Privacy Policy

VOXmatiON, operated by XrankFlow Media Group LLC, Dover, Delaware, United States ("Company," "we," "us," or "our"), respects your privacy. This Privacy Policy describes how we collect, use, disclose, and protect information about you when you use our website and AI voice automation services.

1. Information We Collect

We collect information you provide directly to us, including:

• Name, email address, phone number, and business information when you register or request a demo
• Payment and billing information processed through our payment processor (Stripe)
• Communications you send us (email, chat, support tickets)
• Voice call recordings and transcripts processed through our AI Receptionist service

We also collect data automatically, including IP address, browser type, pages visited, and usage analytics through cookies and similar technologies.

2. How We Use Information

We use collected information to:

• Provide, operate, and improve our AI voice automation services
• Process transactions and send billing confirmations
• Communicate with you about your account, updates, and support
• Send marketing communications (you may opt out at any time)
• Comply with applicable legal obligations
• Detect and prevent fraud and abuse

3. Call Recording & AI Processing

Our AI Receptionist service processes inbound voice calls on behalf of our business clients. Call recordings and transcripts may be retained to deliver the service, improve AI accuracy, and for client reporting. You (the business client) are solely responsible for obtaining legally required consent from callers in your jurisdiction, including compliance with TCPA, state wiretapping laws, and any applicable two-party consent requirements.

4. Data Retention

We retain personal data for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Call recordings are retained for up to 90 days by default unless a longer period is required by law or requested by the client. You may request earlier deletion by contacting us at legal@voxmation.com.

5. Data Sharing & Sub-Processors

We do not sell your personal data. We may share data with the following categories of service providers as necessary to deliver our services:

• Telephony & AI: ElevenLabs, Twilio
• CRM Integration: HubSpot, Salesforce, Zoho (as configured by client)
• Payments: Stripe
• Analytics: Vercel Analytics, Google Analytics
• Customer Support: Zoho SalesIQ

6. Cookies

We use essential cookies for site functionality and optional analytics cookies to understand usage. You can control cookies through your browser settings. Disabling certain cookies may affect site functionality.

7. Your Rights (CCPA / GDPR)

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Deletion: Request that we delete your personal data
• Correction: Request correction of inaccurate data
• Opt-Out: Opt out of marketing communications at any time
• Portability: Request your data in a portable format (GDPR)

California residents have additional rights under the CCPA, including the right to know what personal information is collected and the right to non-discrimination for exercising privacy rights.

To exercise any of these rights, contact us at legal@voxmation.com.

8. Data Security

We implement industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

9. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised date. Continued use of our services after changes constitutes acceptance.

11. Text Messaging (SMS)

If you provide your phone number and consent, we may send you SMS or text messages related to your demo request, account, scheduling, support, offers, and related communications. Message frequency may vary and message and data rates may apply. You can opt out of marketing text messages at any time by replying STOP, and request help by replying HELP or contacting support@voxmation.com.

We do not sell, rent, or share mobile phone numbers or SMS consent with third parties or affiliates for their own marketing purposes. Phone numbers and SMS consent information are used only to deliver the communications you requested and to operate and support our services. Opting out of marketing messages does not prevent transactional or administrative messages where permitted by law.

12. Contact & Legal Entity

XrankFlow Media Group LLC (operator of VOXmatiON)
Dover, Delaware, United States
Email: legal@voxmation.com
Phone: 1-844-687-7999