Privacy Policy

1. Introduction

This Privacy Policy describes how Softing Ltd ("we," "us," or "our") collects, uses, and protects your information when you use our Artificial Voice service available at https://www.artificialvoice.co.uk ("Service"). Our Service provides an AI-powered voice agent that allows callers to schedule appointments by accessing your Google Calendar.

2. Information We Collect

2.1 Google Calendar Data

When you connect your Google Calendar to our Service, we access:

• Your calendar events and availability
• Event details necessary for scheduling appointments
• Calendar metadata required for appointment creation

2.2 Call Data

We collect and store:

• Call Detail Records (CDR): start time, end time, duration, and caller information
• Call transcriptions of conversations between callers and our AI agent
• Voice interaction data necessary for appointment scheduling

2.3 Account Information

• Contact information you provide during setup
• Authentication credentials and access tokens for Google Calendar integration
• Service usage and billing information

3. How We Use Your Information

3.1 Google Calendar Data Usage

We use your Google Calendar data to:

• Check your availability for appointment scheduling
• Create new appointments when requested by callers
• Provide real-time calendar access during voice interactions
• Enable our AI agent to offer accurate scheduling options

3.2 Call Data Usage

We use call data to:

• Process appointment requests
• Maintain records of scheduling interactions
• Improve our AI agent's performance
• Provide customer support when needed

4. Data Storage and Security

4.1 Storage Location

• All data is stored on Amazon Web Services (AWS) servers located in the London region
• We use EC2 instances and S3 storage services
• Data is encrypted in transit and at rest

4.2 Google Calendar Data Storage

4.3 Call Data Storage

• Call Detail Records and transcriptions are stored securely in our AWS environment
• Access is restricted to authorized personnel only
• Industry-standard security measures protect all stored data

5. Data Sharing and Third Parties

5.1 No Data Sharing

• We do NOT share your Google Calendar data with any third parties
• We do NOT sell, rent, or lease your personal information to others
• Call transcriptions and calendar information remain confidential

5.2 Service Providers

We work with:

• Call Platform Provider: https://callplatform.co.uk (which partners with Vodafone UK) for voice services
• Cloud Hosting: Amazon Web Services for secure data storage
• These providers are bound by strict confidentiality agreements

6. Data Retention and Deletion

6.1 Google Calendar Data Retention

6.2 Google User Data Deletion Policy

• Retention Period: Google Calendar access tokens are retained only as long as necessary to fulfill the purposes outlined in this privacy policy
• Automatic Deletion: When you disconnect your Google Calendar integration, all associated authentication tokens are permanently deleted within 24 hours
• User-Requested Deletion: You may request immediate deletion of all Google user data by contacting us at hernan.carreras@artificialvoice.co.uk
• No Permanent Storage: Since we only access Google Calendar data in real-time and do not store calendar content, there is no Google user data to retain beyond authentication tokens

6.3 Data Deletion Procedures

• Complete Data Removal: When the data retention period expires for Google user data, we permanently delete or destroy it
• Secure Deletion: All deleted data is removed using industry-standard secure deletion methods
• User Rights: You may request deletion of your Google user data at any time by emailing hernan.carreras@artificialvoice.co.uk
• Deletion Timeline: User-requested deletions are processed within 30 days of receiving your request
• Confirmation: We will confirm completion of data deletion upon request

6.4 Call Records

• Call Detail Records and transcriptions are retained for service provision and support
• You may request deletion of your call data at any time by contacting us
• Data can be deleted through our website interface or by email request

6.5 Account Termination

• Upon service termination, all associated data is deleted within 30 days
• Google Calendar access tokens are immediately revoked
• All stored call records are permanently removed

7. Your Rights and Controls

7.1 Google Calendar Permissions

• You can revoke calendar access at any time through your Google Account settings
• You can disconnect the integration through our website
• Revoking access immediately prevents further calendar interactions

7.2 Call Data Management

• Request access to your stored call records
• Request deletion of specific call transcriptions
• Contact us to modify or correct any stored information

7.3 Data Portability

• Request copies of your data in a structured format
• We will provide data exports within 30 days of request

8. Google User Data Specific Policies

8.1 Data Collection from Google

We collect the following Google user data:

• Google Calendar authentication tokens for API access
• Calendar metadata necessary for determining availability
• Event information only during real-time scheduling operations

8.2 Google Data Usage Limitations

• We use Google user data solely to provide appointment scheduling functionality visible in our application
• We do NOT use Google data for advertising, analytics, or any purpose beyond calendar scheduling
• Google user data is never transferred to third parties except as necessary for our core scheduling service

8.3 Google Data Retention and Deletion

9. Google API Services User Data Policy Compliance

Our application's use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We limit our use of Google user data to providing or improving user-facing features
• We do not transfer Google user data to others unless necessary for providing features visible in our application
• We do not use Google user data for serving advertisements
• We do not allow humans to read Google user data unless specific consent is obtained

10. Age Restrictions and Access Control

• Our service is restricted to business users approved by Softing Ltd
• Self-registration is not available; access is granted on a case-by-case basis
• We do not knowingly collect information from individuals under 16 years of age

11. International Data Transfers

Data may be transferred to and processed in the United Kingdom and within the AWS London region. We ensure appropriate safeguards are in place for any international data transfers in compliance with applicable data protection laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending notice to your registered email address
• Updating the "Last Updated" date at the top of this policy

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: