Privacy Policy

Last updated: 02-Sept-2025

Introduction

Vocalenda ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered phone agent service that handles appointment booking, updates, and cancellations through Google Calendar integration.

Information We Collect

Personal Information

Name and contact information (phone number, email address)
Appointment details and preferences
Voice recordings during phone interactions with our AI agent
Business information for service providers

Technical Information

IP address and device information
Usage data and interaction logs
Google Calendar integration data
Call metadata (duration, timestamp, phone numbers)

How We Use Your Information

Provide AI-powered phone agent services for appointment management
Process appointment bookings, updates, and cancellations
Integrate with Google Calendar to manage schedules
Improve our AI models and service quality
Send appointment confirmations and reminders
Provide customer support and resolve issues
Comply with legal obligations and prevent fraud

Voice Data and AI Processing

Our AI agent processes voice calls to understand and respond to appointment requests. Voice recordings may be temporarily stored for processing and quality improvement purposes. We use industry-standard encryption and security measures to protect this sensitive data.

Voice data is processed using third-party AI services under strict data processing agreements:

Deepgram: AI voice agent processing (handles full voice interactions)
OpenAI: Natural language understanding and response generation
All third-party processors operate under strict confidentiality agreements
No voice data is stored permanently by these services

Google Services Integration

OAuth Permissions and Limited Use

Our application integrates with Google services and strictly complies with Google's Limited Use requirements. We request only the minimum necessary permissions:

Calendar Access (https://www.googleapis.com/auth/calendar): Used exclusively to manage appointments on your behalf, including creating, updating, and canceling calendar events
Email Access (https://www.googleapis.com/auth/userinfo.email): Used only for account identification and service-related communication

Data Use Restrictions

Your Google user data is used exclusively for providing our appointment management services
We do not sell, transfer, or use your Google data for advertising or other commercial purposes
Data access is limited to what is necessary for core functionality
You can revoke access at any time through your Google account settings or on your Vocalenda dashboard

Information Sharing

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

With your explicit consent
With trusted service providers who assist in our operations (Deepgram for speech processing, OpenAI for AI responses, under strict confidentiality agreements)
To comply with legal obligations or protect our rights
In connection with a business transfer or merger
Google Data: Never shared with third parties except as required for core service functionality

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure data transmission, and regular security assessments.

Your Rights

You have the right to:

Access and review your personal information
Request correction of inaccurate data
Request deletion of your personal information
Opt-out of certain data processing activities
Withdraw consent for Google Calendar integration (through your Google account settings or on your Vocalenda dashboard)
Request a copy of your data in a portable format

Data Retention

We retain your personal information only as long as necessary to provide our services and comply with legal obligations. Voice recordings are typically deleted within 30 days unless required for quality improvement or legal compliance.

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: support@vocalenda.com

General Inquiries: socials@vocalenda.com

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after such modifications constitutes acceptance of the updated Privacy Policy.