Privacy policy

1. Who is responsible

The controller is SIA "Vox Intelligence", reg. No. 40203784899, Atlantijas iela 23, Rīga, LV-1015, Latvia. Email: info@voxintelligence.ai. We have not appointed a data protection officer; write to the same address for anything about your data.

In Latvia the same product is sold as Zvanis. This page covers the website voxintelligence.ai; a customer contract comes with its own data processing agreement.

2. What we process on this site

• Demo chat (the assistant on the home page): the text you type, the assistant's replies, the page language, the time and a technical conversation id. The conversation runs on our server, and the text is sent to a language-model provider to produce each reply (Anthropic, the Claude model). Personal data in the text is masked before it is stored. Please do not type personal data into the demo.
• Work email in the demo: after a few replies the assistant asks for a work email before it continues. We treat that email as a trial request (next point) and set the cookie vox_contact for 30 days so we do not ask again.
• Trial and demo form: company, your name, work email, country, assistant language, your note, the product you chose, the page language, and whether you ticked the news checkbox (with the exact text you saw and the time). The request reaches us by email and is stored in our customer database.
• Demo booking: if you book a demo call through our booking page (Cal.com), we receive your name, email, the time you chose and any note you add. The booking is written into our Google Calendar and the call takes place on Google Meet.
• Bot check and security: Cloudflare Turnstile checks that you are a person before the first chat message and when you send the form. Our server then sets the cookie vox_human for 2 hours; it is signed and tied to your connection and contains no personal data. Our servers keep short technical logs (IP address, time, requested page, status) to keep the site running and to stop abuse. The log of the trial form never contains your email address, only its domain.
• Email: when you write to us, we keep the correspondence for as long as it takes to answer and, if a contract follows, with that contract's records.
• Cookies: only strictly necessary ones. The full list, with purpose and duration, is on the cookie policy page.

We do not run analytics or advertising trackers on this site, we do not sell data, and we do not train language models on your conversations.

Cookie policy

2.1. Demo call requested on the website

When you enter a number and request a demo, our assistant calls that number. We process the number and country, selected language and voice, the consent text/version and time, verification and call status, call times, duration and technical cost records. Turnstile checks, salted phone/IP hashes, rate counters and an automatic emergency stop protect against repeated or abusive requests. Request a call only for your own number or a number you are authorised to use.

We use these data to carry out the demo you requested and take steps before a possible contract (GDPR Article 6(1)(b)). We record your explicit request/consent for the callback (Article 6(1)(a)) and protect the service against abuse under our legitimate interest (Article 6(1)(f)). The phone chain uses LMT, Deepgram for speech recognition, Google Gemini for replies, Azure Speech or Google Text-to-Speech for synthesis, Hetzner and Supabase. The call is transcribed as text; routine demo audio is not retained. A separately enabled, restricted diagnostic test may have its own recording notice and retention.

Conversation text is retained for 30 days. The plain recipient number is cleared when the call reaches a final status. Turnstile hashes are cleared after one day and IP hashes after 30 days. Completed call-request, consent and cost records, containing a masked number, are retained for 365 days.

Before the demo call, we send an SMS verification code through our Android SMS gateway with an LMT SIM. The code is valid for five minutes and is not stored in plain text. We process the recipient number and delivery status to verify that you can receive messages at that number.

3. Why, and on what legal basis

We make no automated decisions about you that have legal or similar effects.

4. Who processes data for us

These companies process data only on our instructions, under their data processing terms (GDPR Art. 28).

5. How long we keep data

• Demo conversation text: up to 30 days, with personal data masked; then it is deleted.
• Trial and demo requests, including the work email left in the demo: 12 months from the request. 24 months if you gave news consent, or until you withdraw it.
• Demo bookings: until the meeting has taken place plus 12 months, or until you ask us to delete them.
• Consent records (what you ticked, when, and the exact text): 3 years from withdrawal, as proof that consent was given (GDPR Art. 7(1)).
• Cookie vox_human: 2 hours. Cookie vox_contact: 30 days.
• Server and security logs: kept briefly and rotated automatically.
• Email correspondence: as long as it takes to answer and, if a contract follows, with that contract's records.

6. Recipients and transfers outside the EU

Our servers are in the EU: Frankfurt (Vercel, Supabase) and Helsinki (Hetzner). Some speech and language providers may process data outside the EU under EU safeguards (SCC or the EU–US Data Privacy Framework). The same applies to the demo booking and calendar tools (Cal.com, Google). Write to info@voxintelligence.ai if you want to know which safeguard applies to a specific provider.

Nobody else receives your data. Authorities receive it only when the law requires it.

7. Your rights

• Access to your data, a copy of it, correction of wrong data, and deletion (GDPR Art. 15 to 17).
• Restriction of processing and portability of the data you gave us in the form (Art. 18 and 20).
• Objection to any processing we base on legitimate interest, including the quality checks of the demo chat and the industry totals (Art. 21). We then stop, unless we have to keep the data for a legal claim.
• Withdrawal of news consent at any time: with the link in every email or by writing to info@voxintelligence.ai. Withdrawal does not affect what happened before it.

Write to info@voxintelligence.ai. We answer within one month (Art. 12(3)) and may ask you to confirm the email address the request concerns.

You can also complain to the supervisory authority: Datu valsts inspekcija, Latvia, dvi.gov.lv, or to the authority in the EU country where you live or work.