Privacy Policy

This Privacy Policy explains how VoiceFlow CRM ("we", "us") collects, uses, and protects personal information when you use VoiceFlow CRM — our customer-relationship, AI-calling, and messaging platform (the "Service").

1. Information we collect

• Account information — your name, email address, and password (stored only as a secure hash) when you create an account.
• Contact (lead) data you bring — names, phone numbers, email addresses, and notes about your own contacts that you add or import to manage your business.
• Communication content — call recordings, call transcripts, AI-generated summaries, and messages (SMS, WhatsApp, Telegram, email) sent and received through the Service.
• Usage and technical data — log data such as feature usage, timestamps, and technical events needed to operate and secure the Service.
• Billing information — plan, order, and invoice records. Card details are handled by our payment providers and never stored by the Service itself.

2. How we use information

• To provide the Service: placing and analyzing calls, delivering messages, and keeping your CRM records.
• To generate AI outputs you request — transcripts, summaries, qualification results, and scores.
• To secure the Service, prevent abuse, and comply with legal obligations.
• To bill for subscriptions and usage where applicable.

We do not sell personal information.

3. Where your data lives

The Service is self-hosted: records are stored in a database on infrastructure operated by or for VoiceFlow CRM. Data leaves that infrastructure only when needed to perform an action you initiate through a connected provider (for example placing a phone call, transcribing audio, generating an AI summary, or delivering a WhatsApp, SMS, Telegram, or email message).

4. Third-party processors

Depending on how the Service is configured, the following categories of providers may process data on our behalf: cloud hosting, telephony carriers, speech-to-text and text-to-speech services, AI/LLM services, messaging platforms (such as WhatsApp via Meta), email delivery, and payment gateways. Each provider receives only what is required to perform its function.

5. Call recording & AI processing

Calls placed through the Service may be recorded and transcribed, and AI systems may generate summaries and qualification notes from them. Where the law requires, callers are informed that the call is recorded. Recordings and transcripts are stored with the rest of your data and can be deleted on request.

6. Retention & deletion

Data is retained while the relevant account remains active. You may request deletion of your personal information — subject to records we must keep for legal, billing, or security reasons — using the contact below.

7. Security

Provider credentials and other secrets are encrypted at rest, transport is protected with HTTPS, access is role-based, and administrative actions are logged.

8. Your rights

Depending on your location, you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain processing. Contact us to exercise them.

9. Changes

We may update this policy from time to time; the "Last updated" date above reflects the current version.