Privacy Policy

1. Who We Are

VoltaDesk ("we," "us," or "our") is an AI receptionist service operated by Polsia, Inc. We provide businesses with an AI-powered front desk agent that handles calls, books appointments, and captures leads.

Contact us at: deskpilot-66@polsia.app

2. Information We Collect

From business owners (you):

• Business name, address, phone number, and hours of operation (provided during onboarding)
• Email address and account credentials
• Billing information processed securely via Stripe
• Service configuration (appointment types, custom greetings, FAQs)

From your customers (callers):

• Name and contact information provided during calls or chat interactions
• Appointment booking details (date, time, service type)
• Inquiry content captured via AI chat widget
• Call recordings and transcripts (Twilio voice calls)
• Phone numbers (captured via caller ID)

Automatically collected:

• Usage data and logs (pages visited, features used)
• Device and browser information
• IP addresses

3. How We Use Your Information

We use collected information to:

• Operate and improve the VoltaDesk AI receptionist service
• Process appointment bookings and customer inquiries on your behalf
• Send service notifications, call summaries, and lead alerts
• Process payments and manage subscriptions
• Provide customer support
• Comply with legal obligations
• Improve AI model performance (using anonymized, aggregated data only)

We do not sell your data or your customers' data to third parties.

4. Phone Calls & Recordings (Twilio)

VoltaDesk uses Twilio to power voice calls. When a call is handled by your AI receptionist:

• Calls may be recorded and transcribed to generate summaries for your dashboard
• Call data is processed by Twilio under their Privacy Policy
• You are responsible for notifying your callers that calls may be recorded, as required by applicable law (HIPAA, CCPA, state wiretapping laws, etc.)
• Recording data is stored for 90 days and then deleted unless you configure longer retention

5. Payment Processing

Payments are processed by Stripe, Inc. VoltaDesk does not store credit card numbers or bank account information. All payment data is handled by Stripe under their Privacy Policy.

We retain transaction records (amounts, dates, subscription status) for billing and tax purposes.

6. Data Sharing

We share data only with:

• Twilio — to power voice calls and SMS
• Stripe — to process payments
• Anthropic / OpenAI — to power AI conversation processing
• Hosting providers (Render, Neon) — to store and serve your data
• Legal authorities — when required by law

All service providers are contractually required to protect your data and may not use it for their own purposes.

7. Data Retention

• Account data: retained while your account is active, deleted within 30 days of account closure on request
• Call recordings & transcripts: 90 days by default
• Appointment records: retained for 2 years for business record purposes
• Billing records: retained for 7 years (tax/legal requirements)

8. CCPA Rights (California Residents)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it's used
• Delete your personal information (subject to certain exceptions)
• Opt out of the sale of personal information (we do not sell personal information)
• Non-discrimination for exercising your privacy rights

To exercise these rights, contact us at deskpilot-66@polsia.app. We will respond within 45 days.

9. GDPR Rights (EU/EEA Residents)

If you are located in the EU or EEA, you have the right to:

• Access, correct, or delete your personal data
• Object to or restrict processing
• Data portability
• Lodge a complaint with your local supervisory authority

Our legal basis for processing is performance of contract and legitimate interests. Contact us at deskpilot-66@polsia.app to exercise your rights.

10. Security

We use industry-standard security practices including encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. No system is 100% secure — if you discover a security issue, please contact us immediately.

11. Children's Privacy

VoltaDesk is a B2B service designed for businesses. We do not knowingly collect data from children under 13. If you believe we have inadvertently collected such data, contact us and we will delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact

Questions about this Privacy Policy? Reach us at:

VoltaDesk / Polsia, Inc.
Email: deskpilot-66@polsia.app