Privacy Policy

1. Introduction

1.1 Nomenclature

Throughout this Privacy Policy, the terms "Woiz" and "Woiz AI" refer to the same entity and service operated by Woiz AI LLC. These terms are used interchangeably and have identical meaning.

1.2 Our Commitment to Privacy

Woiz AI LLC ("Woiz AI," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Woiz AIplatform, including our website, mobile and desktop applications, APIs, and all other associated services (collectively, the "Service").

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when using our Service, including:

• Account Information: Email address, password, business name, industry/profession, and country
• Business Profile Information: Business address, operating hours, timezone, phone number, business description, promotions, entity type, and other business-related information
• Payment Information: Credit card details, billing address, and other payment-related information (processed securely by our payment processor)
• Calendar Information: If you connect your calendar or create appointments through our Service
• Uploaded Content: Documents, web links, and other materials you upload to create your knowledge base
• Voice and Name Selections: Your preferences for the AI virtual assistant's voice and name
• Communications: Information you provide when you contact us for support or other inquiries

2.2 Information We Collect Automatically

When you use our Service, we automatically collect certain information, including:

• Usage Data: How you interact with our Service, features you use, and actions you take
• Device Information: Device type, operating system, browser type, IP address, and other technical information
• Log Data: Time and date of your access to our Service, pages viewed, and time spent on pages
• Call Data: For each and every call handled through our Service, we automatically:
  • Generate call recordings (where recording is enabled)
  • Create call transcripts using automated speech recognition and transcription services
  • Process transcripts through Large Language Models (LLMs) to identify the purpose and intent of the call
  • Extract and create lead information when a potential business opportunity is identified
  • Extract and create or update contact details (names, phone numbers, email addresses) from call conversations
  • Generate call summaries, sentiment analysis, and other metadata
• Cookies and Similar Technologies: Information collected through cookies and similar tracking technologies

2.3 Information from Third Parties

We may receive information about you from third-party services that integrate with our Service, such as:

• Calendar Integration: When you connect Cal.com or other calendar services
• Authentication Providers: If you choose to sign in using third-party authentication services
• Payment Processors: Transaction information from our secure payment processor

2.4 Google API Data

If you choose to connect a Google account, Woiz AI accesses Google user data only with your authorization and only for the features you enable.

• Google Calendar data: We may access your Google account email address, calendar list metadata, selected calendar identifiers, calendar names, access roles, time zones, free/busy availability, and appointment events needed to create, update, or cancel appointments throughWoiz AI.
• Gmail data: If you connect Gmail for email auto-replies, we may access your connected Gmail address, inbox notification metadata, message IDs, thread IDs, email headers, email body content for new inbound messages, generated reply content, and sent-message metadata.
• How we use Google API data: We use Google Calendar data to show available calendars, check availability, configure calendar settings, and create, update, or delete appointments. We use Gmail data to detect new inbound emails, classify requests, create leads or follow-up records, generate relevant replies, and send user-enabled auto-replies from the connected Gmail account.
• Storage and retention: Google OAuth tokens are stored encrypted in Supabase Vault. We store connection metadata, selected calendar details, appointment records, email thread/message records, and processing metadata only as needed to provide the Service, maintain security, troubleshoot issues, comply with legal obligations, and honor the retention periods described in this Privacy Policy.
• Sharing and Limited Use: We do not sell Google API data, use it for advertising, use it for surveillance, or use it to train generalized AI or machine learning models. We share Google API data only with service providers who process it on our behalf and only as necessary to provide user-facing Woiz AI features, such as secure hosting, database storage, email processing, and AI-assisted reply generation. Woiz AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
• Human access limits: Woiz AI personnel do not routinely review Google API data. Human access is limited to authorized personnel when necessary to provide support you request, troubleshoot or maintain the Service, monitor security, investigate abuse, or comply with legal obligations. Personnel access is limited, monitored, and subject to confidentiality obligations.
• Disconnecting and deletion: You can disconnect Google integrations from your account settings. For Gmail, disconnecting stops Gmail push notifications, revokes Google tokens where possible, deletes local token secrets, and disables the account connection. You may also request deletion of personal information, including Google API data stored by Woiz AI, by contacting privacy@woiz.ai.

3. How We Use Your Information

We use your information for various purposes, including to:

• Provide, maintain, and improve our Service
• Process transactions and manage your account
• Set up and configure your AI virtual assistant
• Handle customer calls and schedule appointments
• Create and maintain your knowledge base
• Send transactional messages and service announcements
• Respond to your comments, questions, and requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and other illegal activities
• Protect the rights and property of Woiz AI and others

3.5. AI and Large Language Model Processing

Our Service utilizes artificial intelligence and Large Language Models (LLMs) to process call data. You acknowledge and consent to the following AI processing activities:

3.5.1 Call Transcript Generation and Analysis

For each and every call handled through our Service:

• Call audio is processed through automated speech recognition (ASR) systems to generate transcripts
• Transcripts are analyzed by Large Language Models to identify call purpose, intent, and sentiment
• AI algorithms extract business-relevant information including customer needs, inquiries, and requests
• Natural language processing is applied to understand conversation context and outcomes

3.5.2 Automated Lead and Contact Extraction

When our AI identifies a potential business opportunity or new contact during a call:

• Lead information is automatically created, including caller interest, requirements, and qualification status
• Contact details (names, phone numbers, email addresses) are extracted and stored
• Existing contact records are automatically updated when new information is identified
• Follow-up actions and priorities are suggested based on AI analysis

3.5.3 Third-Party AI Service Providers

We utilize third-party AI and machine learning providers to deliver our Service. Call data, transcripts, and related information may be transmitted to and processed by:

• Large Language Model (LLM) providers for natural language understanding and generation
• Speech recognition and transcription service providers
• AI voice synthesis providers for generating assistant responses
• Machine learning platforms for training and improving our AI models

All third-party AI providers are contractually required to:

• Process data only as instructed by Woiz AI and only for providing services to you
• Not use your data to train their own AI models without your explicit consent
• Implement appropriate security and confidentiality measures
• Delete or anonymize data after processing is complete (typically within 30 days)

3.5.4 AI Training and Model Improvement

To improve our AI models and Service quality, we may use call data in the following ways:

• Anonymization: Before using call data for AI training, we implement automated personally identifiable information (PII) anonymization procedures designed to remove or mask sensitive information including names, phone numbers, email addresses, payment information, and other personal identifiers
• Aggregation: We may create anonymized, aggregated statistics and insights from call data for analytics, research, and service improvement purposes
• Opt-Out: You may request that specific calls or categories of data be excluded from AI model training by contacting support@woiz.ai. Such data will still be processed to provide immediate services but will not be used for model improvement

For clarity, Google API data from Google Calendar or Gmail is excluded from the AI training and model improvement uses described in this section. Google API data is used only to provide and improve user-facing features that you request or enable, as described in Section 2.4.

3.5.5 AI Processing Limitations and Disclaimers

You acknowledge and agree that:

• AI and LLM processing is not 100% accurate and may produce errors, omissions, or misinterpretations
• Transcripts may contain inaccuracies due to audio quality, accents, background noise, or technical limitations
• Automated lead and contact extraction may produce false positives, false negatives, or incorrect information
• AI-generated insights, summaries, and classifications should be reviewed and verified by qualified personnel
• Woiz AI LLC and Woiz AI are not responsible or liable for any errors, inaccuracies, or incorrect information resulting from AI processing
• You are responsible for reviewing AI-generated outputs and verifying their accuracy before relying on them for business decisions

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 Third-Party Service Providers

We share information with third-party vendors, consultants, and other service providers who need access to such information to perform work on our behalf, including:

• Cloud Infrastructure and Database Providers: For secure data storage, hosting, and user authentication services
• Telecommunications and Telephony Providers: For phone number provisioning, call routing, and SMS delivery
• AI Voice and Speech Processing Providers: For voice synthesis, speech recognition, and call handling
• AI and Machine Learning Providers: For AI-powered language models, text generation, transcription, and knowledge base functionality
• Calendar and Scheduling Integration Providers: For calendar management and appointment scheduling
• Payment Processors: For secure payment processing and subscription management
• Analytics and Monitoring Providers: For service performance monitoring and usage analytics

All third-party service providers are contractually required to protect your information and use it only for the purposes for which it was disclosed.

WE NEVER SELL YOUR BUSINESS DATA OR YOUR CUSTOMER DATA TO ANYONE. We do not sell, rent, or trade your personal information, business data, call recordings, transcripts, lead information, contact details, or any customer data to third parties for their marketing purposes or for any other commercial purpose.

4.2 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of such a transaction.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

4.4 Protection of Rights

We may disclose your information to protect the safety, rights, property, or security of Woiz AI, our Service, any third party, or the general public; to detect, prevent, or otherwise address fraud, security, or technical issues; to prevent or stop activity we consider to be illegal or unethical.

4.5 With Your Consent

We may share your information with third parties when you consent to such sharing.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide you with our Service, comply with our legal obligations, resolve disputes, and enforce our agreements.

• Account Information: Retained while your account is active
• Call Recordings and Transcripts: Retained for three (3) months from the date of the call while your subscription is active
• Cancelled Accounts: Account data retained for 30 days after cancellation before being permanently deleted

6. Data Security

We implement reasonable and appropriate security measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. However, no internet or email transmission is ever fully secure or error-free. In particular, information sent to or from our Service may not be secure. You should take special care in deciding what information you send to us.

6.5 Data Access Restrictions

We implement strict data access controls to protect your business information:

• Business Owner Access Only: All data related to your business, including call recordings, transcripts, lead information, contact details, appointments, and business profile data, is accessible only to you (the business owner) and authorized users you explicitly grant access to through your account settings
• No Cross-Customer Access:Your business data is completely isolated from other customers. We implement technical and organizational measures to ensure that one customer cannot access another customer's data
• Woiz AI Employee Access: Woiz AI employees and contractors may access your data only in the following limited circumstances:
  • When necessary to provide technical support at your request
  • To perform system maintenance, security monitoring, or troubleshooting
  • To investigate and prevent security incidents, fraud, or abuse
  • To comply with legal obligations or valid legal requests
• Access Logging: All access to your data by Woiz AI personnel is logged and monitored for security and compliance purposes
• Data Encryption: Your data is encrypted in transit (using industry-standard TLS/SSL) and at rest to prevent unauthorized access

Despite these measures, you acknowledge that no security system is completely impenetrable, and we cannot guarantee absolute security of your data.

Security Incident Disclaimer: In the event our system is compromised due to cyberattacks, data breaches, security incidents, or any other reason, Woiz AISHALL NOT BE HELD RESPONSIBLE OR LIABLE for any data loss, unauthorized access, data theft, or consequences arising from such incidents. You are responsible for maintaining independent backups of critical business data.

7. Call Recording, Processing, and Consent

7.1 Call Recording

When call recording is enabled for your account:

• All calls may be recorded and stored for quality, training, and business purposes
• By using our Service with recording enabled, you and your callers consent to call recording
• You are responsible for ensuring compliance with all applicable call recording laws in your jurisdiction
• You must obtain all necessary consents from call participants before recording
• You must provide appropriate disclosures to callers that calls are being recorded

7.2 Recording Consent Requirements

Federal and state laws govern call recording, and requirements vary by jurisdiction:

• One-Party Consent States: Most U.S. states require that at least one party to the conversation consents to recording
• All-Party Consent States: Some states (including California, Connecticut, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Pennsylvania, and Washington) require that all parties consent to recording
• Your Responsibility: You are solely responsible for determining which laws apply to your use of the Service and for obtaining all necessary consents

7.3 Recording Disclosure Obligations

You agree that:

• You will implement appropriate disclosure mechanisms (such as automated announcements or IVR prompts) to inform callers that calls are being recorded
• You will inform callers that recordings will be processed using artificial intelligence technology
• You are responsible for the content and adequacy of disclosure messages
• Woiz AI provides recording disclosure tools as a convenience, without warranty of legal compliance

7.4 Recording Reliability and Limitations

You acknowledge and agree that:

• No Guarantee of Recording: We do not guarantee that all calls will be successfully recorded, or that recordings will be complete, undamaged, or playable
• Technical Failures: Recording failures may occur due to network issues, storage limitations, third-party provider outages, or technical malfunctions
• Corrupted or Lost Recordings: Recordings may become corrupted, unavailable, or lost due to hardware failures, data center incidents, or other causes beyond our control
• Disclosure Mechanism Failures: Automated recording disclosure announcements may fail to play, be inaudible, or be skipped due to technical issues. We are not responsible if the AI agent forgets to announce or fails to properly disclose that recording is in progress
• Backup Responsibility: You are responsible for regularly downloading critical recordings and maintaining independent backups

WOIZ AI IS NOT LIABLE FOR: Failed recordings, partial recordings, corrupted audio files, deleted or lost call data, missed recording disclosures, or consequences of unavailable recordings. You assume all risks associated with relying on our recording services.

8. AI Processing and Limitations

Our Service utilizes artificial intelligence (AI) agents to process calls, capture information, and interact with your customers. While we strive to provide accurate and reliable AI services, you acknowledge and agree that:

8.1 AI Technology Limitations

• AI technology has inherent limitations and may not always provide perfect results
• The information captured or provided by our AI virtual assistant may contain inaccuracies, mistakes, or misunderstandings
• You should regularly review call recordings and transcripts to verify the accuracy of information captured
• We continuously work to improve our AI systems, but cannot guarantee error-free operation

8.2 Transcription Accuracy

Automated transcription accuracy depends on multiple factors:

• Audio quality and clarity
• Background noise and interference
• Speaker accents, dialects, and speech patterns
• Technical terminology or industry-specific language
• Connection quality and network conditions

Under good conditions, our transcription services typically achieve 85-95% word accuracy. However, we do not guarantee any specific accuracy rate, and actual performance may be lower depending on call conditions. You are responsible for reviewing transcripts for accuracy before relying on them for business decisions.

8.3 Lead and Contact Extraction Errors

Automated extraction of lead information and contact details may result in:

• Incorrect contact information (names, phone numbers, emails)
• Missed or incomplete data fields
• Misclassified lead status or intent
• False positives (extracting data that wasn't actually provided)
• Incorrect appointment dates, times, or details

You must verify automatically extracted data before relying on it and implement human review processes for critical business information.

8.4 Service Availability and Reliability

Service availability may be affected by various factors, and we are not liable for:

• System Unavailability: Service interruptions due to maintenance, technical issues, third-party provider outages, or force majeure events (natural disasters, pandemics, wars, terrorism, civil unrest, cyberattacks, government actions)
• Appointment Scheduling Failures: Errors or failures in appointment scheduling or management due to technical limitations, calendar integration issues, or OAuth token expiration
• Notification Delivery Failures: Delayed or failed delivery of lead notifications, appointment reminders, or other notifications via SMS, email, push notifications, or webhooks
• Calendar Integration Issues: Google Calendar or other third-party calendar service failures, synchronization errors, or authentication problems
• Knowledge Base Errors: Incorrect or outdated information retrieved from your knowledge base, resulting in inaccurate responses to callers
• Voice Synthesis Issues: Voice quality problems, robotic or unnatural voice output, or voice provider outages
• Call Transfer Failures: Failed or dropped calls during transfer to human agents
• Telephony Provider Issues: Call routing failures, dropped calls, SMS delivery failures, or phone number unavailability due to third-party telecommunications provider issues
• Payment Processing Failures: Service suspension due to failed payments or billing system issues
• Data Export Limitations: Failed or incomplete data exports or CSV generation
• Call Volume Limitations: Call queuing, delays, or dropped calls during high-volume periods when capacity limits are reached
• Webhook Failures: Failed or delayed webhook deliveries to your external systems or CRM integrations
• Security Incidents: Data unavailability or service disruption due to security incidents, despite our implementation of reasonable security measures

8.5 User Responsibilities

You are responsible for:

• Providing accurate and current business information in your business profile
• Maintaining accurate and up-to-date knowledge base content
• Regularly reviewing and verifying AI-generated outputs including transcripts, leads, and contact information
• Implementing appropriate human oversight for critical business decisions
• Maintaining independent backups of critical business data
• Monitoring your account security and reporting unauthorized access immediately

8.6 Comprehensive Liability Disclaimer

WOIZ AI LLC AND Woiz AI ARE NOT RESPONSIBLE OR LIABLE FOR:

• Any errors, inaccuracies, or incorrect information resulting from AI processing, transcription, or data extraction
• Business losses, missed opportunities, or damaged customer relationships resulting from AI errors or system failures
• Any consequences arising from reliance on AI-generated information without independent verification
• Service interruptions, downtime, or unavailability for any reason
• Failed, missed, or incorrect appointments, notifications, recordings, or data
• Third-party service provider failures or performance issues
• Data loss, corruption, or unavailability
• Security incidents or unauthorized access, despite implementation of reasonable security measures

YOU ASSUME ALL RISKS ASSOCIATED WITH USING AI-POWERED SERVICES AND AUTOMATED SYSTEMS.

9. Your Data Rights

Depending on your location, you may have certain rights regarding your personal information, including:

8.1 Access and Portability

You have the right to access personal information we hold about you and to request a copy of your data in a structured, commonly used format.

8.2 Correction

You have the right to correct inaccurate or incomplete personal information we hold about you.

8.3 Deletion

You have the right to request deletion of your personal information under certain circumstances.

8.4 Restriction and Objection

You have the right to restrict or object to our processing of your personal information under certain circumstances.

8.5 Withdrawal of Consent

Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time.

8.6 Exercise Your Rights

To exercise any of these rights, please contact us at privacy@woiz.ai. We will respond to your request within 30 days.

18. International Data Transfers

10.1 Server Locations

Currently, all our servers are located in the United States, and all data processing occurs in the US. We plan to deploy servers in the European Union and Australia once we reach 30 subscribers in each of those regions respectively. Until then, all services will be served from our US-based servers.

10.2 Database Infrastructure

Our primary database infrastructure is hosted in the United States. Read replicas would be deployed for databases in EU and AU regions only upon reaching 30 subscribers in each region. This deployment of read replicas will improve performance and comply with regional data protection requirements.

10.3 Data Transfer Consent

By using our Service, you consent to the transfer of information to the United States, which may have different data protection rules than your country. For users in the European Economic Area (EEA), United Kingdom, or Switzerland, we ensure that any future transfers of personal data to countries outside these regions will be subject to appropriate safeguards.

10.4 Regional Data Protection Compliance

We are committed to complying with regional data protection requirements. As we expand our server infrastructure to the EU and Australia, we will implement additional measures to ensure compliance with regional data protection laws, including GDPR for EU users and the Privacy Act for Australian users.

18. Children's Privacy

Our Service is not directed to children under the age of 18, and we do not knowingly collect personal information from children under 18. If we learn we have collected or received personal information from a child under 18 without verification of parental consent, we will delete that information.

18. Privacy Rights by Region

12.1 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• Right to Know: You can request information about the personal information we've collected about you and how we've used and disclosed it
• Right to Delete: You can request deletion of your personal information
• Right to Correct: You can request correction of inaccurate personal information
• Right to Opt-Out of Sale or Sharing: We do not sell your personal information as defined by the CCPA/CPRA

To exercise these rights, please contact us at privacy@woiz.ai or call our toll-free number at [toll-free number].

12.2 European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR), including:

• Right to Access: You can request access to your personal data
• Right to Rectification: You can request correction of inaccurate personal data
• Right to Erasure: You can request deletion of your personal data
• Right to Restrict Processing: You can request restriction of processing of your personal data
• Right to Data Portability: You can request transfer of your personal data
• Right to Object: You can object to processing of your personal data
• Rights Related to Automated Decision Making: You can request human intervention for decisions based solely on automated processing

To exercise these rights, please contact our Data Protection Officer at dpo@woiz.ai.

12.3 Canadian Privacy Rights

If you are a Canadian resident, you have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA), including the right to access your personal information and challenge the accuracy of your information.

12.4 Australian Privacy Rights

If you are an Australian resident, you have rights under the Privacy Act 1988, including the right to access and correct your personal information.

18. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

18. Do Not Track Signals

We do not currently respond to "Do Not Track" signals from web browsers.

18. Third-Party Links

Our Service may contain links to third-party websites and services that are not owned or controlled by Woiz AI. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any website you visit.

18. Special Considerations for Specific Industries

16.1 Legal Professionals

If you are a legal professional, please be mindful of client confidentiality requirements when configuring your knowledge base. You should only provide publicly available information about your practice and services.

18. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

18. Contact Us

If you have any questions about this Privacy Policy, please contact us at: