Privacy Policy

1. Who we are

ZoiVox is an AI phone receptionist service operated from Kitchener, Ontario, Canada. In this policy, “we” and “ZoiVox” mean ZoiVox; “you” means the business that subscribes to our service; and “caller” means a person who telephones a business that uses ZoiVox.

For questions about this policy or your personal information, contact hello@zoivox.ca.

2. Our two roles

This distinction matters, because it decides who you should contact about your data.

• For our own customers (the businesses who subscribe), we are the organisation responsible for the account, billing and support information we hold.
• For callers, we act on behalf of the business you telephoned. That business decides what the assistant does and how long records are kept. If you are a caller and want your information corrected or deleted, contact that business first; we will assist them in carrying out the request.

3. Information we collect

From businesses who subscribe

• Name, business name, email address and telephone number
• Business configuration: opening hours, services, staff transfer numbers
• Billing details — processed by Stripe. We never see or store your full card number.
• Sign-in information. If you sign in with Google, we receive your name, email address and profile picture from Google — nothing else, and never your Google password.

From visitors to our website

• If you ask for a callback: your name, telephone number and business name. We then place an automated call to that number.
• If you try the browser demo: your microphone audio for the length of the demo, and the website address you give us, so the assistant can read your public business details. Demo audio is processed live to produce the reply and is not recorded or kept.
• If you ask us to set up a demo: your name, and your email address or telephone number.
• Anything you send us through one of those forms is stored in our own database in Canada, and we email ourselves an alert so that someone replies to you.
• Your IP address, used to limit how many calls a single visitor can trigger. The callback form dials real telephones, so it has to be protected from abuse.

A bot check runs on our callback form; the provider of that check sees your IP address and basic browser signals in order to decide whether you are a person. Our pages load their typefaces from Google Fonts, which means Google sees your IP address when a page loads. We set no advertising or analytics cookies and we do not track you across other websites. The bot check and the signed-in dashboard use cookies that are necessary for them to function.

We do measure how the site is used — which pages are opened, roughly where visitors come from, and how quickly pages load — using our hosting provider's built-in analytics. It is cookieless: nothing is stored on your device, no identifier follows you between visits, and the results are aggregate counts rather than anything tied to you. That is why you are not asked to accept cookies on this site. If we ever add a product that does set tracking cookies, we will ask first.

From callers

• The telephone number you are calling from
• A text transcript of the conversation
• Information you provide during the call, such as your name and any booking details
• Call time, duration and outcome

We do not record calls. Audio is processed live so the assistant can answer, and is not retained by us or made available to the business. What is kept is the text transcript and the written summary.

4. Why we process it

5. Artificial intelligence, and what we do not do with your data

Calls are handled by third-party speech recognition and large language models. Those providers process call content solely to produce a response for that call.

We do not sell personal information, and we do not use call content to train our own models. We choose providers whose terms prevent them from training on the data they process for us, and we enable any no-training or limited-retention setting those providers offer. Where a provider's terms would permit training and no opt-out is available, we do not route call content to it.

6. Service providers

Running a telephone service means handing parts of a call to specialist companies. We use providers in each of the following categories. Some process data outside Canada, principally in the United States.

We name the specific company behind each category, and keep that list current, on our subprocessors page.

Because data may be stored or processed outside Canada, it may be accessible to courts and law enforcement in those countries under their laws.

7. Google Calendar data

Where a business connects a Google Calendar, we ask only for the permissions needed to read its calendars and to create, change and cancel appointments.

ZoiVox's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In plain terms: we use Google Calendar data only to provide the booking features you asked for; we do not use it for advertising; we do not sell it; we do not let a person read it except with your permission, to fix a fault you have reported, for security, or where the law requires it; and we do not use it to train or improve generalised artificial-intelligence models.

You can disconnect a calendar at any time from the dashboard, or from your Google Account's security settings.

8. How long we keep it

• Call transcripts and booking records: retained while the account is active, and for 90 days after it closes, unless the business asks for earlier deletion.
• Account and billing records: retained for seven years, as Canadian tax law requires.
• Sign-in records: deleted when access is revoked.

9. Your rights

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and comparable provincial law, you may ask us to:

• tell you what personal information we hold about you
• correct anything inaccurate
• delete information we no longer need to keep
• withdraw consent, though this may mean we can no longer provide the service

Write to hello@zoivox.ca. We respond within 30 days. If you are not satisfied, you may complain to the Office of the Privacy Commissioner of Canada.

10. Security

Data is encrypted in transit and at rest. Access is limited to those who need it. Payment card details never reach our systems. No system is perfectly secure, and we do not claim otherwise; if a breach occurs that creates a real risk of significant harm, we will notify affected parties and the Privacy Commissioner as the law requires.

11. Children

ZoiVox is a business service and is not directed at children. We do not knowingly collect information from anyone under 13.

12. Changes

If we change this policy materially, we will tell subscribers by email at least 30 days beforehand and update the date at the top of this page.

Our subprocessors page changes more often. When we replace one provider with another of the same kind, we update that page and the date on it, without a separate notice. Adding a genuinely new kind of processing, or moving a category of data to a new country, is a material change to this policy and we will tell you.

13. Contact

ZoiVox · Kitchener, Ontario, Canada · hello@zoivox.ca