Privacy Policy

VEXAA builds and operates AI voice assistants that make and receive telephone calls on behalf of the businesses that hire us. This policy explains what information we handle, why, and what choices you have. It applies to getvexaa.com and to the calling systems we run for our clients.

Who is responsible for your information

When we run a calling system for a client, that client decides who is contacted and why. They are the controller of that information. VEXAA acts as their service provider and processes information on their instructions. For information collected through this website, VEXAA is responsible.

What we handle

• Contact details supplied by our client — typically name, phone number and email address, drawn from their own customer records.
• Call content — audio recordings and written transcripts of calls placed or received by the assistant.
• Call metadata — date, time, duration, the number dialled, and the outcome of the call.
• Scheduling details — appointment times and related notes, where a call results in a booking.
• Text message data — mobile telephone numbers, the content of SMS messages sent or received, delivery status, and your opt-in and opt-out history.
• Website information — if you contact us through this site, whatever you choose to send us.

We do not ask for, and the assistant is not designed to collect, payment card numbers, government identification numbers, or account credentials.

Why we handle it

• To place and receive calls our client has asked us to make.
• To schedule appointments and pass results back to our client's own systems.
• To keep records of what was said, so calls can be reviewed for quality and for compliance.
• To honour do-not-contact requests and to avoid calling the same person repeatedly.
• To operate, secure and improve the service.

Call recording

Calls are recorded and transcribed. Recording laws differ by state and country, and our clients are responsible for the disclosures required where they operate. If you do not wish to be recorded, tell the assistant and end the call, and we will note the request.

Text messages (SMS)

Where a client has engaged us to send text messages, VEXAA sends SMS on that client's behalf. Messages are sent only to people who have given prior express consent to that client — for example by giving their mobile number on a booking or enquiry form that discloses text messaging, by asking on a call to be texted, or by texting us first.

• What we send. Appointment confirmations and reminders, replies to enquiries, follow-ups to a call, and customer care messages.
• How often. Message frequency varies by what you have asked for and by your interaction with the business. Recurring reminder programmes typically send no more than a few messages per month.
• Cost. Message and data rates may apply. We do not charge you for messages; your mobile carrier may.
• Stopping messages. Reply STOP to any message to opt out. You will receive one confirmation, and no further messages after that. Reply HELP for assistance, or email hello@getvexaa.com.
• After you opt out. We keep your mobile number on a suppression list so we can continue to honour the request. It is not used for any other purpose.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from every category of sharing described below, and are not shared with any third party. We do not sell, rent or trade your mobile number or your message content.

Who else sees it

We use third-party providers to deliver the service. Each receives only what it needs:

• Voice and telephony providers — to place calls, transcribe speech and generate the assistant's voice.
• AI model providers — to generate the assistant's side of the conversation.
• Customer relationship and automation platforms — to hold contact records and appointment data for our client.
• Cloud hosting and storage providers — to run the software and store records.

We return call results to the client who commissioned the calls. We do not sell personal information, and we do not share it for cross-context behavioural advertising.

All of the categories above exclude text messaging originator opt-in data and consent. That information is used only to deliver the messages you asked for and to honour your opt-out, and it is not shared with any third party. Messaging providers and mobile carriers act solely as our delivery vendors and may not use it for their own purposes.

How long we keep it

Call recordings and transcripts held by our voice provider are retained for a limited window — currently fourteen days — after which they are deleted automatically. Contact records, call outcomes and appointment details live in our client's own systems and are kept for as long as that client keeps them. Do-not-contact records are kept indefinitely, because we need them to keep honouring the request.

Your choices

• Stop the calls. Ask on the call, or email us. This is the fastest route.
• Ask what we hold about you, and ask for it to be corrected or deleted.
• Ask for a copy of a call recording or transcript involving you.

Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act or the GDPR. We will honour those rights where they apply. Because our client usually controls the underlying records, we may need to pass your request to them, and we will tell you when we do.

Security

Access to call records and contact data is limited to the people who need it to run the service. Data in transit is encrypted. No system is perfectly secure, and we do not claim otherwise.

Children

This service is not directed at children, and we do not knowingly contact or collect information from anyone under 18.

Changes

If this policy changes materially, we will update the date at the top of this page.

Contact

Questions, requests, or to be removed from calling lists: hello@getvexaa.com