Privacy policy

Who we are

Vocivo is a business phone system. Companies use it for calls, team chat, texting, voicemail, an AI receptionist, meetings and scheduled calls, on the Vocivo apps for iPhone and Android and in a web browser. In this policy “Vocivo”, “we” and “us” mean the provider of the Vocivo service and of this website, vocivo.app.

Questions about privacy, and requests about your data, go to info@vocivo.app.

Your employer and Vocivo

Most people use Vocivo because their employer set up a Vocivo workspace and invited them. Accounts are created by the company, not in the app. For the data in a company’s workspace, such as its people, calls, recordings, messages and voicemail, the company is the controller: it decides what is collected and how long it is kept. Vocivo is its processor: we handle that data only to provide the service, on the company’s instructions and under our agreement with it.

Vocivo is the controller for a smaller set of data: the details of the people who buy and manage a Vocivo account (for example billing contacts), messages sent to us through this website, diagnostic reports we use to keep the apps working, and records we need for security, fraud prevention and the law. The rest of this policy covers both kinds of data and says which is which where it matters.

What we collect and why

We collect only what the service needs to work, to stay secure and to be fixed when it breaks.

Account and profile: your name, work email address, password (stored only as a one-way hash), role, extension number, department, and, if you add them, a profile photo and mobile number. Used to sign you in and to show you to your colleagues.
Calls: call records (who called whom, numbers and extensions, times, durations and outcomes), scheduled calls, call-forwarding and availability settings. Used to connect calls, show your recent calls and apply your company’s calling rules.
Messages: team chat messages with colleagues, and text messages (SMS and MMS) sent and received on your company’s numbers, including any pictures attached. Used to deliver and display them.
Meetings: meeting titles, times, participants and the email addresses of people you invite. Audio and video in a meeting pass through the service live and are not stored unless someone starts a recording.
Status and activity: the status you choose (such as busy or away), and whether the app is open and in use, so colleagues and call routing know whether you can take a call.
Devices: a record of each phone or browser signed in to your account, its app version and operating system, and the push token Apple or Google gives us to wake the app for an incoming call.
Sign-in and security logs: sign-in times, IP address and browser or app type, and an audit trail of changes made in the workspace. Used to keep accounts secure and to investigate misuse.
Diagnostics: if the app crashes or a call has poor audio, the app sends a short report: the error, the screen, the app and system version, and call-quality numbers such as packet loss and delay. Anything that looks like a password or token is removed on the phone and again on our servers. We do not use third-party analytics, advertising or crash-reporting tools in our apps.
Payments: if your company tops up calling credit, the amount and who started the payment. Card details are entered on our payment provider’s page and never reach Vocivo.
This website: what you type into a contact form (name, work email, company, country, team size, phone provider and message), used only to reply; and ordinary web server logs. The website sets no advertising or analytics cookies. It remembers your light or dark theme choice in your own browser.

We do not sell personal data, we do not use it for advertising, and we do not track you across other companies’ apps or websites.

Calls, recordings, voicemail and AI

Call recording is off unless someone starts it during a call. Recordings are stored in your company’s workspace and may be transcribed. Your company is responsible for telling callers that calls are recorded where the law requires it.
Voicemail: messages callers leave are stored as audio in the workspace and may be transcribed into text so you can read them.
AI receptionist: if your company turns it on, an AI answers some calls. The caller’s voice is sent to an AI service provider to hold the conversation in real time. The conversation may be transcribed, and a message the caller leaves is saved for the person it is for.
Meeting recordings and transcripts: when someone records a meeting, everyone in it sees that it is being recorded. The audio is stored and transcribed.
Suggested replies and spoken greetings: if you ask for a suggested reply in a conversation, the recent messages are sent to an AI service provider to write it. Greetings typed by an administrator may be turned into speech the same way.

Our AI service providers include OpenAI. They process this data only to return the result to Vocivo. We do not use your calls, messages or recordings to train AI models, and we do not allow our AI providers to use them for training.

In the Vocivo app, suggested replies, voicemail transcripts and other AI features that send your data ask for your permission the first time. You can change your choice at any time in Settings → Privacy → AI features.

Permissions on your phone

The Vocivo app asks for each permission when you first use the feature that needs it. You can say no and change your mind in your phone’s settings.

Microphone: to talk on calls and in meetings.
Camera: for video calls and meetings, and to scan a setup code from your company.
Photos: to choose a profile photo or a picture to send in a text message. Only the picture you pick is uploaded.
Contacts: to list people from your phone’s address book beside your colleagues and to show a name when you dial a number. Your address book is read on the phone and is not uploaded. When you call or text someone, only that number is sent, to connect the call or message.
Notifications: to tell you about calls, messages and voicemail. A notification may show a caller’s name or a message preview unless you turn previews off.
Location: only for emergency calls, as explained below.

Emergency calling

So that help can find you, your company records an address for each of its sites, and you can set the address where you are working. If you allow location access, the app sends your phone’s position with an emergency call you place through Vocivo, and at no other time. That position and address are passed to your company’s phone provider for the emergency call, shared with the people your company chose to alert, and kept with the record of the emergency call.

Where data is stored

Vocivo-hosted: a company’s workspace is stored in the data centre region it chose when it signed up. Vocivo’s central service keeps only what it needs to route a sign-in: which region a workspace is in, and a keyed hash of each person’s email address.

Self-hosted: a company can run Vocivo on its own server. Its workspace data then stays on that server under the company’s control. Only licence check-ins and the push wake-ups that make phones ring pass through Vocivo.

International transfers

Some of our service providers, including AI, push notification and email providers, may process data in countries other than yours, including the United States. Where the law requires it, we protect those transfers with safeguards such as standard contractual clauses, and we send only the data needed for the task.

How long we keep data

Workspace data (calls, recordings, voicemail, messages, meetings) is kept while the company’s account is open, until a person or an administrator deletes it.
When a company closes its account, we delete or anonymise its workspace data within 90 days, unless the law requires us to keep something for longer.
Diagnostic reports are kept for up to 12 months.
Sign-in, security, emergency-call and billing records are kept as long as needed for security, to resolve disputes and to meet legal and tax obligations.
Website enquiries are kept for as long as we are in touch with you, and then for up to 2 years.

Security

Data travels encrypted between the apps and our servers. Passwords are stored only as one-way hashes, and phone-provider passwords are encrypted. Each company’s data is kept separate from every other company’s, access inside a workspace follows each person’s role, and administrative changes are recorded in an audit trail. No system is perfectly secure; if a breach affects your data, we will tell your company and, where the law requires, you and the authorities. See Security for more.

Your rights

Depending on where you live, you may have the right to access your data, correct it, delete it, receive a copy, object to or restrict some uses, and withdraw consent you gave.

If your employer gave you your account, ask your workspace administrator first: they control the workspace and can correct, export or delete your data, or remove your account. You can also write to info@vocivo.app and we will pass your request to them and help them answer it.
For anything else, including deleting an account you created yourself, write to info@vocivo.app.
In the Vocivo app, you can ask us to delete your account from Settings → Privacy → Delete my account.

We will answer within 30 days and may need to confirm your identity first. You can also complain to your local data protection authority.

Children

Vocivo is a service for businesses and is not meant for anyone under 16. We do not knowingly collect data from children under 16. If you believe a child has given us personal data, contact info@vocivo.app and we will delete it.

Changes to this policy

We will update this page when our practices change and show the new effective date at the top. If a change is significant, we will also tell workspace administrators before it takes effect.

Contact

Privacy questions and data requests: info@vocivo.app.