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Privacy Policy

Last Updated: March 23, 2026

1. Introduction

Aria Voice ("we," "us," "our," or "Aria Voice") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI voice receptionist platform and related services (collectively, the "Services"), including our website at ariavoice.ai.

By accessing or using the Services, you agree to this Privacy Policy and our Terms of Service. If you do not agree with the practices described in this policy, please do not use the Services.

2. Definitions

  • "Personal Data" means data about a living individual who can be identified from that data, either alone or in combination with other information.
  • "Usage Data" means data collected automatically from your use of the Services or from the Services' infrastructure (e.g., page visit duration, feature usage).
  • "Communications Data" means audio recordings, transcripts, call metadata, SMS messages, voicemails, and interaction logs generated through the Services.
  • "Platform Data" means data related to your Account configuration, AI Agent settings, knowledge base content, and business information stored on the Platform.
  • "Caller Data" means information about individuals who interact with a Subscriber's AI Agent, including phone numbers, names, and conversation content.
  • "Subscriber" means any business or individual who creates an Account and uses the Services.

3. Controller/Processor Role

For our website, self-serve sign-ups, and direct marketing communications, Aria Voice acts as a data controller, determining the purposes and means of processing your Personal Data.

For Subscriber accounts where Aria Voice processes Caller Data on behalf of a Subscriber, Aria Voice acts as a data processor/service provider under applicable law. In this capacity, the Subscriber is the data controller for their Callers' data, and the Subscriber's own privacy policy governs the relationship between the Subscriber and their Callers.

4. Information We Collect

4.1 Account Information

When you create an Account, we collect:

  • Name, email address, and phone number;
  • Company or business name;
  • Billing information (processed and stored securely through Stripe; we do not store full payment card details);
  • Login credentials (passwords are stored in hashed form).

4.2 Business Information

To configure your AI Agent, we collect:

  • Business name, industry, and description;
  • Business hours and holiday schedules;
  • Service offerings, pricing, and FAQs;
  • Team member names and phone numbers (for call transfer features).

4.3 Communications Data

When the Services process calls and messages, we collect:

  • Audio recordings of calls between Callers and your AI Agent;
  • Text transcriptions of those recordings;
  • AI-generated call summaries;
  • SMS messages sent to and received from Callers;
  • Call metadata (phone numbers, call duration, timestamps, call status).

4.4 Knowledge Base Content

To train your AI Agent, we process:

  • Files you upload (documents, PDFs, text files);
  • Website content we crawl at your direction;
  • Manual text entries you provide.

4.5 Appointment & Contact Data

Through the Services' scheduling and contact features, we collect:

  • Appointment details (date, time, type, status);
  • Caller phone numbers, names, and interaction history;
  • Calendar integration data.

4.6 Usage Data

We automatically collect:

  • IP address, browser type and version, operating system;
  • Device identifiers and mobile device information;
  • Pages visited, features used, and actions taken within the Services;
  • Time and date of visits, time spent on pages;
  • Referring URLs and search terms.

4.7 Cookies & Tracking

We use cookies and similar tracking technologies to collect information about your use of the Services. Cookies we use include:

  • Session Cookies: Essential for operating the Services and maintaining your login state.
  • Preference Cookies: Remember your settings and preferences.
  • Security Cookies: Used for security and fraud prevention.
  • Analytics Cookies: Help us understand how the Services are used (we use Google Analytics).

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some portions of the Services may not function properly if you disable cookies.

5. How We Use Your Information

We use the information we collect for the following purposes:

  • Service Delivery: To operate, maintain, and provide the Services, including processing calls, generating transcripts, booking appointments, and sending SMS messages.
  • AI Processing: To power your AI Agent's conversational abilities, including speech recognition, language model processing, and voice generation.
  • Billing & Payments: To process transactions, manage subscriptions, and handle billing inquiries.
  • Communication: To send you service announcements, security alerts, support messages, and administrative notifications.
  • Analytics & Improvement: To analyze usage trends, diagnose technical issues, and improve the quality and performance of the Services.
  • Compliance & Security: To monitor compliance with our Terms of Service, detect and prevent fraud, and address security issues.
  • Legal Obligations: To comply with applicable laws, respond to legal process, and protect our rights.

6. AI & Automated Processing

The Services use artificial intelligence to process calls and generate responses. This involves:

  • Real-time speech-to-text transcription of caller audio;
  • Processing transcribed text through large language models (LLMs) to generate contextual responses;
  • Converting text responses to speech for delivery to the Caller;
  • Analyzing call content to generate summaries and extract key information.

Aria Voice may use aggregated and de-identified data derived from the Services to improve, train, and enhance our AI models and platform capabilities. Such data is processed in a manner that cannot reasonably be used to identify any individual Subscriber or Caller. We do not use your identifiable data to train general-purpose AI models available to other customers.

7. Data Sharing

7.1 Service Providers

We share your information with third-party service providers who perform services on our behalf. These providers are contractually obligated to protect your data and use it only for the purposes we specify. Our key providers include:

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or subpoena), or if we believe disclosure is necessary to protect the rights, property, or safety of Aria Voice, our users, or others.

7.3 Business Transfers

If Aria Voice is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you of any such change by posting a notice on our website or sending you an email.

We may share your information for any other purpose disclosed to you with your prior consent.

8. Caller (End-User) Data

When a Caller interacts with a Subscriber's AI Agent through the Services, Aria Voice processes Caller Data on behalf of the Subscriber. In this context:

  • The Subscriber is the data controller and is responsible for providing appropriate privacy notices to their Callers and obtaining any required consents.
  • Aria Voice acts as a data processor, processing Caller Data solely as directed by the Subscriber and in accordance with these Terms and our data processing obligations.
  • The Subscriber's own privacy policy governs the relationship between the Subscriber and their Callers with respect to Caller Data collected through the Services.

Aria Voice does not independently use Caller Data for marketing or any purpose unrelated to providing the Services to the Subscriber. If you are a Caller with questions about how your data is handled, please contact the business whose AI Agent you interacted with.

9. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, alteration, and disclosure. Our security measures include:

  • Encryption of data in transit and at rest;
  • Access controls and role-based permissions;
  • PII sanitization in logs and analytics;
  • Regular security reviews and monitoring;
  • Secure credential storage with industry-standard hashing.

However, no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security. In the event of a data breach affecting your Personal Data, we will notify affected parties and/or regulators without undue delay and within the time periods required by applicable law.

10. Data Retention

We retain your Personal Data only for as long as necessary to fulfill the purposes described in this Privacy Policy. Specific retention practices include:

  • Account Data: Retained for the duration of your subscription and for a reasonable period thereafter to allow for account reactivation or dispute resolution.
  • Communications Data: Call recordings, transcripts, and SMS messages are retained according to your Account settings. You can delete individual records or request bulk deletion at any time.
  • Usage Data: Generally retained for a shorter period for analytics purposes, unless needed for security or legal compliance.
  • Post-Termination: Following Account termination, we retain your data for up to 30 days to allow for export requests. After this period, data is permanently deleted except where retention is required by law.

When data is no longer needed, it will be securely deleted or anonymized. Where feasible, we anonymize or aggregate data instead of retaining it in identifiable form.

11. International Data Transfers

Your information, including Personal Data, may be transferred to and processed on computers located in the United States and other countries where data protection laws may differ from those of your jurisdiction.

If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United States and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Where required by applicable law (such as the GDPR), we use appropriate safeguards for international data transfers, including Standard Contractual Clauses and comparable mechanisms.

12. Your Rights

12.1 General Rights

Depending on your jurisdiction, you may have the right to:

  • Access the Personal Data we hold about you;
  • Request correction of inaccurate or incomplete data;
  • Request deletion of your Personal Data;
  • Request a portable copy of your data in a structured, machine-readable format;
  • Object to or restrict certain processing of your data; and
  • Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us at privacy@ariavoice.ai. We may ask you to verify your identity before responding to such requests. We will respond within the time periods required by applicable law.

12.2 GDPR Rights (EU/EEA Residents)

If you are a resident of the European Union or European Economic Area, you have data protection rights under the General Data Protection Regulation (GDPR), including the rights listed in Section 12.1 above. We rely on contract performance, legitimate interests, consent, and legal obligations as lawful bases for processing, depending on the activity. You also have the right to lodge a complaint with your local data protection authority.

12.3 CCPA/CPRA Rights (California Residents)

If you are a California resident, you are entitled to:

  • Know what Personal Information we have collected, the sources, the business purpose, and the categories of third parties with whom we share it;
  • Request deletion of your Personal Information;
  • Request correction of inaccurate Personal Information;
  • Opt out of the sale or sharing of your Personal Information (we do not sell Personal Information for monetary consideration);
  • Limit the use of Sensitive Personal Information (we do not use sensitive personal information beyond what is reasonably necessary to provide the Services).

To exercise these rights, email us at privacy@ariavoice.ai with the subject line "California Privacy Request." We will not discriminate against you for exercising your rights.

12.4 CalOPPA (Do Not Track)

We honor Do Not Track signals and do not track, plant cookies, or use advertising when a Do Not Track browser mechanism is in place. You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.

13. Children's Privacy

The Services are not intended for use by anyone under the age of 18. We do not knowingly collect Personal Data from children under 18. If we become aware that we have collected Personal Data from a child under 18, we will take steps to promptly delete such information from our systems. If you believe a child has provided us with Personal Data, please contact us at privacy@ariavoice.ai.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will post the updated policy on this page and update the "Last Updated" date. For material changes, we will notify you by email at the address associated with your Account and/or by placing a prominent notice on our website.

Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Aria Voice
Email: privacy@ariavoice.ai

For general inquiries or questions about our Terms of Service, you may also reach us at legal@ariavoice.ai.