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Legal

Privacy Policy

Effective Date: February 27, 2026

Prisma Voices is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered voice receptionist platform available at prismavoices.com. By using the Service, you agree to the practices described herein.

Contents

1.Information We Collect2.How We Use Your Information3.Legal Basis for Processing4.Cookies & Tracking Technologies5.Sharing of Your Information6.Data Retention7.Data Security8.Your Rights9.Children's Privacy10.International Data Transfers11.Changes to This Policy12.Contact Us
1.

Information We Collect

1.1 Information You Provide

When you register for an account or use the Service, we may collect:

  • Full name and business name
  • Email address and phone number
  • Billing and payment information (processed securely by our payment processor)
  • Business configuration data — greetings, services offered, working hours
  • Calendar integration credentials (OAuth tokens, stored in encrypted form)
  • Communications you send us via email or contact forms

1.2 Information Collected Automatically

When you use the Service, we automatically collect:

  • Log data: IP address, browser type, pages visited, time spent, and referring URLs
  • Device information: operating system, screen resolution, and device identifiers
  • Call metadata: call duration, timestamps, outcomes, and booking records
  • Usage analytics: feature interactions, error events, and performance metrics

1.3 Third-Party Integrations

If you connect third-party services (e.g., Twilio for telephony, Vapi, WhatsApp Business, or calendar providers), those services may share certain data with us as described in their respective privacy policies.

2.

How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Process appointments, send confirmations, and deliver WhatsApp/SMS follow-ups on your behalf
  • Manage your account and authenticate your identity
  • Process billing and prevent fraudulent transactions
  • Respond to your support requests and inquiries
  • Improve, personalise, and expand our Service through usage analytics
  • Send administrative notices such as updates, security alerts, and policy changes
  • Comply with applicable legal obligations
3.

Legal Basis for Processing

We process your personal data on the following legal bases under applicable Indian law (Information Technology Act, 2000 and associated rules) and, where applicable, international privacy frameworks:

  • Contractual necessity — to provide the Service you have subscribed to
  • Legitimate interests — to improve our Service and prevent fraud
  • Consent — where you have expressly consented to specific processing activities
  • Legal obligation — to comply with applicable laws and regulations
4.

Cookies & Tracking Technologies

4.1 What We Use

We use cookies and similar technologies (web beacons, pixels, local storage) to operate and improve our Service. Cookies are small text files stored on your device.

4.2 Types of Cookies

  • Essential Cookies — required for login sessions and core platform functionality. Cannot be disabled.
  • Analytics Cookies — help us understand how users interact with the Service (e.g., page views, feature usage). We may use tools such as Google Analytics.
  • Preference Cookies — remember your settings and customisations.
  • Marketing Cookies — used to deliver relevant information about our Service. These are only set with your consent where required.

4.3 Managing Cookies

You may control or disable cookies through your browser settings. Please note that disabling essential cookies will impair your ability to use the Service. For opt-out options for analytics tracking, you may use browser extensions such as the Google Analytics Opt-out Add-on.

5.

Sharing of Your Information

We do not sell your personal information. We may share your data with:

  • Service Providers — third parties who assist us in operating the Service (e.g., cloud hosting, payment processors, telephony providers). They are contractually bound to protect your data.
  • Business Transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
  • Legal Requirements — we may disclose your information if required by law, court order, or governmental authority.
  • With Your Consent — we may share data for other purposes with your explicit consent.
6.

Data Retention

We retain your personal information for as long as your account is active or as necessary to provide the Service. You may request deletion of your account and associated data by contacting us at admin@prismavoices.com. We may retain certain data for longer periods to comply with legal obligations or resolve disputes.

7.

Data Security

We implement industry-standard technical and organisational security measures including multi-tenant data isolation, encrypted OAuth token storage, webhook signature verification, and row-level security (RLS). However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

8.

Your Rights

Subject to applicable law, you may have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete personal data
  • Request deletion of your personal data
  • Withdraw consent where processing is based on consent
  • Object to or restrict certain types of processing

To exercise any of these rights, please contact us at admin@prismavoices.com. We will respond within a reasonable timeframe.

9.

Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us immediately.

10.

International Data Transfers

Our Service is operated from India. If you access the Service from outside India, your information may be transferred to and processed in India. By using the Service, you consent to such transfer.

11.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the effective date. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

12.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

  • Email: admin@prismavoices.com
  • Website: https://prismavoices.com
  • Registered entity: Prisma Voices, India