Privacy Policy

This policy explains how Voxion handles personal data on this website and in the Voxion platform: what we collect, why, who helps us process it, how long we keep it and what your rights are.

Who we are

The data controller is:

Khan Finance B.V., trading as Voxion
Waldorpstraat 1790
2521 CZ Den Haag
The Netherlands
Chamber of Commerce (KvK) number: 53974999
VAT number: NL868719675B01

Questions about your data, or a request to exercise your rights? Email voxion@idataconsulting.ai.

Whose data this covers

• visitors to this website, including people who send the contact form or try a demo assistant;
• customers who use the Voxion platform, and the team members they invite.

If you spoke with an assistant that a business built on Voxion, by phone or in a chat on that business’s website, that business decides what happens to the conversation and is responsible for it; we process it on their behalf. Please take questions or requests to that business. If you contact us instead, we will pass your request on.

Website visitors

Contact form. When you send the contact form we receive your name and email address, and your company, company size, use case and message if you fill them in. We use them to reply and to follow up on your request. The form reaches us by email; the website does not keep a copy.

Demo assistants. The demo assistants on this website run on the Voxion platform. What you type or say is processed by the AI and speech services listed below to produce a reply, and the text of the conversation is stored with our other conversation records. The voice demo does not record your voice; it is turned into text as you speak. Some demos ask for your name and email before they start: what you enter there is not stored. Please don’t share sensitive personal information in a demo.

Analytics. Only if you accept analytics cookies do we use Google Analytics 4 to see how visitors use this website. The details are in our Cookie Policy.

Technical data. As with any website, our hosting provider receives your IP address and browser details when you visit, and keeps them in server logs for a limited time for security and troubleshooting. Your browser also downloads fonts from Google Fonts and script libraries from cdnjs (Cloudflare), which receive the same basic details.

Platform customers

When you or your organisation use the Voxion platform, we process:

• Account details: your name, email address and password (which we store only as a one-way hash), and profile details you add, such as your phone number, company website and industry.
• Team members: the names and email addresses of colleagues you invite, and the permissions you give them.
• Billing details: your plan, payments and invoices. Payments are processed by Mollie, which handles your card or bank details.
• Your assistants: the instructions, settings, knowledge-base documents and phone numbers you set up.
• Conversations handled by your assistants: chat transcripts, call details such as the caller’s phone number and the call’s duration, call and voice recordings where recording is used, and automatic analysis of those conversations. You, our customer, decide what your assistants collect; we process this data on your behalf.
• Usage and security records: how much of the service you use, such as call minutes, and a log of important account actions.
• Support requests you send us.
• Connected apps: if you connect a calendar or CRM, such as Google Calendar, HubSpot, Calendly or Zoho CRM, the access needed for the connection and the data your assistant reads from or writes to it.
• Notifications: if you turn on browser notifications, the subscription your browser gives us to deliver them.

Why we use your data

• To provide the platform and bill for it, under our contract with you.
• To answer your questions, keep the service secure, prevent misuse and improve our product, based on our legitimate interests. You can object to this at any time.
• Website analytics, based on your consent, which you can withdraw at any time.
• To keep invoices and payment records, because Dutch tax law requires it.

Who helps us process data

We don’t sell personal data. We work with the following service providers, who process data only on our instructions:

• Supabase: database, sign-in and file storage (hosted in India)
• DigitalOcean: platform hosting
• Hostinger: website hosting
• Mollie: payments
• OpenAI and Groq: AI models that write assistant replies (Groq also provides some voices)
• Deepgram: speech recognition and speech synthesis
• ElevenLabs: speech synthesis (voices)
• Telnyx: phone numbers and phone calls
• Resend: sending email
• Google: website analytics (only with your consent) and, if you connect it, Google Calendar
• HubSpot, Calendly, Zoho and similar apps: only when you connect them to your assistant

We may also disclose data when the law requires us to.

Transfers outside the European Economic Area

The platform’s database and file storage, which hold conversation records, recordings and uploaded documents, are hosted by Supabase on Amazon Web Services in Mumbai, India. Several of our other providers are based in, or process data in, the United States. These transfers are covered by the European Commission’s standard contractual clauses or, for providers certified under it, by the EU–US Data Privacy Framework. You can ask us for a copy of these safeguards.

What you have to give us

To use the platform you need to give us your account details, and to answer the contact form we need your name and email address. Without them we cannot provide the service or reply. Everything else is up to you.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects for you.

How long we keep data

• Conversation transcripts, call records and recordings: recordings are deleted 12 months after they are made. Transcripts and call records are taken out of the platform and archived at the same point, and deleted when the account is deleted or on request.
• Account data: for as long as the account exists. When an account is deleted we erase its data, apart from what we must keep by law.
• Invoices and payment records: 7 years, as Dutch tax law requires.
• Account activity logs: 12 months. Records of administrative changes to plans and billing are kept for as long as they are needed for accountability.
• Bookings and orders made in our demos: 30 days.
• Contact-form messages: as long as needed to handle your request and any follow-up.
• Website analytics: see the Cookie Policy.

Your rights

You can ask us for access to your personal data, and to correct, delete or transfer it; you can ask us to restrict how we use it or object to that use; and you can withdraw consent at any time. Email voxion@idataconsulting.ai. We will reply within one month.

You also have the right to complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens.

Security

We protect data with encrypted connections, access controls that keep each customer’s data within their own account, and private storage for recordings and documents. If a breach puts your data at risk, we will inform you and the authorities as the law requires.

Changes to this policy

We update this policy when our processing changes. The date at the top of this page shows when it last changed.