Privacy Policy

This policy applies when NOX LLC determines why and how information is processed, including website visits, account administration, sales, billing, support, security, and product analytics.

For production calls handled on behalf of a customer firm, the firm generally determines the purpose, call flow, notices, retention, and permitted use of caller information. VoiceOrbit processes that information as a service provider under the customer agreement and the firm’s instructions.

We collect account and business information you provide, such as names, firm details, contact information, login credentials, practice areas, directories, routing rules, business hours, existing-customer records, integration requests, and support communications.

When the phone service is used, we may process caller and destination numbers, timestamps, call duration, routing outcomes, audio in transit, transcripts, recordings when enabled, summaries, intake fields, tool actions, messages, and disposition or quality-review data.

We collect subscription, invoice, plan, usage, and payment-status information. Stripe processes payment-card details; VoiceOrbit does not store complete card numbers or card security codes.

We also collect limited device, browser, network, request, authentication, security, cookie, and product-analytics information. Marketing analytics may include a random browser-session identifier, page path, selected plan or scenario, campaign parameters, referring hostname, and named actions. We do not intentionally send form contents, call audio, or transcripts to marketing analytics.

We use information to provide and secure accounts; configure and operate call answering, intake, routing, summaries, notifications, billing, and support; provision phone numbers; connect approved integrations; troubleshoot failures; prevent abuse; measure service usage; improve reliability; and comply with law.

We may use aggregated or de-identified information to understand performance and improve the service when it cannot reasonably identify a person or customer.

We do not sell personal information. We do not share mobile information or SMS consent with third parties for their own marketing. VoiceOrbit does not currently send customer SMS summaries; any future US application-to-person messaging will be enabled only after applicable registration and consent controls are in place.

We use vendors that help provide the service, including OpenAI for AI processing, Twilio for telephony and phone-number services, SendGrid for email, Stripe for billing, PostHog for privacy-limited analytics, and hosting, database, monitoring, and security providers. They may process information for us subject to their terms, security commitments, and our agreements.

Information may also be disclosed when a customer directs an integration or transfer, when required by law or valid process, to investigate misuse or protect rights and safety, or in connection with a merger, financing, acquisition, or sale of assets subject to appropriate protections.

Public demos are for evaluation with a firm’s public website and fictional caller details. Do not submit privileged communications, real case details, medical records, payment-card data, government identifiers, credentials, or information you are not authorized to provide.

Customer firms decide what categories of information their production workflows request. Firms should configure intake to collect only what is necessary and lawful for their purposes.

We retain information for as long as reasonably needed to provide the service, satisfy the selected plan and customer instructions, maintain security and audit records, administer billing, resolve disputes, and comply with law. Current plan retention periods apply to ordinary call records unless a customer agreement states otherwise.

Demo access capabilities expire, but limited demo, sales, security, and troubleshooting records may remain until no longer needed. Deletion from active systems may not immediately remove information from backups, legal holds, or records we must retain.

We use necessary cookies for authentication, security, and session continuity. We may use PostHog cookies or browser storage for named product and funnel events. Advertising cookies and session replay are not part of our current implementation. See our Cookie Policy for details.

We use administrative, technical, and organizational safeguards intended to protect information, including access controls, firm scoping, protected demo capabilities, request throttling, provider-signature validation, restricted website fetching, and minimized routine logging. No system can guarantee absolute security.

VoiceOrbit and its providers may process information in the United States and other countries. Where applicable, transfers are handled using contractual or other lawful mechanisms.

Depending on your location and our role, you may request access, correction, deletion, portability, or restriction of certain information, or object to certain processing. A caller whose data was handled for a customer firm should usually contact that firm first because the firm controls the call workflow and record.

We may need to verify identity and authority before fulfilling a request. Applicable law may permit or require us to deny or limit a request.

We may update this policy as the service or law changes. The revised effective date will appear above, and material changes may be communicated through the service or by email when appropriate.

Contact NOX LLC at support@voiceorbit.io for privacy questions or requests.