Privacy and AI disclosure

Who controls your data

Volapos Ltd (VolaVoice), company number 17253174, controls your account, billing and website-visitor data described on this page. For the callers your receptionist speaks to, you are the controller and we process their data on your behalf (see our terms). If you have a question or a request about it, contact us at support@volavoice.com.

Registered office: 1 Ridgeside Avenue, Brighton, BN1 8WD, England.

How the receptionist behaves

Your receptionist does not impersonate a person. If a caller asks whether they are speaking to an AI, an automated system, a human or a real person, it answers truthfully.

It tells callers it is an AI at the start of each call. This is on by default and you can turn it off in Settings; if you do, it still answers truthfully whenever asked.

What we store

We store the business details, knowledge documents and contact information you give us, together with records of conversations: the time, the duration, the outcome, and, where a transcript or summary is produced, that text. We also store the full phone number of each caller, encrypted, and the orders, bookings and messages the receptionist takes. The business owner, admin and staff roles in your account can see caller numbers. Volapos Ltd staff can see a full number only through an audited records page.

We have built a check against repeat free trials. It would use scrambled (hashed) versions of details such as email, card and network address. It is not yet switched on, and we will update this notice before it is.

The public demo is different: it reads only what your website already shows the public and does not create an account for you. The voice supplier that runs the demo call keeps its own written transcript of the call for a period set by that supplier. The call audio is not recorded.

Access to your organisation's data is restricted by your account and your organisation's membership. Volapos Ltd staff may access data where it is required to operate or support the service.

Deletion and retention

These are the periods we work to:

• Call transcripts and the full caller number: 90 days.
• The basic call record (time, length and outcome): 12 months.
• Saved settings and business details: 30 days after you cancel.
• Billing and audit records: for as long as tax and company law require (normally six years).

Automatic deletion is not yet switched on. The periods above are our policy. Until the automatic job is switched on, we delete by hand when you ask. When the job starts, we will update this page.

Where the product offers a delete action, the item disappears from your account. Some items, such as knowledge documents, are hidden first rather than erased at once, and an uploaded file stays in private storage until we remove it by hand, which we do when you ask. Copies held by our suppliers, emails already sent and backups are not removed at the same moment.

Before you go live

Nothing your receptionist does reaches a real caller until you publish it. If you have questions about how data is handled, raise them with us before you put a receptionist in front of live callers, not after.

Why we use your data, and your rights

We use your account and billing data to provide and bill for the service, which is our contract with you. We use website-visitor data to keep the site working and understand how it is used. You can ask us to access, correct or delete your data, to restrict or object to its use, or to move it, using the contact details below. If you are unhappy with how we handle your data, tell us first at support@volavoice.com. You can also complain to the Information Commissioner's Office (ico.org.uk).

Marketing

We may send marketing by email only, to our own customers, about similar services of ours. You can opt out when you sign up, in Settings, or by emailing support@volavoice.com, and an unsubscribe link will be in every marketing email before any is sent. We have not sent any marketing email yet. We do not use AI or phone calls to market to you.

Messages and calls about your account, billing, onboarding and support (including by an AI agent, where we use one) are service contact, not marketing.

Other things we do

• Website assistant: what you type is sent to our AI service provider so it can write a reply. If you talk to it by voice, a voice supplier handles the call and we receive a transcript and summary by email.
• Contact and enquiry forms: we use your name, email, message and anything else you give us to reply to you.
• “Call Vola”, our own phone line: the receptionist tells you it is an AI. We keep a record of the call, including the number it came from, what was said as text and a summary.
• Page counter: it uses no cookies. We build a daily anonymous visitor code from network address and browser details; the code changes every day, and the address and browser details themselves are not stored. We use the code to credit sign-ups to how people found us, and we store the country, the referring site and any campaign tags. A separate analytics provider (a standard supplier category) also measures page views.
• When you sign up, we keep a scrambled (hashed) version of your network address, to limit abuse. Our policy is to remove it after 30 days. The same scrambled address is also kept with your sign-up consent record as evidence of your consent, for as long as that record is kept; we have not set a shorter period.

Who else handles data

Other companies help us run the service, some outside the United Kingdom. See the suppliers page for the kinds of supplier, what for and where, and our security page for what we can and cannot yet evidence. Some of our suppliers are in the United States. We are documenting the safeguards supplier by supplier and will list them here. If personal data is breached we tell affected customers without undue delay, and the Information Commissioner's Office where we are required to.

Information Commissioner's Office

Volapos Ltd is registered with the Information Commissioner's Office (registration reference ZC263148).

Version 26 October 2026.