This Privacy Policy details how Powervox, LLC ("Powervox", "we", "us", or "our") collects, uses, and discloses information about you 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 certain 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.

By using our services or our products or visiting https://powervox.com/, you are accepting the practices described in this Privacy Policy.

In this Policy, "Personal Data" means any information relating to an identified or identifiable individual, such as an individual's name, address, telephone number, or email address.

This Policy applies to our services, products, and platforms made available to individual users. For these relationships, we act as a data controller and that is governed by this Privacy Policy.

In many instances, we offer our services and process Personal Data on behalf of enterprise/business clients. In this role, we generally act as a service provider/data processor for those relationships and our use of that data is governed by our client agreements in addition to this Privacy Policy. If data is held by us under such an arrangement we may redirect any inquiry or request regarding such data to the applicable client to address.

1. Information We Collect and How We Collect

We collect information you provide directly to us. For example, when you use our website, sign up for a product, share information directly with us, fill out a form, sales inquiry, submit or post content through our services, communicate with us via third-party platforms, request customer support, or otherwise communicate with us.

Also, we collect Personal Data automatically from your device or from cookies and similar technologies. Cookies are small data files stored on your device and include pixel tags, or similar technologies ("Cookies"). There are essential Cookies necessary for site operation and functional Cookies. You can manage Cookie preferences through your browser settings. We and our third-party partners may collect information about you using Cookies. Such information may include your online activities over time and across different services, and may include information such as unique identifiers, system information, IP address, web browser, device type, and the web pages that you visit just before or just after you use our services, or products.

In addition, we may receive certain Personal Data from 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)

2. How We Use Information

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

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 and enforce legal rights and privileges
Enhancing our services based on usage patterns and client feedback
Other purposes consistent with our client agreements

3. Legal Basis for Processing

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

4. Sharing of Information

We may share data in certain situations, including:

With our parent, subsidiary, or affiliate of our company
With our employees, contractors, and/or related entities
With our clients and business partners under certain client or business arrangement via the admin sites
With credit reporting agencies, courts, tribunals, and regulatory authorities, in the event you fail to pay for products or services we have provided to you.
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

5. Data Storage and Security and Retention

If we are required to store data for the purposes of our services, we store such data using commercially reasonable security measures intended to protect data, including encryption, access controls, and regular security reviews. Please note that while we have implemented such measures, no method of electronic transmission or storage is 100% secure, and no one can guarantee absolute data security. Our servers are located in the United States. We retain data for as long as necessary to provide our services or as directed by our clients (where applicable).

6. Your Privacy Rights

State consumer privacy laws in your state may provide certain residents with additional rights regarding our use of their personal information in certain circumstances. The exact scope of these rights vary under applicable law and are subject to limitations and exceptions. You should also note that we do not generally sell your personal data. If you are a covered resident, you may request to access, correct, delete, or obtain a copy of your information by contacting us at info@powervox.com. If your data was provided to us by our client then you should direct such request to them.

7. International Data Transfers

If we transfer data from outside the United States to our U.S.-based servers, we will use appropriate safeguards as set out under applicable data protection laws, using mechanisms like Standard Contractual Clauses or other approved safeguards.

8. Updates to This Policy

We may update this Privacy Policy periodically. 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. We encourage you to review this Privacy Policy regularly to stay informed about our information practices and the choices available to you.

9. Children's Privacy

We do not intend for any of our products or services to be used directly by children under the age of 13, and we do not knowingly collect personal information from children under 13.

10. Contact Us

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

Email: info@powervox.com

11. 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.