Overview
Voice Matters (“we”, “us”) provides a platform for building, testing, and operating AI voice agents. This Privacy Policy explains what information we collect, how we use it, and the choices you have.
By using Voice Matters you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the service.
Information we collect
We collect information you provide directly and information generated when you use the product.
- Account data: name, email address, password (hashed), optional profile logo, and organization details you enter.
- Billing and plan data: subscription tier, talk-time minute usage, invoices/receipts metadata, and payment metadata processed by our payment provider (we do not store full card numbers).
- Product content: projects, agents, prompts, FAQs, workflows, tools, knowledge documents you upload, and configuration you create.
- Team data: project membership, invite emails, roles, and audit events for seat changes where team features are used.
- Call intelligence: phone numbers involved in a session, direction, duration, transcripts, summaries, intent labels, latency metrics, quality scores, tool outcomes, campaign lead metadata, recordings (when call recording is enabled), and related session identifiers (e.g. telephony Call SID).
- Technical data: IP address, device/browser type, approximate location, application logs, and cookies or similar technologies (see our Cookie Policy).
- Support communications: messages you send via Contact, support, or sales channels.
How we use information
- Provide, operate, and improve the Voice Matters platform (including voice pipelines, analytics, and setup tools).
- Authenticate users, secure accounts (including optional two-factor authentication), and prevent abuse (including rate limiting and fraud checks).
- Process password reset, email verification, and account recovery requests.
- Send transactional email (security alerts, password resets, invites, product notices).
- Meter plan usage (e.g. talk-time minutes) and process billing.
- Analyze aggregate product usage to improve reliability and features.
- Comply with legal obligations and enforce our Terms of Service.
Call audio, transcripts, and recordings
Voice sessions may include live audio streams, speech-to-text transcripts, large-language-model outputs, tool call results, and post-call summaries. This data is processed to deliver the service you configure (agents, workflows, campaigns, analytics, and after-call integrations).
If call recording is enabled for your deployment, audio may be stored via our telephony provider and made available in your workspace (for example, playable call detail). Recordings and transcripts can contain personal data of callers and agents.
You are responsible for obtaining any consents and providing any notices required under applicable law (including call recording, AI disclosure, telemarketing, and privacy rules) for people you contact or who call your lines. Optional product features such as a spoken recording-consent line do not replace your legal obligations.
Do not use Voice Matters to process special-category or highly regulated data (for example health, payment card PAN, or government IDs) unless you have a written agreement covering that use case and appropriate safeguards.
Retention
We retain account and workspace data for as long as your account is active and as needed to provide the Service.
Call history, transcripts, summaries, metrics, campaign lead outcomes, and recordings (when enabled) are generally retained until you delete the relevant call, project, or account, or until we delete them as part of account closure, abuse prevention, or a lawful request. There is currently no customer-facing control to set automatic “delete after N days” retention windows, and the product does not provide a self-serve legal-hold freeze on individual recordings.
When you delete a project or close your account through available product tools, associated workspace data is removed from active systems subject to reasonable technical delay, residual copies in encrypted backups, and any longer retention required by law, security investigation, or dispute resolution.
You may export a snapshot of workspace data you own using in-product export tools where available, and request account-related assistance at privacy@voicematters.cloud.
Security and operational logs may be retained for a longer period where needed to investigate abuse, secure the platform, or comply with law.
If we introduce configurable retention periods or legal-hold controls in the product, we will update this policy and surface those controls in the application.
Security
We use industry-standard measures including encryption in transit (TLS), hashed passwords, access controls (including project seat roles where used), and session management. No method of transmission or storage is 100% secure; see our Security page for more detail.
Your rights
Depending on your location, you may have rights to access, correct, delete, or export your personal data, or to object to or restrict certain processing.
In the product you can typically: update profile details; change email with verification where enabled; export workspace data you own; delete projects you control; and request full account deletion through available account tools or by contacting us.
For requests we cannot fulfill in-product, contact privacy@voicematters.cloud. We may need to verify your identity before acting on a request.
If you are in the EEA/UK, our legal bases include contract performance, legitimate interests (security, product improvement, abuse prevention), and consent where required (e.g. certain cookies).
Children
Voice Matters is not directed to children under 16. We do not knowingly collect personal information from children.
Changes
We may update this policy from time to time. We will post the revised version on this page and update the “Last updated” date. Material changes may be communicated by email or in-product notice.
Contact
Privacy inquiries: privacy@voicematters.cloud. General support: via the Contact page.
Questions? Contact us or email privacy@voicematters.cloud.