Privacy Policy | Powervox

Powervox Privacy Policy

Effective Date: March 11, 2025

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 and potentially other SSO integrations in the future).
- Payment information (e.g., credit card details, and potentially ACH details in the future), processed via our payment provider partner.
Product Self-Signup Data: Information provided by clients during online self-signup for specific Powervox products or subsidiaries, such as organization info (e.g., name, location), contact info (e.g., names, emails, phone numbers), and payment info (e.g., credit card details).
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.

We process client-related data solely to fulfill our clients’ workflow needs and collect website sales inquiry and product self-signup data exclusively to respond to potential customers and onboard clients. Client account and payment data is collected to manage client relationships and facilitate billing. We do not use any of this data for purposes beyond these stated goals.

Section 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), including delivery of client-requested notifications to their preferred systems or channels (e.g., inboxes, messages).
- Creating and storing call recordings, chat transcripts, and analytics for client access via our admin sites.
- Managing client user access to the admin sites through credentials or SSO integration with Gmail and Microsoft logins.
- Managing client accounts and processing payments through our payment provider partner for services rendered.
- With client consent, using anonymized or aggregated data to improve our services, including training AI models.
- Ensuring platform security and functionality.
- Enhancing our services based on usage patterns and client feedback.
Website Sales Inquiry Data and Product Self-Signup Data:
- Contacting individuals who submit sales inquiries via powervox.com to respond to their requests for information about our services or to discuss potential business opportunities, and onboarding clients that self-sign up for Powervox products or subsidiaries, including generating admin credentials and API keys for integration with industry-specific systems (e.g., practice management systems or others in the future).

We do not sell, trade, or share personal information for marketing or advertising purposes beyond responding to sales inquiries or onboarding clients as described.

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. Where applicable, we process industry-specific data (e.g., health-related data) in compliance with relevant regulations, such as the Health Insurance Portability and Accountability Act (HIPAA). Our clients remain responsible for complying with applicable privacy laws for their workflow data, while we ensure compliance for sales inquiry, self-signup, and client account data we collect directly.

5. Sharing of Information

We may share data in these limited cases:

With Our Clients: We provide processed data (e.g., recordings, transcripts, analytics, schedules, customer forms) to clients via the admin sites for their business use, accessible by authorized users with credentials or SSO.
With Service Providers: We engage trusted third parties, such as cloud hosting providers, SSO providers, communication, integration, analytics, and payment providers, to support our services, admin sites, website operations, and billing processes. This may include industry-specific system providers (e.g., practice management systems) for API integrations. These providers are bound by strict confidentiality and data protection agreements.
Legal Requirements: We may disclose data if required by law, such as in response to a subpoena, court order, or regulatory request, and will notify affected clients unless prohibited by law.
Business Transactions: If Powervox is involved in a merger, acquisition, or asset sale, data may be transferred as part of the transaction, subject to confidentiality safeguards.

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, such as call recordings, chat transcripts, or industry-specific data (e.g., schedules, customer forms, communications), 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, or as otherwise required by law or business needs, after which it is securely deleted or anonymized. Client account, payment, and product self-signup data is retained for as long as necessary to manage the client relationship and comply with legal obligations (e.g., tax or accounting requirements), typically seven (7) years after the end of the client relationship, or as otherwise required by law or business needs. Website sales inquiry data is retained for one (1) year to allow for follow-up on potential sales opportunities, or as otherwise required by law or business needs, after which it is securely deleted unless the inquiry leads to further engagement.

7. Your Privacy Rights

Client Workflow Data: Since we process this data on behalf of our clients, requests to access, correct, delete, or restrict personal information should be directed to the organization using our services (our client). We assist our clients in addressing these requests as required. This includes data viewed via the admin sites, such as call recordings, chat transcripts, or industry-specific schedules and forms.
Website Sales Inquiry Data, Product Self-Signup Data, and Client Account Data: If you submit a sales inquiry through powervox.com, sign up for a Powervox product or subsidiary, or are a client providing account or payment information, you may request to access, correct, or delete your information by contacting us directly at info@powervox.com. We will respond to such requests in accordance with applicable laws, including industry-specific regulations (e.g., HIPAA) where applicable.

For questions about any type of data, contact us at info@powervox.com, and we’ll direct you to the appropriate party if needed.

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. Our clients are responsible for notifying their users or customers about recording or communication practices and obtaining any necessary consent under applicable laws.

9. International Data Transfers

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

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 (e.g., enabling form submissions for sales inquiries and product self-signup, ensuring secure browsing) and functional cookies from third-party providers (e.g., Single Sign-On with Gmail or Microsoft for admin site access, payment processing). If we use analytics or marketing cookies to track website usage or improve our services, we will obtain your consent where required by law. You can manage cookie preferences through your browser settings.