We do not sell personal information.
- Service providers / processors that host our infrastructure, enable telephony and messaging, process payments, provide analytics, error reporting, and scheduling integrations. They may only use data under our instructions.
- Customer-designated recipients (e.g., your staff who receive call summaries, messages, or transfers).
- Legal and safety when required by law, valid legal process, or to protect users, us, or others.
- Business transfers (e.g., merger or acquisition) with appropriate safeguards and notice where required.
If you are a caller interacting with our Service on behalf of a specific business, that business may access the related transcripts, recordings, messages, and routing results for their account according to their settings.
5) Retention
We retain information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. For customer accounts, retention of call content (recordings/transcripts) is typically set by the customer’s preferences or agreement with us. Customers can request deletion at any time, and we will process it in accordance with our role as processor/service provider.
6) Security
We use administrative, technical, and physical safeguards designed to protect personal information (e.g., encryption in transit, access controls, audit logging). No security program is perfect; we cannot guarantee absolute security. If you believe your data has been compromised, contact us immediately at support@aivoicehero.com.
7) Your privacy rights
Your rights depend on where you live. We honor valid requests within applicable law and our role (controller vs processor).
7.1 Website visitors / demo hotline (we are the controller)
You may have the right to access, correct, delete, or receive a copy of your personal information, and to object or restrict certain processing.
To make a request: email support@aivoicehero.com with “Privacy Request” in the subject.
7.2 Callers whose data we process for our customers (we are the processor/service provider)
If you interacted with the Service for a particular business, please direct your request to that business (the controller). We will support them in responding to your request in accordance with our agreement and applicable law.
7.3 U.S. state privacy disclosures (e.g., CA/VA/CO/CT/UT)
- We act as a service provider/processor to our customers for Service data.
- For our own sites and marketing, we do not sell personal information or share it for cross-context behavioral advertising.
- You may have the right to know/access, delete, correct, and opt out of certain processing. Use the contact method above.
7.4 EEA/UK GDPR
Where GDPR applies, you may have rights to access, rectification, erasure, restriction, portability, and objection. You also have the right to lodge a complaint with your local supervisory authority. Our legal bases are described in Section 3.
8) Cookies & analytics
We use essential cookies to make the site work and may use performance/analytics cookies to understand site usage and improve the experience. Where required, we will display a consent banner that lets you manage cookie preferences. You can also control cookies via your browser settings.
9) International data transfers
We may transfer, store, and process information in countries other than where it was collected. When we transfer personal data from the EEA/UK/Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent lawful mechanisms.
10) Children
Our Services are not directed to children under 13 (or the minimum age required by law in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take appropriate steps to remove it.
11) Changes to this Policy
We may update this Policy to reflect operational, legal, or regulatory changes. If the changes are material, we will provide notice (e.g., by posting a prominent notice on our site). The “Effective date” at the top shows when this Policy last changed.
12) Contact us
AI Voice Hero
Address: PO Box 540844, Houston, Tx 77254
Email: support@aivoicehero.com