Privacy Policy
This policy describes the information we process through Voxloud OÜ and your rights regarding it.
I. Data Controller
The data controller for the information collected is Voxloud OÜ, represented by Gabriele Proni, with registered office in Tallinn (EE), 10117, Laeva tn. 2. You can contact him at any time at: [email protected]
II. What types of information do we collect?
At the time of registration, we collect the following information, which qualifies as personal data under current European regulations:
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user’s full name;
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company details (company registration report);
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email address;
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tax code;
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additional data required to activate services, such as a valid identity document.
The legal basis for processing this data is the performance of the contract established with Voxloud OÜ for the VoIP telephony service.
This data is necessary to activate and/or transfer the phone number and to enable the provision of the service.
III. Is this information shared?
The data provided and its use are processed by Voxloud OÜ and shared with the following telecom operators to activate and manage the phone number: Unidata S.p.A. and DIDWW.
Some data, in aggregated and anonymized form, is used for statistical purposes related to the use of the Voxloud application.
We may share information with law enforcement or in response to legal requests when required by law or ordered by a court through a specific and legally binding provision applicable to Voxloud OÜ.
IV. What are our legal bases for data processing?
We collect, use, and share the data we hold in the ways previously described:
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as necessary to comply with the Terms of Use of Voxloud OÜ and the Voxloud App;
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in accordance with the consent provided, which may be withdrawn at any time by sending a request to the Data Controller via email at [email protected];
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as necessary to comply with our legal obligations;
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as necessary in the public interest.
V. How to exercise your GDPR rights?
The General Data Protection Regulation (GDPR) grants you the right to access, rectify, transfer, and delete your personal data.
You also have the right to object to or limit certain data processing activities. Users have the right to file a complaint with the supervisory authority (Garante Privacy) at http://www.garanteprivacy.it in the event of unlawful processing or delays in responses from the Data Controller to a legitimate request.
In the event of a data breach (unauthorized third-party access to user data), Voxloud OÜ will notify users within 36 hours, regardless of whether data has actually been exfiltrated.
VI. How to exercise the right to erasure, partial deletion, and data portability?
Users can request the total or partial deletion of their personal data at any time by contacting the Data Controller directly.
You can request deletion by emailing [email protected] in the following cases:
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if the data is no longer necessary for the purposes for which it was collected;
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if the user lawfully objects to its processing.
Once the request is received, Voxloud OÜ undertakes to act promptly, within 36 hours, to the extent technically possible.
The right to erasure (right to be forgotten) may be limited only in the following cases:
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to ensure freedom of expression or the right to legal defense;
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to protect a public interest;
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when anonymized data is necessary for historical research, statistical, or scientific purposes.
Users may also request, via email to [email protected], the transfer of their personal and usage data to another data controller offering the same service as Voxloud OÜ.
VII. How and for how long is user data stored?
User data is stored on servers located within the European Union.
The specifications and certifications of the machines used ensure maximum security and minimize the risk of breaches and data leaks.
Data is not communicated, processed, or transferred outside the EU. If the account is deleted, all personal data will be immediately erased. Only anonymized usage data may be retained for statistical purposes and to improve the service.
VIII. Data retention
Normally, all information collected through Voxloud’s services is retained for as long as the account exists. You can request account deletion by contacting [email protected].
Call Recording and Retention
In accordance with data protection laws, if users choose to enable the call recording feature, calls will be recorded and stored for the following purposes:
a) to provide the requested services;
b) to comply with national and EU regulations, and to respond to requests from judicial authorities or competent bodies;
c) to provide technical support to users;
d) to monitor service quality.
Legal basis for processing:
The legal basis for call recording is the user’s consent, provided at the time the feature is activated. This consent may be withdrawn at any time without affecting the lawfulness of processing based on prior consent.
Retention period:
Call recordings will be retained for no more than 6 months, or longer if required by legal obligations or authority requests. At the end of the retention period, recordings will be permanently deleted or anonymized.
IX. How do we comply with legal requests or prevent harm?
We access, retain, and share information with regulatory bodies, law enforcement, or other entities in the following cases:
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in response to a legal request when we believe in good faith that the law requires us to do so;
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when necessary to detect, prevent, and address unauthorized use of our products, violations of our terms or policies, or other harmful or illegal activities; to protect ourselves (including our rights, property, or products); during investigations or regulatory requests; or to prevent imminent harm or injury.
X. How will we notify you of changes to this policy?
We will inform you before making any changes to this policy and allow you to review the updated version before deciding whether to continue using Voxloud.
XI. USE OF GOOGLE WORKSPACE APIs AND DATA ACCESSED
XI.I.Voxloud strictly adheres to the Google API Services User Data Policy, including its Limited Use requirements. We affirm that we do not use data obtained through Google APIs for advertising purposes or for training generalized artificial intelligence (AI) or machine learning (ML) models.
XI.II. Google Calendar Access
If you choose to connect your Google Calendar with Voxloud, our application will request read-only access to your calendar events and permission to create new events. This access is used strictly to check availability and schedule events on your behalf, based solely on your explicit instructions.
We do not store any Google Calendar data on our servers; the data remains on Google’s systems and is fetched in real-time to deliver the service. We never share or sell your calendar data to third parties, nor do we use it for any unauthorized purpose.
XI.III. Google Sheets Access
If you choose to integrate Google Sheets, Voxloud will request permission to view and update spreadsheet content. This functionality is used to automate data flow between your chatbot workflows and your spreadsheets, such as logging entries or retrieving values based on chatbot actions.
Voxloud does not store spreadsheet data, nor do we transmit it to third parties. All data access is performed in real-time and only in response to specific actions authorized by you.
XI.IV. Affirmative Compliance Statement
Voxloud affirms that all use and transfer of data received from Google APIs is in full compliance with Google’s policies. We do not use your information for advertising, resell user data, or access it beyond the scope explicitly permitted. We maintain strict access control and data handling procedures to ensure user privacy and security.
