Privacy Policy

Voice Mate Privacy Policy

Part 1: Data Collection

1.1 Call Recording

Voice Mate, a Two Trick Pony company, records calls when they are routed to our voicemail service after a user does not answer their phone. The recording starts once the call is transferred to Voice Mate and ends when the message is completed. Voice Mate never records calls that are not routed to our system, ensuring that your privacy is respected when you are directly handling calls.

All recorded voicemails are securely stored on our servers and are accessible to the user through the Voice Mate app. These recordings may also be processed for additional services, such as transcription or keyword analysis, to provide enhanced user features. The recordings are stored as part of the user’s account and are essential for delivering our voicemail service.

1.2 Personal Information

In order to provide our voicemail services, Voice Mate collects the following personal information:

• User Contact Information: This includes the user’s name, phone number, and email address. This information is used to identify user accounts, route calls to our voicemail service, and notify users when they have missed calls or received new voicemail messages.

• Caller Information: Voice Mate may capture the caller’s phone number as part of the voicemail recording. This allows users to see who left the voicemail and return the call if necessary.

• User Settings and Preferences: We collect and store user settings, such as notification preferences, to personalize and improve the user experience.

• Metadata: Metadata such as call timestamps, call duration, and device identifiers may be collected to facilitate call routing, optimize service performance, and improve troubleshooting.

1.3 Audio Data

Voice Mate records and stores audio data when a voicemail is created. This audio data includes the voicemail left by the caller, which is linked to the user’s account for retrieval and review. Voice Mate may process this audio data using AI-powered transcription and keyword detection services to provide users with a text version of the voicemail or to identify important information from the message.

The audio recordings are securely stored and may be encrypted to ensure the protection of user data. Only authorized users and personnel have access to these recordings.

1.4 Usage Data

We may collect data related to the use of the Voice Mate app, including:

• App Usage Information: This includes information such as how often the app is used, which features are accessed, and how users interact with the app. This data helps us understand user behavior and preferences to improve the app’s functionality and user experience.

• Device Information: We may collect information about the device you use to access Voice Mate, including the device model, operating system, and unique device identifiers. This information helps us ensure compatibility and optimize the app’s performance on different devices.

1.5 Location Data

Voice Mate may collect and use location data, such as general location information (e.g., city or region), to enhance the user experience, provide region-specific services, or optimize call routing. We do not collect precise GPS location data unless expressly authorized by the user.

1.6 Cookies and Tracking Technologies

Voice Mate may use cookies and similar tracking technologies to enhance the user experience on our website and app. These technologies help us remember user preferences, track app performance, and understand user behavior on the platform. Users can manage their cookie preferences through their browser settings or the app’s settings, where applicable.

Cookies may also be used to track user sessions, facilitating features such as automatic login and ensuring consistent service across different devices.

1.7 Third-Party Data Collection

Voice Mate may integrate third-party services, such as cloud providers, analytics tools, or AI-powered transcription services. These third parties may collect or process limited user data to enable Voice Mate’s functionality or improve performance. However, Voice Mate ensures that any third-party data collection complies with industry security standards and privacy regulations, and we only share the minimum amount of data necessary for service operation.

1.8 Consent for Call Recording

By using Voice Mate, users agree to have their incoming calls routed and recorded when unanswered. It is important to note that Voice Mate does not actively notify callers of the recording, so users are responsible for obtaining consent from their callers if required by applicable laws. Users should check their local regulations to ensure compliance with any legal requirements regarding call recording.

Part 2 Data Usage

2.1 Purpose of Data

Voice Mate collects and uses the recorded calls and personal data for the following purposes:

• Voicemail Delivery: Recorded voicemails are stored and made accessible to users through the Voice Mate app, allowing them to listen to messages left by callers at their convenience.
• User Notifications: The personal information collected, such as phone numbers and email addresses, is used to notify users about missed calls and new voicemails. Notifications ensure that users are promptly informed and can respond to calls they may have missed.
• Service Improvement: Data is utilized to analyze user interactions with the app, identify trends in voicemail usage, and enhance features based on user feedback. This includes optimizing call routing and improving the overall user experience.
• Transcription and Analysis: Voice Mate may use recorded audio data to generate transcriptions of voicemails, enabling users to read messages instead of listening to them. This functionality is particularly useful for users who prefer text over audio.
• Enhanced Features: Data collected may be used to develop and enhance AI-driven features, such as keyword detection or sentiment analysis, which provide users with insights into the content of their voicemails and help prioritize important messages.

2.2 AI Processing

Voice Mate employs AI technology to process recorded voicemails for various purposes:

• Transcription Services: AI algorithms convert audio recordings into text, enabling users to read their voicemails. Transcriptions are designed to be as accurate as possible, helping users quickly grasp the content of messages without listening to the audio.
• Keyword Detection: AI analyzes the audio content to identify specific keywords or phrases. This feature allows users to search for important messages easily and retrieve voicemails that contain relevant information.
• Sentiment Analysis: Advanced AI techniques may be applied to assess the tone and sentiment of voicemails, helping users understand the emotional context of messages left by callers. This analysis can assist users in prioritizing their responses based on the urgency or sentiment conveyed in the voicemail.

2.3 Notifications

Users of Voice Mate will receive notifications regarding missed calls and new voicemails through various channels:

• In-App Notifications: Users will be alerted within the Voice Mate app when they receive new voicemails. These notifications will provide quick access to the recorded message and its transcription, if available.
• Email Notifications: Voice Mate may send email alerts to users, notifying them of missed calls and newly recorded voicemails. Emails may include details such as the caller’s number and a link to access the voicemail directly in the app.
• SMS Notifications: With user consent, Voice Mate can send SMS alerts to inform users of missed calls and voicemails. SMS notifications ensure users receive timely updates even when they are not actively using the app.

Part 3: Data Storage

3.1 Where Data is Stored

Voice Mate utilizes secure cloud services, such as Amazon Web Services (AWS), to store recorded voicemails and user data. The data storage architecture is designed with the highest security standards to ensure the confidentiality and integrity of user information. Key aspects of our data storage include:

• Secure Storage Solutions: Recorded voicemails and personal data are stored in encrypted formats on secure servers managed by trusted cloud service providers. This approach minimizes the risk of unauthorized access and ensures that user data is protected both in transit and at rest.
• Data Redundancy: Voice Mate implements data redundancy strategies to protect against data loss. Backups of recorded voicemails and user information are regularly performed to ensure that data can be recovered in the event of a system failure or other issues.
• Access Control: Access to stored data is restricted to authorized personnel only. We ensure that only those who require access for operational purposes can view or manage user data.

3.2 Retention Period

Voice Mate retains recorded voicemails and personal information for as long as necessary to fulfill the purposes outlined in this privacy policy or as required by applicable laws. The retention periods are defined as follows:

• Voicemail Recordings: Recorded voicemails are retained until you cancel your Voice Mate account. After this period, the voicemails are automatically deleted from our servers to protect user privacy and manage data storage effectively.

• Personal Information: User personal data, such as contact information, will be retained as long as the user maintains an active account with Voice Mate. If a user chooses to delete their account or becomes inactive for an extended period, their personal information will be removed from our systems after a period of 24 hours, unless otherwise required by law.

• Legal Obligations: In some cases, Voice Mate may retain data for longer periods to comply with legal obligations or to protect our rights and interests. This may include data retention for compliance with tax, legal, or regulatory requirements.

Users are encouraged to regularly review their voicemails and personal data within the app and manage their account settings to ensure their information is up to date and aligns with their preferences.

Here’s a detailed draft for Part 4: Data Sharing:

Here’s an updated draft for Part 4: Data Sharing, including the list of your subprocessors:

Part 4: Data Sharing

4.1 Third Parties

Voice Mate may share user data with select third-party service providers to enhance the functionality and performance of our voicemail services. These third parties may include:

• Transcription Services: We utilize AI-powered transcription services, such as VAPI AI and OpenAI, to convert recorded voicemails into text. These service providers may have access to the audio recordings for the sole purpose of providing transcription services. We ensure that any third-party transcription service we partner with complies with industry standards for data security and privacy.

• Cloud Storage Providers: Voice Mate stores recorded voicemails and personal data on cloud storage solutions, such as Amazon Web Services (AWS). These providers may have access to the stored data as part of their operational support. We have agreements in place with our cloud storage providers to ensure that they adhere to strict data protection policies and only use user data for the specified purposes.

• Analytics Providers: To improve our services, we may employ third-party analytics tools, such as Mixpanel, to analyze user interactions with the Voice Mate app. These analytics providers may collect aggregated data about usage patterns, which does not identify individual users. We ensure that any data shared with analytics providers is anonymized and aggregated to protect user privacy.

• Communication Services: Voice Mate utilizes Twilio to facilitate communication services, including notifications to users regarding missed calls and voicemails. Twilio may process user data as part of these services, and we ensure they adhere to strict privacy and security standards.

• Payment Processing: For handling payment transactions, Voice Mate uses Stripe. Stripe processes user payment information in accordance with their privacy policy and industry standards for payment security.

• Data Management: We utilize RedisLabs for data management and caching purposes. RedisLabs may process user data to enhance the performance and responsiveness of our app.

We do not sell or rent user data to third parties for marketing or promotional purposes.

4.2 Legal Requirements

Voice Mate may be required to share user data in compliance with legal requests or obligations. This may include:

• Law Enforcement Requests: In response to valid legal processes, such as subpoenas or court orders, Voice Mate may disclose user data to law enforcement or regulatory authorities as required by law. We will only disclose the minimum amount of information necessary to comply with such requests.

• Protection of Rights: Voice Mate may also share user data to protect the rights, property, or safety of our users, our company, or others. This includes exchanging information with other companies and organizations for fraud protection and credit risk reduction.

• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of Voice Mate’s assets, user data may be transferred as part of that business transaction. Users will be notified via email or a prominent notice in the app if their personal data is transferred to a different entity.

Users can contact Voice Mate for more information about any third parties with whom their data may be shared, as well as the specific purposes for such sharing.

Here’s a detailed draft for Part 5: User Rights:

Part 5: User Rights

5.1 Access and Control

Users of Voice Mate have the right to access, download, and manage their voicemail data and personal information. This includes:

• Access to Voicemail Data: Users can view and listen to their recorded voicemails directly within the Voice Mate app. Each voicemail is listed with relevant details, such as the caller’s number and the time of the call.

• Downloading Data: Users can request a downloadable copy of their recorded voicemails and personal information. To initiate this process, users can access the app’s settings and select the option to download their data. Voice Mate will provide a structured, machine-readable format of the requested data within a reasonable timeframe, typically within [insert duration, e.g., 30 days].

• Deleting Data: Users can delete their voicemails and personal information at any time through the app settings. To delete specific voicemails, users can select the voicemail from their list and choose the delete option. For permanent account deletion, users can follow the provided steps in the app settings or contact customer support. Upon account deletion, all associated data will be removed from our systems after the specified retention period.

Users are encouraged to regularly review their rights and settings within the app to ensure their preferences align with their privacy expectations. For further assistance or inquiries regarding data rights, users can contact Voice Mate’s support team.

Here’s a detailed draft for Part 6: Data Security:

Part 6: Data Security

6.1 Encryption and Security Measures

Voice Mate prioritizes the security and privacy of user data by implementing a range of encryption and security measures:

• Data Encryption: All recorded voicemails and personal data are encrypted both in transit and at rest. This means that data is protected using strong encryption protocols (such as AES-256) when it is transmitted over the internet and when it is stored on our servers. Encryption ensures that unauthorized parties cannot access or interpret user data.

• Secure Servers: Voice Mate utilizes secure servers provided by trusted cloud service providers, such as Amazon Web Services (AWS). These servers are equipped with advanced security features, including firewalls, intrusion detection systems, and regular security audits, to safeguard against unauthorized access and attacks.

• Access Control: Strict access control measures are in place to limit access to user data to authorized personnel only. This includes role-based access controls, secure authentication methods, and regular reviews of access permissions to ensure compliance with security protocols.

• Regular Security Audits: Voice Mate conducts regular security audits and vulnerability assessments to identify and address potential security weaknesses. We continuously monitor our systems for any unusual activity and implement updates and patches as necessary to maintain security integrity.

6.2 Data Breach Protocol

In the unlikely event of a data breach, Voice Mate is committed to promptly addressing the situation and taking necessary steps to mitigate any potential harm:

• Incident Response Team: An incident response team will be activated immediately upon detection of a data breach. This team will assess the breach’s scope, determine the nature of the compromised data, and implement measures to contain the breach.

• User Notification: If user data is compromised due to a data breach, Voice Mate will notify affected users as soon as possible. Notifications will be sent via email or in-app alerts and will include details about the nature of the breach, the types of data affected, and recommendations for users to protect themselves.

• Regulatory Reporting: Voice Mate will comply with all legal and regulatory requirements regarding data breach notifications. This includes notifying appropriate authorities and regulators in accordance with applicable data protection laws.

• Mitigation Measures: Following a data breach, Voice Mate will implement measures to prevent future incidents. This may involve enhancing security protocols, conducting further security training for staff, and reviewing our data protection policies to ensure compliance with best practices.

• Ongoing Monitoring: After a breach, Voice Mate will monitor the affected systems for any signs of ongoing vulnerabilities or malicious activity, ensuring that additional protective measures are in place.

By adopting these data security measures and protocols, Voice Mate strives to protect user data and maintain user trust in our services.

Here’s a detailed draft for Part 7: Consent:

Part 7: Consent

7.1 User Agreement

By using the Voice Mate app, users provide consent for the collection and processing of their data as described in this privacy policy. Consent is obtained through the following means:

• App Permissions: Upon installation and first use of the Voice Mate app, users will be prompted to grant specific permissions necessary for the app to function effectively. These permissions may include access to the user’s phone calls, microphone, and contacts. Users must explicitly accept these permissions to utilize the full range of Voice Mate services.

• User Agreement Acknowledgment: During the initial setup, users will be required to acknowledge and accept the terms outlined in this privacy policy. This acknowledgment serves as a formal agreement to the collection, use, and sharing of their data as detailed in the policy.

• Ongoing Consent: Users may withdraw their consent at any time by adjusting their app permissions or deleting their account. However, this may limit certain functionalities of the app, such as the ability to record voicemails or receive notifications.

7.2 Consent for Callers

Voice Mate recognizes the importance of obtaining consent from all parties involved in a recorded conversation. Our policy regarding consent for callers includes:

• Caller Notification: When a call is rerouted to Voice Mate for voicemail recording, the app will notify the caller that the conversation is being recorded. This notification will be communicated through a pre-recorded message stating that the call is a routed to a voicemail service, from which it can be inferred the call is recorded. This ensures that the caller is aware of the recording at the beginning of the conversation.

• Informed Consent: By allowing the call to continue after the notification, the caller provides their implicit consent to the recording. It is important to note that Voice Mate encourages users to inform their contacts that their calls may be recorded when using the app.

• Compliance with Laws: Voice Mate adheres to applicable laws and regulations regarding call recording and consent. Users are advised to familiarize themselves with the legal requirements concerning call recording in their jurisdiction to ensure compliance when using the app.

• Withdrawal of Consent: If a caller does not wish for their conversation to be recorded, they can simply hang up the call before speaking.

Here’s a detailed draft for Part 8: Cookies and Tracking Technologies that reflects your specifications:

Part 8: Cookies and Tracking Technologies

8.1 Tracking for Analytics

Voice Mate does not utilize cookies or similar tracking technologies that store data on the user’s device. Instead, we employ alternative methods to monitor and analyze user behavior for performance and analytics purposes:

• API Keys and JWT Tokens: Voice Mate relies on API keys and JSON Web Tokens (JWT) for authentication and secure data exchange between the app and our servers. This method ensures that user sessions are managed securely without the need for traditional cookies. User activity is tracked through these secure tokens, which do not store personally identifiable information.

• Use of Mixpanel: To gain insights into user interactions and improve our services, Voice Mate utilizes Mixpanel, a third-party analytics service. Mixpanel allows us to analyze user behavior within the app, helping us understand how users engage with our features.

  • Data Collection: Mixpanel collects data on user actions, such as call recordings, app usage patterns, and feature interactions. This information helps us identify trends and improve the user experience.

  • Profile Deletion: Users have control over their Mixpanel profiles. When a user deletes their Voice Mate account, their Mixpanel profile is also deleted, ensuring that all associated analytics data is removed in compliance with our privacy policy.

8.2 User Control Over Tracking

Although Voice Mate does not use cookies, users have the right to control their data and analytics preferences:

• Privacy Settings: Users are encouraged to review their privacy settings within the Voice Mate app to understand what data is being collected and how it is used.

Here’s a detailed draft for Part 9: Changes to Policy and Part 10: Contact Information:

Part 9: Changes to Policy

9.1 Policy Updates

Voice Mate is committed to maintaining transparency regarding its privacy practices. As such, we may update this privacy policy from time to time to reflect changes in our services, legal requirements, or operational practices.

• Notification of Changes: Users will be informed of any significant changes to this privacy policy in the following ways:

  • Email Notifications: If users have opted to receive communications from Voice Mate, we will send an email detailing the updates made to the privacy policy. This email will include a summary of the changes and a link to the full policy for review.

• Effective Date: The revised privacy policy will take effect on the date it is posted in the app or sent via email. Users are encouraged to review the policy regularly to stay informed about how we protect their privacy and data.

Part 10: Contact Information

10.1 Support and Inquiries

Voice Mate values user feedback and is committed to addressing any questions or concerns regarding privacy and data protection. Users can reach out to us through the following channels:

• Email Support: Users can contact our support team at hello@voicemate.com for inquiries related to privacy, data collection, or this privacy policy. We aim to respond to all inquiries within 72 hours.

• In-App Support: Users can access the support section within the Voice Mate app, where they can find FAQs, submit questions, and report any privacy concerns directly to our team.