Privacy Policy

VoizPanda respects your privacy and is committed to protecting the personal data of our customers, users, website visitors, candidates, leads, callers, chat users and business contacts.

VoizPanda provides voice-first and chat-enabled AI employees for business functions such as HR, customer support, sales, reception, appointment booking, reminders, surveys, lead qualification, candidate screening and workflow automation. Because our platform may process business contact details, call recordings, transcripts, chat messages, uploaded business content, candidate responses, customer queries and workflow data, we take privacy seriously.

This Privacy Policy explains what information we collect, how we use it, how we share it, how we protect it and what rights you may have.

For the purpose of this Privacy Policy, “VoizPanda”, “we”, “our” or “us” refers to VoizPanda and/or the legal entity operating the VoizPanda platform, including the applicable contracting entity identified in your order form, proposal or commercial agreement.

1. Scope of This Policy

This Privacy Policy applies to:

• Visitors who browse our website
• Businesses that request demos or contact us
• Customers using the VoizPanda platform
• Users invited by a customer to access the platform
• Individuals who interact with VoizPanda-powered calls, chats, interviews, surveys, reminders, support flows or campaign workflows
• Candidates, leads, customers or end users whose data is processed through the platform on behalf of our customers

This Policy does not apply to third-party websites, platforms, CRMs, telephony providers, payment gateways or services that are not owned or controlled by VoizPanda.

2. Information We Collect

Depending on how you interact with us, we may collect the following categories of information.

2.1 Website and Demo Enquiry Information

When you fill out a form, book a demo or contact us, we may collect:

• Full name
• Business email address
• Company name
• Phone number
• Message or enquiry details
• Product interest, such as Sales Employee, Support Employee, Reception Employee, HR Employee or Campaigns
• Communication preferences

2.2 Account and Business Information

When a business signs up or uses the platform, we may collect:

• Company name
• Industry and business type
• Authorized user names and contact details
• Login credentials and account access information
• Subscription, billing and usage information
• Workflow configuration details
• Team member roles and permissions

2.3 Conversation, Voice and Chat Data

Because VoizPanda enables AI-powered business conversations, we may process:

• Call recordings, where enabled and legally permitted
• Voice inputs and audio files
• Call metadata such as time, duration, phone number, status and outcome
• Transcripts of conversations
• Chat messages
• Customer support conversations
• Candidate screening responses
• Lead qualification responses
• Survey responses
• Call summaries
• Scores, tags, dispositions and outcome labels
• Escalation notes and human handoff summaries

2.4 Customer-Uploaded Business Content

Customers may upload or configure business context that helps the AI employee perform its role, including:

• Scripts
• FAQs
• Product or service information
• Sales playbooks
• Support documents
• HR screening questions
• Interview flows
• Reception workflows
• Appointment rules
• CRM fields
• Knowledge base content

2.5 Integration Data

If you connect VoizPanda with third-party systems, we may process data from those integrations, such as:

• CRM records
• Lead records
• Ticketing information
• Calendar availability
• Appointment details
• Webhook data
• API logs
• Communication status updates

2.6 Technical and Usage Data

When you use our website or platform, we may automatically collect:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Referring source
• Login activity
• Feature usage
• Error logs
• Performance data
• Security logs
• Cookie and analytics data

2.7 Payment and Billing Data

If payments are enabled, billing information may be collected directly by us or by our payment partners. This may include:

• Billing name
• Billing address
• Tax details
• Invoice details
• Payment status
• Subscription plan
• Credit usage

We do not intentionally store full card numbers or sensitive payment authentication details unless required and permitted through compliant payment infrastructure.

3. How We Collect Information

We collect information in the following ways:

• Directly from you when you fill forms, contact us, sign up or use the platform
• From our customers when they upload or configure data for AI workflows
• Through AI-powered calls, chats, surveys, interviews and campaigns
• Through integrations authorized by customers
• Automatically through cookies, logs and analytics tools
• From service providers that support telephony, hosting, analytics, CRM, communication, payment or security operations

4. How We Use Information

We use information to operate, improve and secure VoizPanda. This includes:

• Providing AI employee services across voice, chat, HR, support, sales, reception and campaigns
• Running calls, chats, reminders, surveys, bookings, interviews and lead qualification workflows
• Creating transcripts, summaries, scores, tags and analytics
• Supporting human handoff and escalation
• Syncing data with authorized CRMs, calendars, ticketing tools or customer systems
• Managing accounts, subscriptions, credits, billing and customer support
• Responding to demo requests, enquiries and support requests
• Improving platform performance, accuracy, reliability and user experience
• Detecting abuse, fraud, unauthorized access or security incidents
• Complying with legal, regulatory, contractual and audit requirements
• Sending service updates, product notices and business communications
• Sending marketing communications where permitted by law or with appropriate consent

5. AI Processing and Automated Interactions

VoizPanda uses artificial intelligence to conduct, support, summarize or assist conversations. Depending on the configured workflow, an AI employee may:

• Answer inbound calls or chats
• Make outbound calls
• Ask screening or survey questions
• Collect lead or candidate responses
• Summarize a conversation
• Score or classify an interaction
• Recommend a next action
• Trigger a workflow such as scheduling, ticket creation, CRM update or human handoff

AI-generated outputs may not always be perfect. Customers are responsible for reviewing important decisions, especially in areas such as hiring, credit, healthcare, financial services, legal matters, admissions or other sensitive use cases.

VoizPanda does not intend AI outputs to replace professional judgment, human review or legally required decision-making processes.

6. Customer Data and End-User Data

When a customer uses VoizPanda to communicate with its leads, customers, candidates, employees or users, the customer determines what data is collected and why.

In such cases:

• The customer is generally responsible for obtaining required notices, permissions and consents from the individuals contacted.
• VoizPanda processes such data to provide the platform and related services.
• VoizPanda does not sell customer conversation data.
• VoizPanda does not use customer data for unrelated advertising.
• VoizPanda may use aggregated or de-identified data to improve reliability, analytics and platform performance, provided it does not identify a specific individual or customer.

7. Consent, Call Recording and Communication Compliance

Customers using VoizPanda for outbound calls, reminders, campaigns, surveys, sales follow-ups or promotional communication must ensure that:

• They have a lawful basis and required consent to contact recipients.
• Recipients are informed when they are interacting with an AI system where required.
• Call recording notices are provided where legally required.
• Do-not-disturb, opt-out and unsubscribe preferences are respected.
• Promotional, transactional and service communications follow applicable telecom, data protection and consumer protection laws.
• DLT, consent registration, template registration, sender registration or similar compliance requirements are followed wherever applicable.

VoizPanda may suspend or restrict workflows that appear to violate applicable law, platform safety requirements or anti-spam standards.

8. Legal Basis for Processing

Depending on the context, we may process personal data based on:

• Consent
• Performance of a contract
• Legitimate business purposes
• Compliance with legal obligations
• Customer instructions
• Security, fraud prevention and platform integrity
• Other lawful grounds available under applicable law

For Indian users and data principals, we aim to process digital personal data in line with applicable Indian data protection requirements, including the Digital Personal Data Protection Act, 2023 and related rules as they come into force.

9. How We Share Information

We may share information with:

• Cloud hosting providers
• Telephony and communication providers
• Speech-to-text, text-to-speech and AI infrastructure providers
• CRM, calendar, ticketing and workflow integration providers
• Payment processors
• Analytics and monitoring providers
• Security, audit and compliance vendors
• Professional advisors such as lawyers, auditors and accountants
• Government, regulatory, law enforcement or legal authorities where required
• Business transferees in case of merger, acquisition, restructuring or sale of assets

We require service providers to process data only for authorized purposes and to apply reasonable security and confidentiality safeguards.

10. International Transfers

VoizPanda may use cloud, infrastructure, AI, telephony or support providers located in India or other jurisdictions. Where data is transferred outside India or outside your country of residence, we take reasonable steps to ensure that such transfers are made in accordance with applicable law and appropriate safeguards.

11. Data Retention

We retain information only for as long as necessary for the purposes described in this Policy, unless a longer retention period is required by law, contract, audit, tax, regulatory, dispute resolution or security requirements.

Retention periods may vary based on:

• Customer subscription status
• Type of workflow
• Type of data
• Legal or regulatory obligations
• Customer configuration
• Backup and disaster recovery cycles
• Ongoing disputes or investigations

Customers may request deletion or export of their data subject to contract terms, legal obligations and technical feasibility.

12. Security

We use reasonable technical and organizational measures to protect information from unauthorized access, misuse, loss, alteration or disclosure.

These measures may include:

• Access controls
• Authentication and role-based permissions
• Encryption where appropriate
• Logging and monitoring
• Secure hosting infrastructure
• Backup and recovery processes
• Vendor review and access restrictions
• Internal confidentiality controls

No system is completely secure. Customers are responsible for protecting their account credentials, managing user access and ensuring that only authorized personnel access the platform.

13. Cookies and Tracking Technologies

Our website may use cookies or similar technologies to:

• Keep the website functional
• Understand visitor behavior
• Improve user experience
• Measure marketing performance
• Secure the website
• Remember preferences

You may control cookies through your browser settings. Some features may not work properly if cookies are disabled.

14. Your Rights

Depending on applicable law, you may have rights to:

• Access your personal data
• Correct inaccurate information
• Request deletion
• Withdraw consent
• Object to certain processing
• Request information about how your data is processed
• Request grievance redressal
• Nominate another individual to exercise rights where applicable

If your data was processed by VoizPanda on behalf of one of our customers, we may direct your request to that customer because they control the purpose and manner of processing.

15. Children’s Privacy

VoizPanda is designed for business use and is not intended for children. Customers must not use the platform to knowingly collect personal data from children unless they have all required legal authority, parental consent and safeguards under applicable law.

16. Data Accuracy

Customers are responsible for ensuring that the information uploaded, synced or processed through VoizPanda is accurate, lawful and up to date. VoizPanda is not responsible for errors caused by inaccurate customer data, incorrect workflow configuration, incomplete scripts or outdated business information.

17. Marketing Communications

We may send business communications, product updates or promotional messages to customers, prospects or users where permitted by law. You may opt out of marketing communications at any time. Even after opting out, we may still send important service, billing, legal or security-related communications.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we may notify users through the website, platform, email or other reasonable means. The updated version will be effective from the date shown at the top of the Policy.

19. Contact Us

For privacy questions, data requests or grievance-related communication, you may contact us at: