Privacy Policy

1. Introduction

At Imagine Vox ("we", "our", or "us"), we prioritize the protection and confidentiality of user data. Imagine Vox provides autonomous AI Receptionist and digital AI Employee solutions designed to handle inbound and outbound voice telephony, qualify sales prospects, schedule appointments, and synchronize CRM records.

This Privacy Policy explains how we collect, process, store, and safeguard your personal information and voice telephony data when you access our software-as-a-service (SaaS) control layer, web platform, or API endpoints.

2. Information We Collect

We collect information necessary to operate autonomous AI receptionist workflows efficiently:

• Account & Billing Data: Business name, account owner email address, phone number, login credentials, and subscription payment tier records.
• Voice Telephony & Audio Data: Live stream audio packets, inbound and outbound phone numbers, call duration, timestamp metadata, and call audio recordings stored securely for customer review.
• Call Transcripts & Summaries: Machine-generated textual transcripts, conversation intent tags, and lead qualification data produced during voice sessions.
• CRM & Integration Data: Spreadsheets or CRM webhook targets (e.g., Google Sheets ID, column mapping rules) authorized by client accounts to receive lead updates.

3. How We Use Your Information

We process collected data exclusively for business and operational purposes:

• Executing real-time voice speech-to-text (STT), AI language model reasoning, and text-to-speech (TTS) audio output with sub-second latency.
• Routing incoming calls to your assigned telephony Direct Inward Dialing (DID) lines.
• Auto-syncing qualified lead records to your connected Google Sheet or CRM webhooks.
• Providing analytics, total call minute usage tracking, and multi-tenant dashboard reporting.
• Preventing fraud, unauthorized API access, and ensuring compliance with telecommunications standards.

4. Data Security & Multi-Tenant Isolation

Imagine Vox employs strict multi-tenant isolation architecture. Each client tenant account operates within an isolated logical environment protected by JWT authentication firewalls. Audio recordings and call data are encrypted both in transit (TLS/HTTPS, Secure WebSockets WSS) and at rest (AES-256 encryption).

5. Voice Audio & AI Non-Training Policy

We do not sell your data or your callers' audio data to third parties. Customer call recordings and audio transcripts are strictly reserved for your account's operational use and quality assurance. We do not use client confidential call audio to train public foundational AI models without explicit written permission.

6. Third-Party Service Providers

To provide telecommunications and AI services, we interface with trusted infrastructure providers:

• Telephony Carriers (VoiceLink): Direct Inward Dialing (DID) number provisioning and PSTN call trunking.
• Google Cloud / APIs: Secure Google Sheets CRM synchronization (OAuth / API token based).
• Storage & Infrastructure: MinIO / S3 encrypted object storage for media audio archives.

7. Data Retention & Deletion Rights

You retain full control over your customer call records. You may request complete purge or deletion of your tenant account's call logs, transcripts, and audio recordings at any time by contacting our support team or executing account cleanup requests.