Privacy Policy

Votra AI Inc. ("Votra AI," "we," "us," or "our") is committed to protecting the privacy and security of our users, customers, and their clients. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our website (https://votra.ai), our AI-powered voice and text messaging services, and any related products or services (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our Services.

1. Information We Collect

1.1 Information You Provide

• Account Information: When you register for our Services as a business customer, we collect your name, business name, email address, phone number, and billing information.
• End-User Information: When end users (your clients) interact with our AI voice agent to book, reschedule, or cancel appointments, we collect their phone number, name (if provided), and appointment details.
• Communication Data: We collect and store call transcripts, call recordings, and SMS/text message content as part of providing our Services and maintaining proof of consent.

1.2 Information Collected Automatically

• Usage Data: We collect information about how you interact with our website, including IP address, browser type, pages visited, and referring URL.
• Device Information: We may collect information about the device you use to access our website, including device type, operating system, and unique device identifiers.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI voice and text messaging Services.
• Process and manage appointment bookings, rescheduling, and cancellations on behalf of our business customers.
• Send automated appointment confirmations, reminders, and follow-up messages via SMS/text message.
• Maintain call recordings and transcripts as proof of consent and for quality assurance purposes.
• Communicate with business customers about their account, billing, and service updates.
• Detect, prevent, and address technical issues, fraud, or security concerns.
• Comply with legal obligations and enforce our Terms of Service.

3. SMS/Text Messaging Privacy

This section applies specifically to end users who receive SMS or text messages through our platform.

3.1 Consent

We only send SMS/text messages to end users who have provided explicit verbal or written consent. Consent is obtained during the call interaction with our AI voice agent and is recorded for verification purposes.

3.2 Message Frequency

Message frequency varies based on appointment activity. You may receive up to 4 messages per appointment (confirmation, reminder, follow-up, and any rescheduling or cancellation updates). Message and data rates may apply depending on your mobile phone service plan.

3.3 No Sharing of Mobile Information

We do not sell, rent, share, or disclose your mobile phone number or any SMS opt-in data to third parties or affiliates for marketing or promotional purposes. Mobile opt-in consent and phone numbers collected through our SMS program will never be shared with third parties or used for purposes unrelated to the Services you have consented to.

We may share your information with service subcontractors who assist us in delivering our Services (such as our telephony provider for message delivery), but only to the extent necessary to provide the Services and subject to confidentiality obligations.

3.4 Opting Out

You can opt out of receiving SMS/text messages at any time by replying STOP to any message you receive from us. After opting out, you will receive one final confirmation message and will no longer receive text messages from us unless you opt in again. For help, reply HELP to any message or contact us at support@votra.ai.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• With Business Customers: End-user appointment data is shared with the business (e.g., barbershop) for which the appointment was booked, as this is necessary to provide the Service.
• Service Providers: We use third-party service providers (such as Twilio for telephony, Deepgram for speech processing, and Amazon Web Services for hosting) to operate our Services. These providers are bound by contractual obligations to protect your data and may only use it to provide services on our behalf.
• Legal Requirements: We may disclose your information if required to do so by law, in response to a valid court order, subpoena, or government request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement industry-standard technical and organizational measures to protect your personal information, including encryption in transit and at rest, access controls, and regular security assessments. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy. Call recordings and transcripts used as proof of consent are retained for a minimum of 5 years in compliance with TCPA requirements. You may request deletion of your data by contacting us at privacy@votra.ai.

7. Your Rights

Depending on your jurisdiction, 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 or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to certain legal exceptions.
• Opt-Out: Opt out of SMS/text messages by replying STOP, or opt out of marketing emails by using the unsubscribe link.

To exercise any of these rights, please contact us at privacy@votra.ai.

8. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our Services after any changes constitutes acceptance of the updated Privacy Policy.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us: