Privacy Policy

Last updated: July 20, 2026

This Privacy Policy explains how VocaVoIP ("VocaVoIP," "we," "us," or "our") collects, uses, shares, and protects information in connection with our AI-powered business phone system, contact center, and unified-communications platform (the "Service"). By using the Service, you agree to the practices described here.

Contents 1. Information we collect 2. How we use information 3. Google user data & Limited Use 4. Calls, recordings & AI processing 5. How we share information 6. Data retention 7. Security 8. Your choices & rights 9. Children's privacy 10. Changes 11. Contact us

1. Information we collect

We collect information you provide, information generated by your use of the Service, and information from connected third-party services you authorize.

Account & contact information

Name, business name, email address, phone number, and billing details when you sign up.
Configuration you enter — extensions, call flows, greetings, business hours, availability, and team members.

Communications data

Call metadata (numbers dialed, timestamps, duration, disposition), voicemail, text messages, and — where you enable it — call recordings and transcripts.
Content processed by our AI receptionist/agent to answer, understand, route, and (where configured) book appointments.

Third-party service data you connect

When you connect an external service (for example, a Google Calendar), we receive the data needed to provide the integration — see Section 3.

Automatically collected

Usage, device, log, and diagnostic data to operate, secure, and improve the Service.

2. How we use information

Provide, operate, maintain, and secure the Service.
Answer, route, transcribe, and (where configured) book on calls via our AI features.
Process payments, prevent fraud, and enforce our Terms.
Provide support and send service-related communications.
Improve reliability and features. We do not sell your personal information, and we do not use Google user data to train generalized AI models (see Section 3).

3. Google user data & Limited Use

If you connect a Google account (for example, to let your AI receptionist book appointments on your calendar), VocaVoIP requests only the access needed to provide that feature.

What we access

Google Calendar (.../auth/calendar) — to read your free/busy availability so the AI offers only open time windows, and to create calendar events when the AI books an appointment.
Email address (.../auth/userinfo.email) — to display which Google account is connected.

How we use and store it

We use this data solely to provide and improve the calendar-scheduling feature you enabled.
We store OAuth tokens securely and only for as long as your connection is active. You can disconnect at any time in the app, which revokes our access and removes stored tokens.

Limited Use disclosure. VocaVoIP's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we do not use Google user data for advertising, we do not sell it, we do not transfer it to third parties except as necessary to provide or improve the feature you enabled, to comply with applicable law, or as part of a merger or acquisition, and we do not use it to develop, improve, or train generalized or non-personalized AI and/or machine-learning models. Humans do not read your Google data except with your explicit consent, to resolve a support issue you raise, for security purposes, or as required by law.

4. Calls, recordings & AI processing

To answer and route calls, our AI may process the audio and text of a conversation in real time using trusted service providers (for example, speech-to-text, text-to-speech, and large-language-model providers). Call recording is off by default and controlled by you per your configuration and applicable law; where you enable recording, you are responsible for providing any legally required notices to callers. We provide features that help detect and avoid retaining sensitive information (such as payment card numbers) spoken during a call.

We share information only as needed to run the Service:

Service providers — telecom carriers, cloud hosting, payment processors, and AI providers that process data on our behalf under contract.
Resellers — if you are a customer of a VocaVoIP reseller, your reseller administers your account and may access account information to support you.
Legal & safety — to comply with law, enforce our Terms, or protect rights, safety, and security (including emergency/E911 routing).
Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We do not sell your personal information.

6. Data retention

We retain information for as long as your account is active and as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion of your data as described in Section 8; some records may be retained where required by law (for example, billing and telecom records).

7. Security

We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit, access controls, and tenant isolation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices & rights

Disconnect integrations — remove a connected Google account at any time in the app; you may also revoke access from your Google account permissions.
Access, correction & deletion — request a copy, correction, or deletion of your personal information by contacting us.
Depending on where you live, you may have additional rights (for example, under the GDPR or CCPA/CPRA). We honor applicable requests.

9. Children's privacy

The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information from children.

10. Changes to this Policy

We may update this Policy from time to time. We will post the updated version here and revise the "Last updated" date. Material changes will be communicated as appropriate.

11. Contact us

Questions or requests regarding this Policy or your data: support@vocavoip.com.