Who handles your data

This is a factual list of the kinds of company that process data for VolaVoice and where. Our privacy policy sets out the legal terms.

A named list is available to customers on request, and the Data Processing Agreement will include it. Where a supplier handles data outside the United Kingdom, we are putting in place the safeguards UK law requires, such as approved contract terms, and recording them supplier by supplier.

Last reviewed: 2026-10-20

You get the summary

Database provider
Our database: your account, business facts, transcripts, summaries, call records and billing ledger.
What it sees
Everything listed above, at rest.
Where
Being confirmed

Running our app

Hosting provider
Runs our application code: every request, webhook and scheduled job.
What it sees
All data in transit through our app while it is being processed.
Where
United States

Storing your documents

Hosting provider
Stores the documents and logos you upload to your knowledge base.
What it sees
The files you upload.
Where
London, UK

Someone rings your number

Telephone provider
Connects your phone number and carries the call to us.
What it sees
The caller's number, the time of the call, and the live call audio in transit.
Where
United States

Your receptionist answers

Voice AI provider
Runs the live call itself: your receptionist's voice, the transcript and the end-of-call summary.
What it sees
The live audio during the call, the transcript and the summary. This provider keeps its own copy of the transcript and summary under its own retention terms, separate from ours.
Where
United States
AI model provider
Powers what your receptionist understands and says during a call.
What it sees
The conversation, while the call is happening.
Where
United States
Text-to-speech provider
Turns the receptionist's replies into the spoken voice the caller hears.
What it sees
The text of the receptionist's replies, while the call is happening.
Where
Being confirmed
A different voice provider is used only for a language that has been set up specially for a customer.

Speech becomes text

Speech-to-text provider
Turns the caller's speech into text while the call is happening.
What it sees
The live audio during the call.
Where
United States, or another region for some languages
A different speech provider is used only for a language that has been set up specially for a customer.

Backup and sample voices

AI model provider
Powers the backup assistant used when a line is unavailable, and the public sample voices.
What it sees
The conversation, while it is happening.
Where
United States

Browser voice calls

Browser-call audio provider
Carries the voice audio for calls made in a browser: the onboarding test call, the public sample and the website voice assistant.
What it sees
The live audio during a browser call.
Where
United States

Reading your website

AI model provider
Reads your website to learn about your business, and powers the dashboard's playground and website text chat.
What it sees
Your website's public content and any chat messages you send.
Where
United States
Website reading provider
Would read a website in more depth than our own reader can.
What it sees
A website's public content.
Where
United States
Only if we switch this on for a deeper read. Not currently used: production reads websites with our own in-house reader today.

Booking appointments

Calendar provider (when you connect one)
Checks your calendar's free times and books appointments there.
What it sees
Your calendar's free and busy times, and the bookings we make.
Where
United States or the European Union, depending on your calendar account
Only if you connect a calendar. Not available for new connections on the live site yet.

Signing in

Sign-in provider (when you use it)
Lets you sign in to your VolaVoice account with an account you already have elsewhere.
What it sees
Your name and email address, as held by the account you sign in with.
Where
United States or the European Union, depending on your account
Only if you choose to sign in this way. Not switched on yet.

Protecting the demo

Bot-protection provider
Checks that a person, not a script, is using the demo's email step.
What it sees
A browser check result and the visitor's IP address.
Where
Being confirmed
Only when the demo's email check is switched on.

Emailing you the outcome

Email provider
Sends the transactional and notification emails you receive, which may include a caller's name, number or message.
What it sees
The content of the email we send you.
Where
Being confirmed

Contacting us

Business mailbox provider
Receives the emails you send us: enquiries, support and data-rights requests.
What it sees
The content of the emails you send us.
Where
Being confirmed

Billing

Payments provider
Processes billing. Your card details never reach us directly.
What it sees
Billing information; never your full card number.
Where
European Union or United States (exact entity being confirmed)

Understanding site visits

Hosting provider
Counts page views on our website without cookies, so we can tell whether visitors become customers.
What it sees
Anonymous page-view counts.
Where
United States

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