Privacy Policy
Last updated: January 2025
Scope and Roles
This Privacy Policy describes how VOCALO ("we," "us," or "our") collects, uses, and discloses information when you use our AI receptionist platform, visit our website, or communicate with us. VOCALO acts as a data processor when handling call data on behalf of our business clients, and as a data controller when collecting information directly from website visitors and prospective clients.
Information We Collect
Account Information: Name, email address, business name, phone number, and billing details provided during registration.
Call Data: Call recordings, transcripts, caller phone numbers, call duration, and sentiment analysis data processed through our AI receptionist service.
Knowledge Base Data: Business information, documents, FAQs, and other content you upload to train your AI receptionist.
Usage Data: Dashboard interactions, feature usage, login history, and device/browser information collected automatically.
Contact Form Data: Name, email, phone, business name, and messages submitted through our website contact form.
Legal Basis for Processing
We process your information based on: (a) contractual necessity — to provide you with our AI receptionist service; (b) legitimate interests — to improve our platform and protect against fraud; (c) consent — for marketing communications and analytics cookies; (d) legal obligations — to comply with applicable laws and regulations.
How We Use Information
- To provide and maintain the AI receptionist service
- To process and route phone calls to your AI agent
- To generate call transcripts, analytics, and sentiment scores
- To train and improve your AI receptionist's knowledge base
- To send service notifications and appointment confirmations
- To respond to your inquiries and provide customer support
- To detect, investigate, and prevent fraudulent or unauthorized activity
- To comply with legal obligations
Disclosure of Information
We may share your information with: service providers who assist in operating our platform (such as Retell AI for call processing, Supabase for data storage, and ElevenLabs for voice synthesis); professional advisors; law enforcement when legally required; and in connection with a business transfer. We do not sell your personal information to third parties.
Data Retention
We retain your account information for as long as your account is active or as needed to provide services. Call recordings and transcripts are retained for 90 days unless your plan includes extended retention. You can request deletion of your data at any time through your dashboard or by contacting us.
Data Security
We implement industry-standard security measures including encryption in transit (TLS 1.2+) and at rest, role-based access controls, and regular security audits. On the Full Front Desk plan, PII is automatically stripped from call transcripts for additional protection.
International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure that any international transfers of personal data are subject to appropriate safeguards in accordance with applicable data protection laws.
Your Privacy Rights
Depending on your jurisdiction, you may have the right to: access, correct, or delete your personal information; object to or restrict processing; data portability; withdraw consent; and lodge a complaint with a supervisory authority. To exercise these rights, contact us at vocalotech@gmail.com.
Data from Children
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.
No Sale of Personal Information
VOCALO does not sell, rent, or trade your personal information. We do not share your data for cross-context behavioral advertising purposes.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a revised "Last updated" date. Your continued use of the service after the update constitutes acceptance of the revised policy.
Contact Information
If you have any questions about this Privacy Policy or our data practices, please contact us at: