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Privacy Policy

VoiceLoop Ltd ("we," "our," or "us") is committed to protecting your privacy and the privacy of your customers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice feedback collection service and visit our website.

Information We Collect

1. Customer Feedback Voice Recordings

Our primary service involves collecting voice feedback from your customers through dedicated phone lines. We collect:

• Voice recordings of customer feedback calls
• Call metadata (timestamp, duration, phone number)
• Transcribed text from voice recordings
• AI-generated analysis and categorization of feedback

2. Business Customer Information

When you sign up for our service, we collect:

• Business name and contact information
• Billing and payment information (processed securely through Stripe)
• Slack workspace information for integration
• Service configuration preferences

3. Website and Contact Information

When you visit our website or contact us, we may collect:

• Name, email address, and company information from contact forms
• Website usage data and analytics
• Communication history with our support team

4. Technical Information

We automatically collect certain technical information including:

• IP addresses and device information
• Browser type and version
• Operating system
• Pages visited and time spent on our website

How We Use Your Information

Voice Feedback Processing

• Transcribe voice recordings into text
• Analyze feedback using AI for sentiment, categories, and insights
• Generate weekly reports and summaries
• Deliver insights via email and Slack integration

Service Provision

• Provide and maintain our voice feedback service
• Process payments and manage subscriptions
• Set up and maintain Slack integrations
• Provide customer support and technical assistance

Communication

• Respond to inquiries and support requests
• Send service updates and important notices
• Provide marketing communications (with your consent)

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information in the following circumstances:

Service Providers

• Stripe: For payment processing (they have their own privacy policy)
• Slack: For integration services (they have their own privacy policy)
• AI/Transcription Services: For voice-to-text conversion and analysis
• Hosting Providers: For secure data storage and processing

Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety.

Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit and at rest
• Secure hosting infrastructure
• Regular security assessments and updates
• Access controls and authentication
• Employee training on data protection

Data Retention

Voice Recordings

Voice recordings are retained for the duration of your subscription plus 30 days, after which they are permanently deleted.

Transcribed Data

Transcribed text and analysis are retained for the duration of your subscription plus 90 days for service improvement purposes.

Account Information

Business account information is retained for as long as your account is active, plus 7 years for legal and tax purposes.

Your Rights and Choices

Access and Control

• Access your personal information
• Correct inaccurate information
• Request deletion of your data (subject to legal requirements)
• Export your data

Marketing Communications

You can opt out of marketing communications at any time by clicking the unsubscribe link or contacting us directly.

Customer Feedback Data

As a business customer, you control the customer feedback data collected through your dedicated phone line. You can request deletion of specific feedback recordings or all feedback data associated with your account.

International Data Transfers

Your data may be processed in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including standard contractual clauses and adequacy decisions.

Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

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 updated policy on our website
• Sending an email notification to registered users
• Updating the "Last Updated" date at the top of this policy

Contact Us

This Privacy Policy is effective as of January 2025 and applies to all users of VoiceLoop services.