Privacy Policy
How Voxahaus collects, uses, and protects information when you use our AI receptionist services.
Overview & Scope
Voxahaus provides AI-powered voice receptionist technology to businesses — primarily real estate professionals — that allows their clients and prospects to interact with an automated telephone answering system. This Privacy Policy applies to:
- Subscribers — businesses and individuals who purchase or use Voxahaus services directly
- End Callers — members of the public who call a phone number powered by Voxahaus on behalf of a Subscriber
- Website Visitors — anyone who visits voxahaus.com
Voxahaus operates as a technology service provider. When End Callers interact with a Voxahaus-powered receptionist, they are communicating with a system deployed on behalf of a Subscriber. In that context, the Subscriber may be considered the primary data controller with respect to the End Caller's personal information, and Voxahaus acts as a data processor on their behalf.
Information We Collect
From Subscribers (Paying Clients)
- Name, business name, and contact information provided during account creation
- Billing information, including credit card details processed securely by Stripe
- Business details submitted via onboarding forms (e.g., hours, services, listings)
- Communication preferences and account configuration settings
- Support inquiries and correspondence with Voxahaus
From End Callers (Callers to Subscriber Lines)
When a person calls a phone number powered by Voxahaus, we may collect:
- Name, phone number, and other identifying information voluntarily shared during the call
- Audio recordings of calls (subject to applicable consent laws — see Section 8 of our Terms of Service)
- Transcripts of call conversations generated by our AI systems
- Information shared in response to qualification questions (e.g., budget, timeline, interest)
- Metadata such as call time, duration, and originating phone number
Call & Voice Data
Our service involves real-time AI voice processing. Specifically:
- Voice audio is processed in real-time by our AI speech recognition and language model infrastructure to generate responses
- Call recordings and transcripts are stored on secure servers and made accessible to the Subscriber through their dashboard
- AI-generated summaries and lead qualification notes are transmitted to the Subscriber via SMS and email post-call
- Voice data may be processed by third-party AI providers (including ElevenLabs and OpenAI/Anthropic models via Synthflow) subject to their respective privacy terms
Voxahaus does not use End Caller voice data to train our own AI models without explicit written consent from both the Subscriber and, where required, the End Caller.
Automatically Collected Information
When you visit voxahaus.com, we automatically collect standard web analytics data, including:
- IP address and approximate geographic location
- Browser type, version, and device information
- Pages visited, time spent, and navigation patterns
- Referring URLs and search terms
- Cookies and similar tracking technologies (see our Cookie Policy below)
We use this information to understand how our website is used, improve the user experience, and measure the effectiveness of our marketing. We do not sell this data to third parties.
Cookies
We use essential cookies necessary for website functionality, as well as optional analytics cookies (via tools such as Google Analytics). You may disable non-essential cookies through your browser settings. Disabling cookies may limit certain website features but will not affect the AI receptionist service itself.
How We Use Information
We use the information we collect to:
- Provide, operate, and maintain the Voxahaus Service
- Process payments and manage Subscriber accounts
- Generate and deliver call summaries, transcripts, and lead reports to Subscribers
- Configure and customize AI receptionist agents for each Subscriber
- Send transactional communications (onboarding, receipts, service notifications)
- Respond to Subscriber support requests and inquiries
- Detect and prevent fraud, abuse, or policy violations
- Analyze aggregate usage patterns to improve our service
- Send marketing communications to Subscribers (you may opt out at any time)
- Comply with applicable legal obligations
We do not sell personal information to third parties. We do not use End Caller data for advertising targeting.
Third-Party Services
The Voxahaus Service integrates with and relies on third-party platforms. Each of these platforms maintains its own privacy practices. We encourage you to review the privacy policies of:
- Synthflow AI (synthflow.ai)
- ElevenLabs (elevenlabs.io)
- OpenAI (openai.com) — underlying language model provider
- Stripe (stripe.com)
- Twilio (twilio.com)
Voxahaus is not responsible for the privacy practices of third-party services. Your use of integrations (such as connecting a Google Calendar or CRM) may be governed by that platform's terms and privacy policy.
Data Retention
We retain data for as long as necessary to provide the Service and fulfill the purposes outlined in this policy, subject to the following guidelines:
- Call recordings and transcripts — retained for 90 days by default; Subscribers may request earlier deletion
- Subscriber account data — retained for the duration of the active subscription plus 60 days following account closure
- Billing records — retained for 7 years as required by applicable financial regulations
- Website analytics — retained for up to 26 months in aggregate, anonymized form
After applicable retention periods, data is securely deleted or anonymized such that it can no longer be associated with any individual.
Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Access — request a copy of the personal information we hold about you
- Correction — request correction of inaccurate or incomplete information
- Deletion — request deletion of your personal information (subject to legal retention requirements)
- Portability — request your data in a machine-readable format
- Opt-out of marketing — unsubscribe from promotional communications at any time
- Restriction — request that we limit processing of your data in certain circumstances
California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is sold or disclosed and the right to opt out of the sale of personal information. We do not sell personal information as defined by the CCPA.
To exercise any of these rights, please contact us at the address below. We will respond to verified requests within 30 days.
Security
We implement industry-standard technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:
- Encryption of data in transit (TLS/HTTPS) and at rest
- Access controls limiting data access to authorized personnel only
- Secure, reputable third-party infrastructure providers
- Regular review of our data handling practices
No security measure is perfect. In the event of a data breach that is likely to affect your rights and freedoms, we will notify affected users and, where required, applicable regulatory authorities in accordance with applicable law.
Children's Privacy
The Voxahaus Service is not directed to children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child without parental consent, we will delete that information promptly. If you believe we may have collected information from a child, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify Subscribers of material changes by email and/or by posting a prominent notice on our website at least 14 days before the change takes effect. The "Last Updated" date at the top of this document reflects the most recent revision. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your information is handled, please contact us:
Terms of Service
The agreement governing your use of Voxahaus AI receptionist services. Please read carefully before subscribing.
Agreement Overview
These Terms, together with our Privacy Policy and any order forms or subscription agreements, form the complete agreement between you and Voxahaus. If you are entering into this agreement on behalf of a business, you represent that you have the authority to bind that business to these Terms.
These Terms supersede any prior agreements or understandings between you and Voxahaus relating to the Service. Voxahaus reserves the right to modify these Terms at any time with reasonable notice to you (see Section 15).
Eligibility
To use the Service, you must:
- Be at least 18 years of age
- Have the legal capacity to enter into a binding contract
- Be a licensed or duly authorized business operator if using the Service for commercial purposes
- Not be prohibited from using the Service under any applicable law
- Provide accurate, current, and complete information during registration
Voxahaus reserves the right to refuse service or terminate accounts at its discretion if eligibility requirements are not met.
The Service
Voxahaus provides a white-label AI voice receptionist platform that allows Subscribers to deploy an automated telephone answering agent customized to their business. Core features include:
- 24/7 inbound call answering via AI voice agents
- Lead qualification and information capture during calls
- Calendar booking and appointment scheduling integrations
- Automated post-call summaries delivered via SMS and email
- Access to call recordings and transcripts via the Subscriber dashboard
- Weekly performance reporting
Service Availability
We strive to maintain high availability of the Service but do not guarantee uninterrupted operation. Scheduled maintenance will be communicated in advance where possible. Voxahaus is not liable for downtime caused by third-party infrastructure failures (telecom carriers, cloud providers, AI model providers, etc.).
AI Nature of the Service
The Service is powered by artificial intelligence and machine learning systems. You acknowledge that AI systems may make errors, misunderstand context, provide incomplete information, or behave unexpectedly. Voxahaus does not warrant that the AI receptionist will respond with perfect accuracy in all situations. You are solely responsible for reviewing AI-generated outputs before acting on them.
Accounts & Access
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to:
- Provide accurate and complete account information
- Notify Voxahaus immediately of any unauthorized use of your account
- Not share your account credentials with unauthorized third parties
- Not create multiple accounts to circumvent restrictions or pricing
Voxahaus will not be liable for losses resulting from unauthorized account access where you have failed to maintain appropriate credential security.
Billing & Payment
Subscription Fees
The Service is offered on a monthly or annual subscription basis. Current pricing is displayed at voxahaus.com/pricing. Fees are charged in U.S. dollars and are exclusive of applicable taxes, which are your responsibility.
Billing Cycle
Monthly subscriptions are billed on the same day each month corresponding to your original subscription date. Annual subscriptions are billed annually in advance. By subscribing, you authorize Voxahaus (via its payment processor, Stripe) to charge your designated payment method on the applicable billing schedule.
Price Changes
Voxahaus may change subscription pricing with at least 30 days' advance notice to active Subscribers. Price changes will take effect at the next billing cycle following the notice period. Continued use of the Service after a price change constitutes acceptance of the new price.
Failed Payments
If a payment fails, we will attempt to retry the charge. If payment cannot be collected after reasonable attempts (typically 3 attempts over 7 days), your account may be suspended or terminated. You will be notified of failed payment attempts and given an opportunity to update your payment method.
Taxes
You are responsible for all taxes, duties, and levies applicable to your subscription in your jurisdiction. Voxahaus will collect applicable sales tax where required by law.
Cancellation & Refunds
Cancellation
You may cancel your subscription at any time through your account dashboard or by contacting us at support@voxahaus.com. Cancellations take effect at the end of the current billing period. Your access to the Service will continue until that date. We do not prorate partial months for monthly subscriptions.
Money-Back Guarantee
New Subscribers are entitled to a full refund within the first 14 days of their initial subscription if they are not satisfied with the Service for any reason. To request a refund, contact us at support@voxahaus.com within the 14-day window. This guarantee applies once per Subscriber and does not apply to renewal payments.
Annual Plans
Annual subscriptions may be cancelled within 30 days of the annual renewal date for a prorated refund of unused months. After 30 days, annual subscriptions are non-refundable except as required by applicable law.
Account Data After Cancellation
Following cancellation, your account data (call recordings, transcripts, lead information) will be retained for 60 days before deletion. You may request an export of your data within this window by contacting us.
Acceptable Use Policy
You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not use the Service to:
- Violate any applicable local, state, national, or international law or regulation
- Deceive, defraud, or mislead callers in a manner that causes them harm
- Conduct unauthorized telemarketing, robocalling, or contact persons who have opted out of receiving calls
- Harass, abuse, or harm any individual
- Collect personal information without appropriate disclosure or consent
- Impersonate a licensed professional in a manner that constitutes practicing law, medicine, financial advice, or other regulated professions
- Transmit spam, unsolicited messages, or malicious content
- Interfere with, disrupt, or attempt to gain unauthorized access to Voxahaus systems
- Resell or sublicense the Service without express written authorization from Voxahaus
- Use the Service for any purpose other than legitimate business operations
Voxahaus reserves the right to suspend or terminate any account that we reasonably believe is in violation of this Acceptable Use Policy, without prior notice in cases of serious or repeated violations.
Call Recording & Consent Obligations
Your Responsibility
You are solely responsible for ensuring that your use of Voxahaus — including the recording and transcription of calls — complies with all applicable federal, state, and local laws. This includes, but is not limited to:
- The federal Electronic Communications Privacy Act (ECPA)
- State wiretapping and call recording laws, including "all-party consent" laws in California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, and Washington
- The Telephone Consumer Protection Act (TCPA) and associated FCC regulations
- Applicable state consumer protection laws
Disclosure to Callers
You are required to ensure that callers receive appropriate notification that their call may be recorded and processed by AI systems before or at the start of the call. Voxahaus can configure automated disclosures in your AI agent's greeting script upon your request. You are responsible for ensuring the disclosure is legally sufficient for your jurisdiction. Voxahaus provides suggested disclosure language as a convenience and does not warrant that such language satisfies legal requirements in your specific jurisdiction.
Indemnification for Recording Violations
You agree to indemnify and hold harmless Voxahaus from any claims, damages, fines, or legal fees arising from your failure to comply with applicable call recording and consent laws. See Section 12 (Indemnification) for further detail.
Intellectual Property
Voxahaus IP
The Service, including the platform, software, AI models, brand, website, and all related technology, is the exclusive property of Voxahaus and its licensors. These Terms do not grant you any ownership interest in the Service. You receive only a limited, non-exclusive, non-transferable license to use the Service for your internal business purposes during your active subscription.
Your Content
You retain ownership of any content, data, scripts, and materials you provide to configure your AI receptionist (your "Content"). By submitting Content to Voxahaus, you grant us a limited, non-exclusive license to use your Content solely to operate and provide the Service to you.
Feedback
If you provide suggestions, feedback, or ideas about the Service, you grant Voxahaus a perpetual, irrevocable, royalty-free right to use and incorporate such feedback into our products and services without restriction or compensation.
Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VOXAHAUS DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:
- IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT
- WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE
- WARRANTIES REGARDING THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY AI-GENERATED OUTPUT
- WARRANTIES THAT THE SERVICE WILL MEET YOUR BUSINESS REQUIREMENTS OR GENERATE ANY PARTICULAR RESULTS
Voxahaus does not provide legal, financial, tax, real estate, medical, or other professional advice. Any information generated by the AI receptionist is for informational purposes only and should not be relied upon as professional advice.
Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL VOXAHAUS, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR:
- ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
- LOSS OF PROFITS, REVENUE, BUSINESS, DATA, OR GOODWILL
- DAMAGES RESULTING FROM MISSED CALLS, LOST LEADS, OR MISSED BUSINESS OPPORTUNITIES
- ANY DAMAGES ARISING FROM THIRD-PARTY SERVICE FAILURES OR INTEGRATIONS
- ANY DAMAGES EXCEEDING THE TOTAL AMOUNTS PAID BY YOU TO VOXAHAUS IN THE THREE (3) MONTHS PRECEDING THE CLAIM
These limitations apply even if Voxahaus has been advised of the possibility of such damages. Some jurisdictions do not allow the exclusion or limitation of certain damages, so the above may not apply to you in full.
Indemnification
You agree to defend, indemnify, and hold harmless Voxahaus and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:
- Your use or misuse of the Service
- Your violation of these Terms
- Your violation of any applicable law, including call recording and consent laws
- Your Content or configuration of the AI receptionist
- Your interactions with or obligations to your customers, prospects, or callers
- Any claim by a third party (including End Callers) arising from their interaction with your AI receptionist
Termination
Termination by You
You may terminate your subscription at any time per the cancellation process described in Section 6. Termination does not entitle you to a refund except as expressly provided in our refund policy.
Termination by Voxahaus
Voxahaus may suspend or terminate your access to the Service, with or without notice, for:
- Violation of these Terms or the Acceptable Use Policy
- Failure to pay applicable fees after notice and cure period
- Conduct that we reasonably believe creates legal risk for Voxahaus or harm to third parties
- If we discontinue the Service (with at least 30 days' notice)
Effect of Termination
Upon termination, your license to use the Service ends immediately. Provisions of these Terms that by their nature should survive termination (including Sections 8, 9, 11, 12, and 14) shall survive.
Governing Law & Dispute Resolution
Governing Law
These Terms shall be governed by and construed in accordance with the laws of the State of Florida, United States, without regard to its conflict of law principles.
Informal Resolution
Before initiating any formal dispute, both parties agree to attempt to resolve any disagreement through good-faith negotiation. You agree to contact Voxahaus at support@voxahaus.com and allow 30 days for informal resolution before escalating.
Binding Arbitration
If informal resolution fails, any dispute arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered in Broward County or Miami-Dade County, Florida, under the rules of the American Arbitration Association. Judgment on the award may be entered in any court with competent jurisdiction. The arbitration will be conducted in English.
Class Action Waiver
YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. If this waiver is found unenforceable, the arbitration clause will not apply to class claims.
Exception for Injunctive Relief
Notwithstanding the above, either party may seek injunctive or other equitable relief from a court of competent jurisdiction to prevent irreparable harm, including in connection with intellectual property violations.
Changes to These Terms
Voxahaus reserves the right to modify these Terms at any time. We will provide notice of material changes by:
- Sending an email to the address on your account at least 14 days before the change takes effect
- Posting a prominent notice on voxahaus.com
- Updating the "Last Updated" date at the top of this document
Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must cancel your subscription before the effective date of the change.
General Provisions
Entire Agreement
These Terms, together with the Privacy Policy and any executed order forms, constitute the entire agreement between you and Voxahaus regarding the Service and supersede all prior agreements.
Severability
If any provision of these Terms is found to be unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.
Waiver
Failure by Voxahaus to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
Assignment
You may not assign or transfer these Terms or your rights hereunder without Voxahaus's prior written consent. Voxahaus may assign these Terms in connection with a merger, acquisition, or sale of assets.
Force Majeure
Neither party will be liable for failure to perform its obligations to the extent caused by circumstances beyond their reasonable control, including natural disasters, acts of government, telecommunications failures, or other events outside their control.
Contact Us
Questions about these Terms? We're here to help.