Privacy Policy

We may collect the following categories of information:

• Personal Information: Name, email address, phone number, and other contact details you provide.
• Account Information: Business name, preferences, and login credentials.
• Usage Data: IP address, browser type, pages visited, device details, and session activity.
• Voice/Chat Data: Audio recordings, transcripts, and interactions generated through AI agents.
• Customer Content: Prompts, uploaded files, and AI-generated outputs.
• Communication Information: Phone numbers and consent preferences related to SMS, calls, or notifications.

We process your information to:

• Provide, operate, and improve the Platform
• Authenticate users and manage accounts
• Personalize user experiences and service quality
• Communicate with you—including via email, SMS, or voice—for support, service updates, or limited promotions
• Monitor, detect, and prevent fraud or abuse
• Improve service quality through aggregated, de-identified analytics on Voka AI-originated voice and chat interactions. We do not use data obtained through third-party platforms (including Google API services) to train, fine-tune, or evaluate any AI/ML model.

By providing a phone number or otherwise interacting with our Platform, you consent to receive text messages (SMS/MMS), automated calls, and electronic notifications from Voka AI. These may include:

• Account alerts, verification codes, and transactional updates
• Customer support follow-ups
• Service or feature announcements
• Occasional promotional or educational messages

SMS Data Protection: Your mobile information and SMS opt-in consent will not be sold or shared with third parties for promotional or marketing purposes. All personally identifiable information collected during SMS signup, including phone number and name, is used exclusively for delivering account notifications, support messages, and service updates from Voka AI. We may share your phone number only with service providers necessary to deliver SMS messages on our behalf, such as telecommunications carriers and messaging platforms. These vendors are contractually prohibited from using your information for any purpose other than message delivery.

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

Scopes we request and the user-facing feature each enables:

• https://www.googleapis.com/auth/calendar.calendarlist.readonly — Lists the Google calendars you're subscribed to so you can choose which calendars Voka AI should check for availability.
• https://www.googleapis.com/auth/calendar.freebusy — Checks real-time availability across your selected calendars before Voka AI offers a booking slot to a caller.
• https://www.googleapis.com/auth/calendar.events — Reads, creates, updates, and cancels calendar events on your behalf when a caller books, reschedules, or cancels through the voice agent.

How we use Google user data: We use Google user data only to provide and improve user-facing features that are prominent in Voka AI's interface — specifically, real-time availability checking, automatic event creation, rescheduling, and cancellation initiated by an authorized caller through your voice agent.

What we do not do with Google user data:

• We do not transfer Google user data to third parties such as advertising platforms, data brokers, or information resellers.
• We do not use Google user data for serving ads — including retargeting, personalized advertising, or interest-based advertising.
• We do not use Google user data to determine credit-worthiness or for lending purposes.
• We do not use Google user data to develop, train, fine-tune, or evaluate any generalized AI/ML model.
• We do not allow humans to read Google user data except: (i) with your affirmative consent for specific Google user data, (ii) for security purposes (such as investigating abuse), (iii) to comply with applicable law, or (iv) where the data has been aggregated and de-identified for internal operations.

Data flow: Google Calendar data is fetched by our deterministic Model Context Protocol (MCP) integration layer and used in-session to fulfill your request — for example, reading the next available slot to a caller, or creating a calendar event when a caller books. Calendar data is relayed to the language model only as needed within a single conversation turn and is not retained in any AI training corpus.

Sub-processors that may handle Google Calendar data:

• Carrier-grade voice and AI infrastructure providers — for routing calls, speech-to-text, language model inference, and text-to-speech. The specific providers are subject to change as the model and carrier landscape evolves; an up-to-date list is available on request.
• Google Cloud and Firebase — hosting, authentication, and infrastructure.

All sub-processors are contractually bound to the Limited Use requirements when handling Google API data.

Revoking access: You may revoke Voka AI's access to your Google account at any time at Google Account permissions or by disconnecting the integration from your Voka AI dashboard.

Where applicable, processing is based on:

• Your consent
• Performance of a contract
• Compliance with legal obligations
• Legitimate interests (e.g., service improvement or security)

We share personal information with the following categories of service providers and integrated third parties only as needed to operate the Voka AI service:

• Square (Block, Inc.)— when you connect your Square Appointments account, we exchange business profile, locations, services/catalog, customers, and bookings data via the Square API to schedule and manage appointments. Square’s processing of that data is governed by Square’s Privacy Notice.
• Acuity Scheduling— appointment availability and bookings exchanged via the Acuity API to schedule consultations and services.
• Google (Google Calendar)— event create/read/update/delete operations on the calendar(s) you authorize. Limited Use commitments are described in Section 2B above.
• Stripe — for billing your Voka AI subscription. See stripe.com/privacy.
• Carrier-grade voice and AI infrastructure providers— for placing and receiving calls and SMS, speech-to-text and text-to-speech transcription, and language-model inference on call context. We do not permit these providers to train models on your data; data accessed via your connected integrations is excluded from any training corpus. The specific providers used are subject to change as the carrier and model landscape evolves; an up-to-date list is available on request.
• Zapier, Make, n8n— only when you explicitly create automation workflows that connect Voka AI to other apps you operate.
• Authorities when legally required.
• In business transactions (e.g., merger, sale, or acquisition).

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.

Data may be processed on servers located outside your country of residence. We rely on Standard Contractual Clauses (SCCs) and equivalent safeguards for such transfers.

We retain personal data only as long as needed for the purposes described or as required by law. Call or chat recordings are generally stored for 30 days unless extended for legitimate business, legal, or compliance purposes.

Data accessed via Google API services (e.g., Google Calendar event metadata) is processed in-session to fulfill user requests and is not stored long-term. Operational metadata required to maintain the integration — such as the IDs of events Voka AI created so they can later be modified or canceled — is retained only while your Google account remains connected. Revoking access via Google Account permissions or the Voka AI dashboard purges this metadata within 30 days.

You may have the right to:

• Access, correct, or delete your data
• Request restriction or portability
• Withdraw consent or object to processing

To exercise these rights, contact hello@vokaai.com.

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) gives you specific rights regarding your personal information:

• Right to Know — what categories of personal information we collect, where we collect it, and with whom we share it.
• Right to Access — a copy of the personal information we hold about you.
• Right to Correct — correct inaccurate personal information.
• Right to Delete — delete personal information we hold about you, subject to limited exceptions.
• Right to Limit Use of Sensitive Personal Information.
• Right to Opt Out of “Sale” or “Sharing” as those terms are defined under CCPA/CPRA.
• Right to Non-Discrimination — we will not discriminate against you for exercising any of the rights above.

Voka AI does not sell personal information, and we do not share personal information for cross-context behavioral advertising as those terms are defined under the CCPA. We have not sold or shared personal information in the preceding twelve months.

To exercise any of these rights, email hello@vokaai.com from the email associated with your Voka AI account, or write to the address listed in Section 12. We will verify your identity and respond within 45 days. You may also designate an authorized agent to make a request on your behalf, subject to the verification requirements under CCPA Regulation §7063.

If you have questions about your California privacy rights or are not satisfied with our response, you may contact the California Attorney General’s Office at oag.ca.gov/contact.

We employ administrative, technical, and physical measures—such as encryption, role-based access controls, and continuous monitoring—to protect your information.

We use cookies and similar tools for functionality, analytics, and performance. You can adjust preferences via your browser settings. Some features may not function without essential cookies.

Our Platform is not directed to children under 13 (or 16 where applicable), and we do not knowingly collect data from them.

We may modify this Privacy Policy periodically. Material changes will be announced by email or in-app notice.

For questions or requests, contact: