1. Who we are and what this policy covers
NOVYQUOR AI (“Novyquor”, “we”, “us”) provides an AI voice receptionist service that answers telephone calls, schedules appointments and records call information on behalf of business customers in the United States and Canada.
This policy explains how we handle personal information in two different roles:
- As a controller / business: for information we collect about visitors to our website, prospective customers who contact us, and the account users of our business customers.
- As a service provider / processor: for information contained in phone calls that our AI receptionist handles for a business customer (for example, a caller’s name, phone number, appointment details, call recordings and transcripts). For that information, our business customer decides why and how it is processed, and their own privacy notice applies. We process it only on their instructions and under our agreement with them.
If you called a business that uses our service and have a question about your call data, please contact that business first. We will assist them in responding to your request.
2. Information we collect
Information you give us
- Enquiry and demo forms: your name, business name, business email, phone number, industry, number of locations, approximate call volume, preferred contact method and any message you include.
- Account information: for users of the dashboard, your name, email address, job title, role and organisation, plus authentication details managed by our backend.
- Business configuration: business hours, services, greeting text, booking rules, transfer numbers and similar settings a customer provides to configure their AI receptionist.
- Billing information: billing contact details and subscription history. Payment card details are collected and stored by our payment processor, not by us.
- Communications: messages you send to our sales or support teams.
Information collected automatically
- Technical data: IP address, browser type, device information, pages visited and referring URLs, recorded in standard server logs for security and troubleshooting.
- Campaign attribution: marketing parameters in the link you used to reach us (such as UTM source and campaign), kept for the duration of your browser session and attached to forms you submit.
- Cookies and similar technologies: essential storage needed to run the site and, only with your consent, analytics and advertising cookies. See our Cookie Policy.
3. Call data we process for our customers
When our AI receptionist answers a call for a business customer, the service may process:
- the caller’s phone number and caller ID information;
- information the caller shares during the conversation, such as their name, contact details, reason for calling and appointment preferences;
- audio recordings of the call, where the customer has enabled recording;
- machine-generated transcripts, call summaries, detected outcomes and sentiment indicators;
- appointment records created, changed or cancelled during the call; and
- call metadata such as date, time, duration and how the call ended.
Our customers are responsible for providing any notices and obtaining any consents required by law for call recording and AI-assisted call handling in their jurisdiction (for example, all-party consent requirements that apply in some U.S. states). Our service supports a configurable greeting that can include a recording and AI disclosure.
We do not sell call data, and we do not use customer call recordings or transcripts to train general-purpose AI models for other customers. We may use limited, de-identified service metrics to operate, secure and improve the service, as permitted by our customer agreements.
4. How we use information
- To provide, operate and maintain the service, including answering calls, booking appointments and showing recordings, transcripts and analytics to authorised users.
- To respond to enquiries, demo requests and support requests.
- To set up and manage customer accounts, subscriptions and billing.
- To secure the service, prevent fraud and abuse, and troubleshoot problems.
- To measure and improve our website and marketing, where you have consented to analytics or advertising cookies.
- To send service announcements and, where permitted, marketing messages you can opt out of at any time.
- To comply with legal obligations and enforce our agreements.
5. Service providers and subprocessors
We rely on carefully selected third-party providers to deliver the service. Depending on the features used, these include providers in the following categories:
| Category | Purpose |
|---|---|
| Voice AI | Speech recognition, conversational AI and voice synthesis used to conduct calls. |
| Telephony | Phone numbers, call routing, call forwarding, transfers and call recording. |
| Calendar | Reading availability and creating appointments in a customer’s connected calendar. |
| Payments | Processing subscription payments and storing payment card details. |
| Hosting and infrastructure | Cloud hosting, databases, file storage, backups and email delivery. |
| Analytics and advertising | Website measurement and advertising conversion tracking, only with consent. |
These providers may only use personal information to perform services for us and are bound by contractual confidentiality and data-protection obligations. A current list of subprocessors is available to customers on request.
We may also disclose information when required by law, to protect rights and safety, or in connection with a merger, acquisition or sale of assets, subject to appropriate safeguards.
6. Data retention
We keep personal information only as long as needed for the purposes described in this policy:
- Call recordings, transcripts and call records are retained according to the customer’s configured retention settings and agreement, and deleted or returned when the customer’s account ends, subject to limited backup cycles.
- Enquiry and demo-request information is kept while we are in contact with you and for a reasonable period afterwards, unless you ask us to delete it sooner.
- Account and billing records are kept for the life of the account and as long as required for tax, accounting and legal purposes.
- Server logs are kept for a limited period for security and troubleshooting.
7. Security
We use administrative, technical and physical safeguards designed to protect personal information, including encryption in transit, role-based access controls, restricted access to call recordings through short-lived authorised links, and logging of administrative activity.
No method of transmission or storage is completely secure. If we become aware of a security incident affecting personal information, we will notify affected customers and individuals as required by law.
8. Your privacy rights
Depending on where you live, you may have some or all of the following rights regarding personal information we hold as a controller:
- to know or access the personal information we hold about you;
- to correct inaccurate information;
- to delete your information, subject to legal exceptions;
- to receive a portable copy of your information;
- to opt out of targeted advertising, the “sale” or “sharing” of personal information, and certain profiling; and
- to withdraw consent where processing is based on consent.
United States
Residents of states with comprehensive privacy laws (such as California, Colorado, Connecticut, Virginia, Texas and others) may exercise the rights available under their state’s law. We do not sell personal information for money. Where advertising cookies are used with your consent, you can withdraw consent at any time in our cookie settings. Where required by law, we will honour recognised opt-out preference signals, such as Global Privacy Control. We will not discriminate against you for exercising your rights. You may use an authorised agent where permitted, and we may need to verify your identity before acting on a request.
Canada
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws. You may request access to and correction of your personal information, withdraw consent subject to legal or contractual restrictions, and file a complaint with the Office of the Privacy Commissioner of Canada or a provincial regulator if you are not satisfied with our response.
Callers to our customers
If your information was collected during a call to one of our business customers, please direct your request to that business. If you contact us, we will forward your request to them and support their response.
To make a request, contact us using the details in the Contact us section. We aim to respond within the time required by applicable law.
9. Where information is stored
We and our service providers may store and process information in the United States, Canada and other countries where our providers operate. Those countries may have different data-protection laws than your own. Where required, we use contractual and other safeguards to protect information transferred across borders. Canadian residents should be aware that information processed outside Canada may be accessible to foreign authorities under the laws of those countries.
10. Cookies and tracking
Analytics and advertising tags load only after you consent and only if they have been configured for this site. You can change your choice at any time. Details are in our Cookie Policy.
11. Children
Our website and service are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children through our website.
12. Changes to this policy
We may update this policy from time to time. We will post the updated version on this page with a new “Last updated” date and, for material changes, provide additional notice where appropriate.
13. Contact us
For privacy questions or requests, contact NOVYQUOR AI at support@example.com. Please include “Privacy request” in the subject line so we can route your message correctly.