How We Handle Your Data

1 Information We Collect

Information you provide directly:

• Contact information — name, email address, and/or mobile phone number submitted through our contact form
• SMS consent — your explicit opt-in to receive text messages from us, along with the timestamp of that consent
• Messages and inquiries — any message content you submit through our contact form
• Business information — when you become a client, information about your business such as company name, industry, use case for voice agents, and contact details for your team
• Agreement and billing details — the terms of your service agreement and billing arrangements (we do not store full payment card numbers on our servers)

Information collected automatically:

• IP address, browser type, device type, and operating system
• Pages visited, time spent on pages, and referring URLs
• General geographic location derived from IP address

Information related to voice agent services:

• Call logs, transcripts, and interaction data generated by voice agents we deploy for clients
• Configuration settings, scripts, and business logic provided by clients for their voice agents
• End-user data that your callers share when interacting with your voice agent (governed by your own privacy policy as our client)

2 How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and communicate with you about our services
• Send you SMS messages you have opted into (see Section 3)
• Build, configure, test, and maintain AI voice agents on behalf of clients
• Manage client agreements, billing, and service delivery
• Improve our website, services, and voice agent performance
• Comply with legal obligations and enforce our Terms of Service
• Detect and prevent fraud or misuse of our services

We will not sell your personal information to third parties. We will not use your contact information to send unsolicited commercial messages unrelated to our services.

3 SMS Messaging & Twilio

If you opt in to receive SMS messages from AI-Voicelabs, we will send you messages related to our services, updates, and marketing. By opting in you agree to receive recurring automated marketing text messages sent using an automatic telephone dialing system.

Opt-out: Reply STOP to any message at any time to unsubscribe. You will receive a confirmation and no further messages will be sent. Reply HELP for assistance.

Message frequency: Message frequency varies. Message and data rates may apply depending on your carrier plan.

Twilio as our messaging provider: We use Twilio Inc. to deliver SMS messages. When you provide your phone number and consent to receive texts, that phone number is transmitted to and processed by Twilio in accordance with Twilio's Privacy Policy. Twilio acts as a data processor on our behalf. We do not share your phone number with Twilio for their own marketing purposes.

Consent to receive SMS messages is not a condition of purchase or use of any service.

4 Voice Agent Services & Client Data

AI-Voicelabs builds and deploys AI-powered voice agents for small business clients. In doing so:

• Clients provide us with business information, call scripts, workflows, and other data necessary to build their voice agent
• Voice agents may collect information from your customers (callers) including names, phone numbers, appointment details, or other information relevant to your business
• As our client, you are the data controller for information collected by your voice agent from your own customers. You are responsible for having an appropriate privacy policy on your own website informing your customers how their data is collected and used
• We act as a data processor on your behalf and handle your customer data only as directed by you and as necessary to provide the voice agent service
• Call recordings and transcripts may be retained for quality assurance and service improvement purposes, as agreed upon with each client

5 AI Limitations & Accuracy

We build voice agents using large language models (LLMs) and AI voice technologies. While we design and test these agents carefully, you should be aware that:

• AI voice agents may occasionally provide incorrect information, misunderstand questions, or generate responses that do not accurately reflect your business's policies or offerings
• AI-generated content is not guaranteed to be complete, current, or error-free
• We recommend that clients monitor their voice agent's performance and establish human escalation paths for sensitive, complex, or high-stakes interactions
• We are not liable for decisions made by you or your customers based on AI-generated responses — please review our Terms of Service for full details

We continuously work to improve AI accuracy and reliability for our clients, but no AI system is perfect.

6 Data Sharing & Third Parties

We do not sell your personal information. We may share information with:

• Twilio Inc. — for SMS message delivery (see Section 3)
• Google LLC — we use Google Sheets (via Google Apps Script) to store contact form submissions. Google's use of this data is governed by the Google Privacy Policy
• AI and voice technology providers — including providers of large language models and voice synthesis APIs used to power voice agents (e.g., OpenAI, ElevenLabs, or similar), under contractual data processing agreements
• Payment processors — to process subscription fees; they are subject to their own privacy policies and PCI-DSS compliance requirements
• Legal and regulatory authorities — if required by law, court order, or to protect our rights and the safety of others
• Business transfers — in connection with a merger, acquisition, or sale of all or substantially all of our assets

7 Data Retention

• Contact form submissions — retained for up to 3 years or until you request deletion
• SMS consent records — retained for a minimum of 5 years to demonstrate regulatory compliance
• Client data and call logs — retained for the duration of the client relationship plus up to 2 years, unless otherwise agreed in writing
• Billing and agreement records — retained as required by applicable tax and financial regulations (typically 7 years)

8 Security

We use industry-standard technical and organizational measures to protect your information, including encrypted data transmission (TLS/HTTPS), access controls, and secure cloud infrastructure. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

If you believe your information has been compromised, please contact us immediately at hello@ai-voicelabs.com.

9 Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access — request a copy of the personal information we hold about you
• Correction — request correction of inaccurate information
• Deletion — request deletion of your personal information (subject to legal retention requirements)
• Opt-out of SMS — reply STOP to any text message at any time
• Opt-out of email marketing — use the unsubscribe link in any marketing email
• Data portability — request your data in a portable format (where applicable)
• Restriction / objection — request that we restrict or stop processing your data in certain circumstances

To exercise any of these rights, contact us at hello@ai-voicelabs.com. We will respond within 30 days.

California residents may have additional rights under the CCPA/CPRA, including the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell personal information.

10 Cookies & Tracking

Our website may use cookies and similar technologies to improve your browsing experience and understand how visitors use our site. These may include:

• Essential cookies — required for basic site functionality
• Analytics cookies — to understand site traffic and usage patterns

You can control cookies through your browser settings. Disabling cookies may affect some site functionality.

11 Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with their information, please contact us and we will promptly delete it.

12 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top and, for material changes, notify clients by email or through a notice on our website. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

13 Contact Us

If you have questions about this Privacy Policy or want to exercise your rights, reach us at: