HELLO VOICE AI PRIVACY POLICY
Effective Date: 15th December, 2025
1. Introduction and Scope
This Privacy Policy ("Policy") is established by **Hello Voice AI** ("Company," "we," "us," or "our"), based in Ontario, Canada. This Policy governs the collection, use, processing, storage, disclosure, and protection of personal information obtained from users ("you" or "your") of our website ([www.hellovoice.ai](https://www.hellovoice.ai)), AI phone receptionist services, and any other related services we provide (collectively, the "Services").
By accessing or using our Services, you consent to the terms and practices described in this Policy. This Policy forms part of our Terms and Conditions.
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2. Information Collection
2.1 Personal Information
We may collect the following categories of personal information:
a) Identifiers such as name, postal address, email address, IP address, or phone number.
b) Commercial information, including records of products or services purchased, obtained, or considered.
c) Audio or communication data, including call recordings, transcripts, or voicemail messages.
d) Professional or employment-related information (if voluntarily provided to us).
2.2 Usage Data
We automatically collect information about how you access and use the Services, such as:
- Website activity and traffic data.
- IP address, browser type, device information, and operating system.
- Call and text logs, including time, duration, and metadata.
2.3 Cookies and Tracking Technologies
We use cookies, pixels, and similar technologies to analyze usage patterns, personalize the user experience, and improve the Services.
Types of cookies include:
- **Session Cookies** to operate our Service.
- **Preference Cookies** to remember settings.
- **Security Cookies** for protection purposes.
- **Advertising Cookies** to serve relevant marketing content.
2.4 Location Data
If authorized by you, we may collect and use location information to personalize your experience. You can enable or disable this feature via your device settings.
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3. Use of Information
3.1 Primary Purposes
We use collected information to:
a) Provide and maintain our Services.
b) Process transactions and manage user accounts.
c) Deliver customer support and notifications.
d) Improve Service performance and usability.
e) Detect or prevent fraud and misconduct.
f) Communicate with you about updates, security issues, or new features.
3.2 Secondary Purposes
We may also use information to:
- Train and enhance artificial intelligence models.
- Generate anonymized data for analytics and research.
- Support business operations, system optimization, and future product development.
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4. Data Sharing and Disclosure
4.1 No Sale of Personal Information
Hello Voice AI does **not sell, rent, or trade** personal information for monetary gain.
4.2 Service Providers
We may engage trusted third-party providers for functions such as hosting, analytics, payment processing, or customer support. Providers may access personal information only to perform services on our behalf and are bound by confidentiality obligations.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, data may be transferred as part of that transaction. Users will be notified prior to any ownership or policy changes.
4.4 Legal and Safety Obligations
We may disclose information when required by law or if necessary to:
- Comply with legal obligations or court orders.
- Protect our rights, property, or users.
- Respond to law enforcement or regulatory authorities.
4.5 Aggregated Data
We may share non-identifiable, aggregated information with partners or affiliates for statistical or research purposes.
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5. Data Retention and Security
5.1 Retention Period
We retain information only as long as necessary to fulfill the purposes for which it was collected or as required by law. Once data is no longer needed, it is securely deleted or anonymized.
5.2 Security Measures
We employ industry-standard administrative, technical, and physical safeguards to protect your personal information. Despite our efforts, no online platform can guarantee 100% security.
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6. Your Rights and Choices
6.1 Access and Control
You may request to:
- Access personal data held about you.
- Correct inaccurate or incomplete data.
- Request deletion of your data, subject to legal retention requirements.
- Withdraw consent to processing where applicable.
To exercise these rights, please contact us at **privacy@hellovoice.ai**.
6.2 Marketing Preferences
You can opt out of receiving marketing emails by clicking “unsubscribe” in any communication or contacting our support team. Transactional notifications related to account management will continue as necessary.
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7. International Data Transfers
Hello Voice AI operates primarily in Canada but may use third-party providers located outside of Canada. Where cross-border transfers occur, we ensure that your data receives a comparable standard of protection consistent with Canadian privacy laws (including PIPEDA).
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8. Children's Privacy
Our Services are not intended for children under the age of 13. We do not knowingly collect personal data from minors. If you believe your child has provided such data, contact us immediately for deletion.
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9. Changes to This Privacy Policy
We may revise this Policy from time to time. When updates are made, the effective date will be updated above. Continued use of our Services after changes take effect constitutes your acceptance of the revised Policy.
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10. Your Data Protection Rights
10.1 Under Canadian Law (PIPEDA)
As a Canadian user, you have the right to:
- Access and correct your personal information.
- Withdraw consent to processing.
- Request an explanation regarding how we use your data.
- File a complaint with the **Office of the Privacy Commissioner of Canada (OPC)** if you believe your rights are being violated.
10.2 GDPR (If Applicable to EU Users)
If you are located in the EU or EEA, you have additional rights under the General Data Protection Regulation (GDPR), including rights to portability, restriction, and objection to processing.
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11. Service Providers and Data Processors
11.1 Analytics
We may use third-party tools such as:
- Google Analytics
- Cloudflare Analytics
- Mixpanel or similar partners
These tools help us analyze website activity without revealing your identity.
11.2 Payment Processors
For paid plans or subscriptions, payments are processed by third-party providers such as Stripe. Your debit or credit card details are handled directly by them in accordance with their privacy policies.
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12. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:
**Hello Voice AI**
Email: info@hellovoiceai.com
Ontario, Canada
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13. Governing Law and Jurisdiction
This Privacy Policy and any disputes arising from it are governed by the laws of the Province of Ontario and applicable federal law of Canada. You agree that any legal proceedings shall take place in the courts of Ontario, Canada.
By continuing to use our Services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.
