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Privacy Policy

Effective date: August 1, 2025 Last updated: August 1, 2025

This Privacy Policy explains how Artemis Tech Ventures ("Voicelink," "we," "us," "our") collects, uses, discloses, and safeguards personal information in connection with our website at usevoicelink.co, our AI voice- and chat-agent platform, and related services (together, the "Services").

Please read it alongside our Terms of Service and, for business customers, any Data Processing Addendum ("DPA") we enter into with you.

1. Who we are and the two roles we play

Voicelink provides AI agents that hold customer conversations over web and phone on behalf of businesses that use our platform ("Customers"). Our responsibilities depend on the context:

  • Voicelink as controller. For our own website visitors, prospects, account holders, billing, and marketing, we decide how and why personal information is processed, so we are the controller.
  • Voicelink as processor / service provider. When a Customer uses Voicelink to converse with its own end users, the Customer determines the purposes of that processing and is the controller. Voicelink processes that conversation data on the Customer's behalf and under its instructions.

If you are an end user who spoke or chatted with a Voicelink-powered agent, the business you contacted is responsible for its own privacy practices. Please review that business's privacy notice, and direct access or deletion requests to it (see Section 11).

2. Information we collect

Information you or your organization provide

  • Account and business data: name, work email, phone number, company, role, and login credentials.
  • Billing data: billing contact, and payment details processed by our payment providers (we do not store full card numbers).
  • Configuration data: the prompts, knowledge bases, instructions, workflows, and integration settings you create.
  • Support and sales data: messages you send us, and demo or booking details.

Information generated when agents handle conversations

  • Call audio and recordings, transcripts, and chat messages.
  • Conversation metadata: time, duration, channel, direction, routing, transfers, and outcomes.
  • Details a participant shares with an agent during a conversation, such as name, contact details, order, booking, or appointment information, and — where a Customer enables payments — payment-related information handled by our payment partners.

Information from integrations

  • Data exchanged with services a Customer connects, such as calendars, email, SMS, payment processors, CRMs, and other internal or external systems and APIs.

Information collected automatically on our website

  • Device and connection data (IP address, browser and device type), pages viewed and actions taken, and identifiers set through cookies and similar technologies (see Section 12).

3. How we use information

We use personal information to:

  • provide, operate, maintain, and secure the Services, and route and complete conversations;
  • transcribe, summarize, and analyze conversations to determine whether the intended outcome was achieved and produce reports for the relevant Customer;
  • develop and improve the Services, including agent quality and reliability, subject to Section 6;
  • process payments, prevent fraud, enforce our Terms, and protect the rights and safety of users and the public;
  • comply with legal obligations; and
  • communicate with you about the Services and, where permitted or with consent, send marketing you can opt out of at any time.

Our legal bases (where applicable) include performance of a contract, our legitimate interests in operating and improving the Services, your consent, and compliance with law.

4. Automated processing and AI

The Services rely on automated speech-to-text, text-to-speech, and language-model processing to understand and respond to conversations. Agents act within business-defined rules and escalate to a human where a Customer configures them to. We do not use solely automated processing to make decisions that produce legal or similarly significant effects about an individual without a lawful basis and appropriate safeguards, including a route to human review where required.

5. Call recording and consent

Calls handled by Voicelink may be recorded and transcribed so the conversation can be understood, completed, summarized, and improved. Where we operate the interaction directly, we give notice that the call is recorded at the start. When a Customer uses Voicelink to speak with its own end users, the Customer is responsible for providing any notices and obtaining any consents that its jurisdiction requires before recording or processing a conversation.

6. Use of conversation content for model training

Default position (confirm this matches actual practice before publishing): We do not use Customer conversation content — including recordings, transcripts, or chat messages — to train third-party foundation models. We do not use Customer conversation content to train or improve our own models except where the content has been aggregated or de-identified so it no longer identifies an individual, or where a Customer has explicitly opted in. We use third-party model providers to deliver the Services under contracts that restrict their use of the data to providing their service to us.

7. How we share information

We share personal information only as described here:

  • Subprocessors and service providers. Vendors that process data on our behalf under contract to deliver the Services — for example providers of cloud infrastructure, speech-to-text and text-to-speech, language models, telephony, messaging, analytics, and payments. Depending on configuration these may include, for example, providers such as cloud hosting platforms, Deepgram, ElevenLabs, OpenAI, Anthropic, Google, Twilio, Africa's Talking, and Paystack. A current list of subprocessors is available on request.
  • Customers. Where you interacted with a Customer's agent, the resulting conversation data is made available to that Customer.
  • Integrations you or a Customer enable, according to those settings.
  • Legal and safety. Where we believe disclosure is required by law or legal process, or necessary to protect rights, safety, or the integrity of the Services.
  • Corporate transactions. In connection with a merger, acquisition, financing, or sale of assets, subject to this policy.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

8. Data retention

We keep personal information only as long as necessary for the purposes above and to meet legal, tax, and accounting obligations. Default periods (a Customer may configure shorter or longer retention where the Services allow):

  • Conversation data (recordings, transcripts, metadata): retained per the Customer's configuration; where not configured, by default twelve (12) months.
  • Account and billing data: for the life of the account, then up to seven (7) years to meet legal and accounting requirements.
  • Support communications: up to twenty-four (24) months.
  • Marketing data: until you unsubscribe, after which we keep minimal records to honor your choice.

When no longer needed, information is deleted or de-identified.

9. Security

We use administrative, technical, and physical safeguards appropriate to the risk, including encryption of data in transit (and at rest where supported), access controls and least-privilege permissions, network protections, logging, and vendor security reviews. No system is perfectly secure; we cannot guarantee absolute security, and you are responsible for safeguarding your account credentials. If a breach affecting your personal information occurs, we will notify affected parties and regulators as required by applicable law, including PIPEDA and the NDPA.

10. International transfers

We may process and store information in countries other than yours, including Canada, Nigeria, and the United States, and where our service providers operate. Where required, we put appropriate transfer safeguards in place before transferring personal information across borders.

11. Your rights and choices

Depending on where you live, you may have rights to access, correct, update, delete, or receive a copy of your personal information, to withdraw consent, and to object to or restrict certain processing.

  • Canada (PIPEDA): you may request access to and correction of your personal information, and may complain to the Office of the Privacy Commissioner of Canada.
  • Nigeria (NDPA 2023): you have data-subject rights under the Nigeria Data Protection Act and may lodge a complaint with the Nigeria Data Protection Commission.

If you interacted with a Customer's agent, please send your request to that Customer, which controls that data; we will assist them as their processor. Otherwise, contact us at hi@usevoicelink.co. We will respond within the timeframe required by applicable law and may need to verify your identity first. You will not be discriminated against for exercising these rights.

12. Cookies and similar technologies

We use cookies and similar technologies for essential site functionality, to remember preferences, to measure and improve performance, and — where applicable — for marketing. You can accept or reject non-essential cookies through our cookie banner and preferences control, and manage cookies in your browser. Some features may not work without essential cookies.

13. Children

The Services are intended for businesses and are not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

14. Changes to this policy

We may update this policy from time to time. We will post the updated version here, revise the "Last updated" date, and, for material changes, provide additional notice as required by law. Your continued use of the Services after an update means you accept the revised policy.

15. Contact us

Artemis Tech Ventures
Contact: hi@usevoicelink.co
Data Protection Officer: Not currently appointed.