Terms & Conditions - Voiceware USA

This Voiceware.ai Privacy Notice (the “Notice”) goes into effect on 11/05/2025.

Voiceware.ai, Inc. and its worldwide affiliates and subsidiaries (collectively, “Voiceware.ai”, “we”, “us”, “our”) are committed to protecting your privacy while providing you with a positive experience on our websites, products, services, and applications. This Notice explains our privacy practices and provides information on how and why we collect, use, share, and retain your personal information when you:

Visit our websites voicewareusa.com (“Website”),
Use our desktop, mobile, or web applications (“Apps”), or
Use our cloud-based voice, speech, or AI-powered services (the “Services”).

Additional information may be provided in supplemental terms, privacy statements, or notices specific to a product or region.

QUICK LINKS

You can jump to any of the following sections:

How We Collect Your Personal Information
What Personal Information We Collect
How We Use Your Personal Information
Cookies and Similar Technologies
How, Why, and What Personal Information We Share with Third Parties
How We Respect Your Privacy Rights
How We Keep Your Personal Information Secure
How Long We Retain Your Personal Information
International Data Transfers
Lawful Requests for Personal Information
Liability for Onward Transfer
Children’s Privacy
Third-Party Sites
Blogs and Forums
Updates to this Notice
Contact Us

We encourage you to read this Notice in full to ensure you are fully informed.

1. How We Collect Your Personal Information

We collect personal information in a variety of ways, including:

Actively provided: You directly provide information to us when you sign up, submit forms, contact support, or otherwise interact with us.
Automatically collected: As you use our Website, Apps, or Services, we may automatically collect certain data (e.g., usage logs, device and system information, network data).
From third parties: We may receive information about you from business partners, service providers, or other users of our Services.
Inferred / derived: We may infer or derive new personal information from data already collected, such as generating conversation intelligence insights.

2. What Personal Information We Collect

Below are categories of personal information we may collect, depending on your interactions with us:

a) Information You Provide

Contact & identification information (e.g. name, email address, phone number, username)
Payment / billing information (e.g. billing name, address, payment method)
Profile / demographic data (e.g. title, organization, preferences)
User-generated content (e.g. voice recordings, transcripts, chat messages, files, notes, uploads)
Survey, feedback, or support communications
Any optional information you choose to provide (e.g. social media URLs, profile picture)

b) Information Collected via Use of Website, Apps, Services

Device & system information (e.g. IP address, device type, OS, client version)
Usage logs, analytics, performance metrics
Quality-of-service / network metrics
Connection metadata (e.g. WiFi vs cellular)
Call detail records or speech session logs
Geolocation data (where permitted and enabled)
Cookies, tracking identifiers, session data

c) Inferred or Derived Data

Conversation summaries or intelligence derived from processing voice / speech content
Behavioral or usage profiles based on aggregated data

3. How We Use Your Personal Information

We use personal information for the following purposes:

To operate, maintain, and provide the Services, Apps, and Website
To create, manage, and authenticate user accounts
To communicate with you (e.g. service messages, updates, support)
To verify identity, prevent fraud, and ensure security
To improve and optimize our Services, Apps, and infrastructure
To perform analytics, diagnostics, and usage monitoring
To personalize your experience (e.g. content, UI)
To develop new features or AI/ML enhancements
To market or advertise our offerings (with your consent, where required)
To comply with legal obligations, law enforcement requests, or regulatory requirements
To administer billing, payments, and subscription processes
To enforce our terms, policies, and prevent misuse

We may use AI, machine learning, or other techniques to support, maintain, and improve our Services and interactions with you.

For users in the European Economic Area (EEA), Switzerland, and the UK, we rely on lawful bases such as performance of contract, legitimate interests (balanced against your rights), legal obligations, or consent (where required).

4. Cookies and Similar Technologies

We use cookies and similar tracking technologies (e.g. local storage, pixels) to:

Remember your preferences and settings
Authenticate sessions
Analyze usage and performance
Serve relevant content and advertising
Detect fraud or abuse

You can manage or disable cookies via your browser or device settings (though this may affect your ability to use certain features). For further details, see our Cookie Notice (or equivalent).

5. How, Why, and What Personal Information We Share With Third Parties

We may share your personal information (as described above) for legitimate business or legal purposes:

With Voiceware.ai affiliates (group companies)
With service providers, vendors, contractors, and agents acting on our behalf, e.g. for hosting, infrastructure, analytics, marketing, customer support
With business partners (e.g. resellers, integration partners)
As part of corporate transactions (e.g. sale, merger, reorganization)
With regulators, courts, law enforcement, or public authorities to comply with legal obligations or respond to lawful requests
With third parties to whom you provide consent

We require that our service providers and agents adhere to appropriate confidentiality and security obligations.

6. How We Respect Your Privacy Rights

We provide you with rights, subject to applicable law, including the ability to:

Access your personal information
Rectify or correct inaccurate or incomplete data
Erase (delete) your personal information, where lawful and feasible
Restrict processing of your information
Object to certain uses of your information
Portability: request a machine-readable copy of your data or transfer it to another controller
Withdraw consent (where processing is based on consent)

If we process personal information on behalf of a customer of ours (i.e. we act as a data processor), requests regarding content (e.g. recordings, transcripts) should generally be directed to that customer.

For residents of the EEA, Switzerland, or UK, additional rights under GDPR may apply.

For U.S. state-level privacy laws (e.g. California, Virginia, Colorado, etc.), additional consumer rights (e.g. deletion, portability, disclosures) may apply. We will not discriminate against you for exercising these rights.

We will verify your request and may ask for identity proof to prevent unauthorized access or disclosure. In certain cases, we may be unable to fulfill a request (e.g. legal obligations).

If you believe we have denied your request improperly, you may lodge a complaint with your local data protection authority.

7. How We Keep Your Personal Information Secure

We take appropriate technical, administrative, and organizational measures to guard your data against unauthorized access, disclosure, alteration, loss, or destruction. Examples include:

Encryption (in transit and at rest)
Access controls and authentication
Network and infrastructure security (firewalls, segmentation)
Regular security assessments, audits, and testing
Employee training and least-privilege access

While we strive to protect your data, no system is completely secure. We cannot guarantee absolute security.

8. How Long We Retain Your Personal Information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected (or as required by law or legitimate business purposes). If further retention is no longer needed, we either delete or anonymize the data.

Retention periods may vary depending on the context, regulatory requirements, or contract terms.

9. International Data Transfers

Your personal information may be transferred to, stored, and processed in countries other than where you reside, including the United States or other jurisdictions where our group affiliates or service providers operate.

Such countries may have data protection laws that differ from those in your home jurisdiction. When transferring data internationally, we employ safeguards such as:

Certification under frameworks (if applicable)
Standard Contractual Clauses (SCCs) or equivalent legal mechanisms
Organizational and technical protection

If there is any conflict between this Notice and applicable data transfer frameworks (e.g. EU-U.S. Data Privacy Framework, SCCs), such frameworks shall govern to the extent required by law.

10. Lawful Requests for Personal Information

We may be required to disclose your personal information in response to lawful requests by governmental or regulatory authorities, including requests for public safety, law enforcement, national security, or other legal obligations. Where permitted, we will attempt to notify you before disclosure (unless prohibited by law).

11. Liability for Onward Transfer

In the context of onward transfers of personal information (e.g. from us to a third-party agent), we remain responsible for ensuring that the process remains consistent with this Notice, unless we can demonstrate that we’re not responsible for the event giving rise to any misuse (under applicable frameworks or contractual obligations).

12. Children’s Privacy

Voiceware.ai does not knowingly provide Services directly to children under the age of 16 (or as otherwise defined under local law). We do not knowingly collect personal information from children under 16 outside of permitted contexts (e.g. school offerings). If we become aware that such information was collected, we will take steps to delete it. If you believe a child has provided us with personal information, please contact us.

13. Third-Party Sites

This Notice does not apply to third-party websites, services or content to which we link. Links do not constitute endorsement. We encourage you to review the privacy notices of any third-party site before providing personal information.

14. Blogs and Forums

If our website includes public blogs, forums, or community spaces, any information you post is publicly visible and may be collected and reused by others. You can request removal of your personal data from such posts (subject to technical/infrastructural constraints) via our support/contact mechanisms.

15. Updates to this Notice

We may update this Notice from time to time to reflect changes in our practices, legal developments, or business changes. When we make material changes, we will notify you (e.g. via email or prominent posting) before the changes become effective. We will also update the “Last Updated” date at the top of this page.

16. Contact Us

If you have questions, concerns, or requests regarding this Notice or our privacy practices, please contact us:

Voiceware.ai, Inc.
Attn: Chief Privacy Officer
8925 SW 148th Street, Suite 102
Palmetto Bay, Florida 33176

Email: privacy@voiceware.ai If required by applicable law, Voiceware.ai may also appoint a Data Protection Officer (DPO) in certain jurisdictions; relevant contact details will be provided as needed.