At Powervox, LLC and its subsidiaries ("Powervox"), we prioritize the privacy and security of the information we process. This Privacy Policy details how we collect, use, store, and protect data as part of our voice AI technology and omnichannel workflow solutions, including voice, chat, SMS, and email capabilities. We build workflows for organizations—such as front desk automation, customer engagement, or industry-specific applications (e.g., practice management system)—and provide call recordings, transcripts, analytics, and other data through secure admin sites, which may include dedicated sites based on subsidiaries or products. We also collect limited information directly from visitors to our website, powervox.com, for sales inquiries, and from our clients to manage their accounts and payments. This policy explains our practices and your options regarding the data we manage.

1. About Us

Powervox is a Software-as-a-Service (SaaS) provider specializing in voice AI and omnichannel communication solutions. We create tailored workflows for organizations to streamline operations, primarily through voice interactions, with additional support for chat, SMS, and email. Our clients' authorized users access call recordings, transcripts, analytics, and other processed data via our admin sites using credentials we provide or Single Sign-On (SSO) options, such as Gmail or Microsoft logins. Depending on the subsidiary or product, admin sites may be dedicated to specific industries or use cases (e.g., integrating with practice management systems for scheduling, customer management, or communications). We act as a data processor for client workflow data and as a data controller for sales inquiry information collected through our website, powervox.com, self-signup data for specific products or subsidiaries, and client account and payment data.

2. Information We Collect

We process various types of data as part of our services and collect limited data directly from our website, product self-signup, and clients, including:

Client-Related Data (Processed on Behalf of Clients)

Personal Information: Data provided by or collected on behalf of our clients, such as names, phone numbers, email addresses, or other identifiers of individuals engaging with our workflows (e.g., leads, customers, or end users). This may include industry-specific data (e.g., patient data like names, contact info, appointment details, or insurance information accessed via practice management systems or intake forms).
Interaction Data: Voice call recordings, chat transcripts, SMS messages, and email content generated through our services, including communications with clients' customers (e.g., scheduling, billing reminders, or other interactions).
Analytics Data: Insights derived from interactions, such as call or chat transcripts, duration, sentiment analysis, or other metrics available to clients via our admin sites.
Client Account Data: Information from our clients to manage their accounts, enable access to the admin sites, and process payments, such as:
- Contact info (e.g., names, email addresses, phone numbers)
- Organization info (e.g., organization name, location, contact details)
- Login credentials (including SSO credentials linked to Gmail or Microsoft accounts)
- Payment information (e.g., credit card details, and potentially ACH details in the future)

Website Sales Inquiry Data (Collected Directly by Powervox)

Sales Lead Information: Names, company names, and potentially phone numbers, email addresses, or other relevant information voluntarily provided by individuals submitting sales inquiries through our website, powervox.com, to learn more about our services.

3. How We Use Information

We use the data we process or collect to provide and improve our services, including:

Client-Related Data:

Enabling voice AI workflows (e.g., front desk replacement, outbound calling)
Supporting omnichannel communications (chat, SMS, email)
Creating and storing call recordings, chat transcripts, and analytics
Managing client user access to the admin sites
Managing client accounts and processing payments
Ensuring platform security and functionality
Enhancing our services based on usage patterns and client feedback

4. Legal Basis for Processing

As a data processor, we handle client workflow data under our clients' direction. Our clients, as data controllers, establish the lawful basis for collecting and processing that data (e.g., consent, contractual necessity, or legitimate interest). For website sales inquiry data, product self-signup data, and client account/payment data, we act as a data controller and process it based on our legitimate interest in responding to potential customers, onboarding clients, managing client relationships, and fulfilling contractual obligations, or with consent where required by current and future applicable privacy laws.

5. Sharing of Information

We may share data in these limited cases:

With Our Clients: We provide processed data to clients via the admin sites
With Service Providers: We engage trusted third parties to support our services
Legal Requirements: We may disclose data if required by law
Business Transactions: Data may be transferred as part of mergers or acquisitions

6. Data Storage and Security

We store data securely using appropriate technical and organizational measures, including encryption, access controls, and regular security reviews. Our servers are located in the United States. We retain client workflow data for as long as necessary to provide our services or as directed by our clients; absent specific instructions, we retain it for a default period of seven (7) years.

7. Your Privacy Rights

For client workflow data, requests should be directed to the organization using our services. For website sales inquiry data, product self-signup data, and client account data, you may request to access, correct, or delete your information by contacting us at info@powervox.com.

8. Call Recordings and Monitoring

Our services often involve recording and transcribing voice or chat interactions as part of client workflows. These recordings and transcripts are stored and made available to clients' authorized users via the admin sites.

9. International Data Transfers

If we transfer data from outside the United States to our U.S.-based servers, we comply with applicable data protection laws, using mechanisms like Standard Contractual Clauses or other approved safeguards.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our services or legal requirements. Significant updates will be communicated to clients via email or through our services. The latest version will always be available on our website at powervox.com.

11. Contact Us

For questions or concerns about this Privacy Policy or our data practices, please reach out to us at:

Email: info@powervox.com

12. Cookies

Our website, powervox.com, uses cookies—small data files stored on your device—to enhance functionality and security. These include essential cookies necessary for site operation and functional cookies from third-party providers. You can manage cookie preferences through your browser settings.