Voxofi · Legal

Terms, privacy and how we handle conversations

Last updated: 21 October 2026

Draft. The parts marked like this are completed when the contract is signed. If anything here differs from your signed agreement, the agreement prevails.

Who we are

Voxofi is operated by [company legal name], registered in [country] at [address] ("Voxofi", "we"). We provide an AI assistant that answers calls, WhatsApp messages and website chats for businesses ("you", the business), and the people who contact them ("customers").

Terms of service

1. The service

We set up and run an AI assistant for your business. It answers your customers, can read and write your booking, calendar or ordering system when you connect it, passes requests to your team and alerts you when a person is needed. What is included, and what is available on request, is described in our setup guide and in your agreement.

2. Your responsibilities

• Give us accurate information about your business (prices, rules, availability) and keep it up to date in your panel. The assistant answers with what you give it.
• Set up call forwarding and the accounts the service needs (for example WhatsApp Business and your booking system), and keep your access credentials secure.
• Inform your customers that they may be talking to an AI and that conversations are recorded, where the law of your country requires it (see "Calls, recording and AI").
• Use the service lawfully: no spam, no unsolicited marketing, nothing that breaks WhatsApp's or your carrier's rules.

3. Fees and payment

You pay a one-time setup fee and a monthly usage fee, as set out in your agreement. Usage is shown in your panel as it happens. Each month closes on its last day and is due on the 1st of the following month. Charges from third parties that bill you directly (for example Meta for some WhatsApp messages, or your carrier for forwarded calls) are not included.

4. AI limitations

The assistant can misunderstand or make mistakes. By default, changes to your system (new bookings, changes and cancellations) wait for your approval; if you let it act on its own, you accept that risk. It is not a substitute for emergency services, and it never takes card numbers or passwords.

5. Availability

We aim for the service to be available 24/7, but it depends on providers we don't control (voice, telephone, WhatsApp, hosting). We'll tell you about planned maintenance and work to restore the service quickly after an outage.

6. Suspension and termination

Either party can end the service with [30] days' written notice. We may suspend it if invoices are more than [15] days overdue or if it's being misused. When the service ends we delete your configuration and conversations within [30] days, unless you ask us for a copy first.

7. Liability

To the extent the law allows, our total liability is limited to the fees you paid in the [3] months before the claim, and we're not liable for indirect losses such as lost bookings or profits.

8. Changes and governing law

We'll notify you at least [30] days before changing these terms. These terms are governed by the laws of [jurisdiction].

Privacy policy

Roles

For your customers' data, your business is the controller (you decide why it's collected) and Voxofi is the processor (we handle it on your behalf, only to run the service). For your own account details (name, email, billing), Voxofi is the controller.

What we process

• Customers: phone number, name, email if they give it, what they say or write (call audio, transcripts, messages and voice notes), and the booking or request details.
• Your team: names, roles, shifts and WhatsApp numbers you enter, to assign tasks.
• Your business: contact details, configuration, usage and billing.

Why

To answer your customers and do what they ask (check availability, book, pass on a request), alert your team, show you conversations and usage, bill you, and improve the assistant's answers for your business. We don't sell data or use it for advertising, and we don't use your customers' conversations to train AI models ourselves.

How long we keep it

You choose in your panel: until you ask us to delete it, or 1 year, 90 days or 30 days. You can also turn off call recordings and keep only the written transcript. Billing records are kept as long as the law requires.

Where

Our providers (listed below) may process data in the United States and other countries. We use providers that commit to appropriate safeguards for international transfers.

Security

Data is encrypted in transit. Access to your panel needs your key or login, credentials for your systems are stored as secrets and never shown to the assistant, and only the people who run the service can access conversations, to support you.

Rights

Customers can ask the business to access, correct or delete their data; the business tells us and we do it within [30] days. Businesses can write to us directly for their own data.

Cookies

Our pages use the browser's storage only to keep you logged in to your panel and remember your settings. No advertising or tracking cookies. Fonts are loaded from Google Fonts.

Calls, recording and AI

• Calls and chats are answered by an AI assistant. Calls are recorded and transcribed so the business can review them, unless the business turns recording off.
• In many countries callers must be told that a call is recorded, and in some that they're talking to an AI. We can add a short notice to the greeting; the business decides, according to its local law.
• Callers can ask for a person at any time; the assistant takes their details and alerts the team.
• Numbers that make abusive or prank calls can be blocked automatically; the business can unblock them in its panel.

Subprocessors

Providers that process data to run the service:

We'll tell you before adding a provider that processes your customers' data.

Contact

Questions, data requests or complaints: [contact email].