Privacy Notice

1. If you were on a call that was recorded or handled by an AI agent

AXO.Voice is used by businesses, and by agencies acting for businesses, to transcribe and analyse their phone calls and to run automated phone conversations. If you spoke with one of those businesses, that business chose to use our service and is responsible for telling you that the call was recorded or that you were speaking with an automated agent. It decides what is collected and how long it is kept.

To ask what a business holds about you, or to have it corrected or deleted, contact that business. If you contact us instead at hello@axoapp.ai, we will pass your request to the customer concerned where we can identify it, and we will help the customer respond. We can delete a named individual’s records from a customer’s workspace on that customer’s instruction.

The service is built to evaluate how the business’s own representative handled a call. It does not score, rank or evaluate you as a caller or candidate, and customers agree not to use its output to make hiring, eligibility or similar decisions about you.

2. Information we process for customers

• Call recordings and audio, and call details such as date, duration, direction and phone numbers.
• Transcripts of those calls, which contain whatever was said, and the summaries, dispositions and other output generated from them.
• For the AI Voice Agent: the conversation itself, the answers a caller gives, and any information the customer supplies to the agent in advance, such as a name or the role applied for.
• Details about the customer’s own staff, such as the names of recruiters or representatives, so that calls can be attributed and, where enabled, scorecards produced about their handling of calls.
• Voiceprints and voice samples of a customer’s staff, only where the customer has switched those features on. See section 4.

We use this information only to provide the service to that customer: to transcribe, analyse, store and display it, to run the conversations the customer configured, to secure the service, and to meet legal obligations. We do not sell it. We do not use it for advertising. We do not use it to train machine-learning models offered to other customers.

3. Information we collect for ourselves

• Account information: name, work email address, organisation, role, and authentication details. Passwords are handled by our authentication provider and are not visible to us.
• Billing information: billing contact, invoices and payment status. Payments are processed by Stripe; we do not receive or store full card numbers.
• Usage and security logs: sign-ins, actions taken in the application, IP address, and browser and device details.
• Error diagnostics: when something fails, a report that can include the page involved and the identifier of the signed-in user. Session replay is not enabled.
• Correspondence: what you send us by email or through in-app feedback.

We use this information to provide and secure the service, to bill for it, to respond to you, to understand how the service is used so we can improve it, and to comply with law.

Cookies. This site uses only the cookies needed to run it: the ones that keep you signed in and remember your workspace, and a bot-protection check on sign-up and sign-in forms. We do not load advertising or third-party analytics trackers, and we do not sell or share personal information for cross-context behavioural advertising.

4. Voiceprints and voice cloning

Two optional features use the voice of a customer’s own staff member. Voice identification creates a voiceprint, a mathematical representation of a person’s voice, so that the service can tell which representative handled a call. Voice cloning creates a synthetic voice from samples of a person’s speech so that the AI Voice Agent can speak in it. A voiceprint is biometric information under the laws of several states.

• Both features are off by default and are switched on per person, never for a whole workspace at once.
• Before either is switched on, the customer must attest in the service that it holds that person’s consent, and on what basis. The two consents are recorded separately, because agreeing to be recognised is not agreeing to be imitated.
• Voiceprints are created only for a customer’s enrolled staff. We do not create voiceprints of callers, candidates or other call participants.
• A voiceprint is used only to attribute calls within that customer’s workspace. We do not sell, lease or trade voiceprints, and we do not use them to identify people across customers.
• Retention schedule. A voiceprint is permanently destroyed at the earliest of the following: when consent is withdrawn in the service, in the same request; when the customer deactivates or removes that person; when the customer’s account ends, with the rest of its data; or twelve months after the last call attributed to that person, automatically. Twelve months without a call means the purpose the voiceprint was collected for has been met. In every case this is well inside three years of the person’s last interaction with the service.
• Each destruction is recorded in the customer’s audit log. Deleting a voiceprint does not remove call attributions already made, which are labels on recordings rather than measurements of a person.
• Voice samples used for cloning are sent to our text-to-speech provider to create the voice, and the cloned voice is removed when consent is withdrawn.

5. Who we share information with

We share personal information with the service providers that help us run AXO.Voice, under contracts that limit them to providing their service to us. The current list, with what each one receives, is on the Sub-processors page. We also disclose information when the law requires it, to protect the rights and safety of AXO, our customers or others, and to a successor if our business or the AXO.Voice line is sold or merged, under commitments consistent with this notice.

Within a customer’s account, information is visible to the users that customer has authorised. Where an agency operates the service for a client, the agency’s owners and admins can see that client’s workspace.

6. How long we keep it

• Call audio is kept for the period each workspace sets. The default is ninety days, after which the media is deleted.
• Transcripts and output are kept until the customer deletes them or for the life of the customer’s account.
• After a customer’s account ends, the customer has thirty days to export, and we then delete its data within sixty days, other than back-ups that age out in the ordinary course and records we must keep by law.
• Account, billing and security records are kept for as long as the account is open and afterwards for as long as tax, accounting and legal requirements apply.

Customers can turn on redaction of personal information in transcripts, and can ask us to remove a named individual’s records from their workspace.

7. Security

Data is encrypted in transit and at rest. Every customer table is isolated by workspace at the database level, client workspaces under an agency are isolated from one another, and access inside a workspace is controlled by role. Third-party credentials that customers connect are stored encrypted. No system is perfectly secure; if we confirm unauthorised access to customer data we notify the affected customer without undue delay, as the Data Processing Addendum describes.

8. Where information is processed

AXO.Voice is hosted in the United States, and our service providers process information in the United States. If you use the service from elsewhere, your information will be transferred to and processed in the United States.

9. Your choices and rights

Depending on where you live, you may have the right to know what personal information is held about you, to get a copy, to correct it, to delete it, and to object to or limit certain uses. You will not be treated differently for exercising these rights.

• For your account, billing or website information, email hello@axoapp.ai. We will verify the request and respond within the time the law requires.
• For the content of a call, contact the business you were speaking with, as section 1 explains. We will help that business respond.
• You can appeal a decision we make about your request by replying to our response. If you are not satisfied you may contact your state attorney general or your local data protection authority.

We do not sell personal information, and we do not share it for cross-context behavioural advertising, so there is nothing to opt out of on that score. We do not use personal information to make decisions with legal or similarly significant effects about individuals.

10. Children

AXO.Voice is a business service and is not directed to children. Customers should not use it to collect information from children under sixteen.

11. Changes and contact

We will update this notice when our practices change and will change the date at the top of the page. For a material change we will notify account owners by email or in the service. Questions or requests: hello@axoapp.ai, or by mail to AXO Solutions, Inc., 6125 El Monte St, Fairway, KS 66205, USA.