This Privacy Policy explains how Vocus AI ("Vocus", "we", "us", or "our") collects, uses, stores, and shares information when you use our AI receptionist service (the "Service"), visit our website, or otherwise interact with us. If you do not agree with this Policy, you should not use the Service.
1. The short version
We collect only what we need to run the Service: account information so you can sign in, configuration so your agent sounds like you, phone-call data so you can review conversations, and billing information so we can charge the subscription. We do not sell your data. We do not train public AI models on your content. We apply reasonable security measures to protect what you share with us.
2. Information we collect
2.1 Account information
When you sign up, we collect your name, email address, and authentication identifiers from the login provider you choose (for example, Google). If you sign in with a third-party identity provider, we receive the profile data you authorize that provider to share with us.
2.2 Configuration and content
To run your AI agent, we collect and store the configuration you provide: voice and language preferences, agent prompts and personality, knowledge-base documents you upload (PDFs, URLs, text), routing rules, and any other settings you save in your dashboard.
2.3 Call data
When your Vocus agent handles a call, we capture data that makes the conversation reviewable and searchable from your dashboard. This includes:
- The caller's phone number and call timestamps.
- Audio recordings of the call.
- Machine-generated transcripts of the call.
- AI-generated summaries, tags, and analysis (for example, lead intent, call outcome).
- Structured data the agent captured during the call (names, email addresses, appointment times, maintenance details).
2.4 Billing information
When you subscribe, our payment processor collects your payment details. We receive a limited record of the transaction (for example, the last four digits of the card, billing email, and subscription status) so we can manage your account. We do not store full card numbers on our servers.
2.5 Usage and device data
Like most web services, we automatically collect basic usage information — such as IP address, browser type, device type, pages viewed, and diagnostic logs — to operate and secure the Service.
3. How we use your information
We use the information we collect to:
- Operate, maintain, and improve the Service.
- Run your AI agent — including answering calls, generating responses, producing transcripts, and logging the conversation in your dashboard.
- Process payments, send invoices and receipts, and manage your subscription.
- Respond to your support requests and communicate with you about the Service.
- Detect, investigate, and prevent fraud, abuse, and security incidents.
- Comply with legal obligations and enforce our Terms of Service.
We do not sell your personal information, and we do not use your call content or knowledge-base data to train general-purpose AI models for the benefit of third parties.
4. Sharing your information
We share information only when it is necessary to operate the Service, when you direct us to, or when we are required to by law. In particular, we share information with:
- Service providers — the infrastructure, hosting, voice, telephony, calendar, authentication, payments, and analytics partners that help us run Vocus. These providers only process data on our behalf and under written agreements that restrict their use of the data to running the Service.
- Services you connect — if you connect Vocus to a calendar or other integration, we share only the data needed to make that integration work (for example, appointment details).
- Legal requests — if we receive a valid legal request (such as a subpoena or court order) or in response to a good-faith belief that disclosure is necessary to protect rights, property, or safety.
- Business transfers — if we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.
5. Call recording and caller privacy
Because Vocus answers and records calls on your behalf, you — as the operator of the phone line — are responsible for ensuring that your use of the Service complies with applicable call-recording, notice, and consent laws in the jurisdictions where you operate and where your callers are located. We process caller data (such as phone numbers and recordings) as a processor acting on your behalf.
6. Data retention
We retain your account data for as long as your account is active. Call recordings, transcripts, and summaries are retained so that you can access them from your dashboard; you may delete individual conversations at any time. When you close your account, we delete or de-identify your personal information within a reasonable period, except where we are required to retain it for legal, tax, or legitimate business reasons.
7. Security
We apply administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, encryption at rest for sensitive data, access controls, and regular review of our security practices. No online service is completely secure, and we cannot guarantee absolute security — but we take our responsibilities seriously and work to keep your data safe.
8. Your rights and choices
Depending on where you live, you may have rights under privacy laws such as GDPR, UK GDPR, CCPA/CPRA, or similar regulations. These may include the right to:
- Access the personal information we hold about you.
- Request that we correct inaccurate information.
- Request deletion of your personal information, subject to limited exceptions.
- Object to or restrict certain processing of your data.
- Receive a portable copy of the personal information you provided to us.
- Withdraw consent where processing is based on consent.
To exercise any of these rights, contact us at hi@sonialabsinc.com. We may need to verify your identity before acting on your request.
9. International transfers
We may process and store information in countries other than the one in which you live. Where applicable law requires, we rely on appropriate safeguards — such as standard contractual clauses — to protect your information when it is transferred across borders.
10. Cookies and tracking
We use a minimal set of cookies and similar technologies to keep you signed in, remember your preferences, secure the Service, and understand aggregate usage. You can control cookies through your browser settings; disabling certain cookies may affect your ability to use the Service.
11. Children
The Service is not intended for children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us so we can delete it.
12. Changes to this policy
We may update this Policy from time to time. If we make material changes, we will notify you by email or through the Service. The "Last updated" date above reflects the most recent revision. Your continued use of the Service after changes take effect means you accept the updated Policy.
13. Contact us
Questions about this Policy, or about how we handle your data? Email us at hi@sonialabsinc.com or reach out from the support section of your dashboard or from your dashboard's support section.