Terms of service

Who you are contracting with

These terms govern your use of VolaVoice, operated by Volapos Ltd, registered in England and Wales (17253174). By creating an account you agree to use the service lawfully.

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

What you are responsible for

You provide the business information and knowledge your receptionist uses, and you are responsible for keeping it accurate and for what it tells your callers. Publishing is your action: nothing your receptionist says reaches a real caller until you publish it.

Trials and charges

Free trial voice minutes are provided per organisation and are counted on our servers. We may end a trial that is being used in a way that is clearly abusive. Where a plan is charged, the price and the included minutes are the ones shown on our pricing page at the time you subscribe.

What the receptionist is not for

The receptionist is not for emergency calls. Callers who need the emergency services should call 999 or 112 directly. It does not give medical, legal or financial advice. Please do not ask callers to read out card numbers or other payment details by voice.

Your responsibilities

You are responsible for telling callers that an AI answers where the law or our settings require it. By default the receptionist says it is an AI at the start of every call. You can switch that off, and if you do, telling callers is your job.

You are responsible for the recording, consent and marketing-contact rules that apply to how you use the service, for example the Privacy and Electronic Communications Regulations (PECR). You are also responsible for the accuracy of the greeting, knowledge and settings you approve and publish. Do not upload personal data that you may not share with us.

Charges and cancelling

The free trial lasts 14 days and includes up to 150 minutes. It starts when your phone number is connected. Your first charge is taken when your 14 days end unless you cancel before then; using all 150 minutes never brings the charge forward (calls are forwarded to your own number until the plan starts). Plans are monthly. If a price changes, we tell you at least 30 days before it takes effect, and you can cancel before then.

Cancelling is a request that we carry out: you can request cancellation from Billing or email support@volavoice.com. Cancellation takes effect at the end of the period you have paid for, or at the end of the trial if you cancel during it, with nothing charged.

How well the service works

We provide the service with reasonable skill and care. We do not promise it will be uninterrupted or error-free. AI can make mistakes, and bookings and orders are requests that the business confirms. Our service-level and liability terms are being prepared and are not yet set out here.

Please review important conversations yourself. The product is designed so you can see what the receptionist said.

Prices and tax

No VAT is added. We are not VAT registered. If that changes, we will tell you in advance, before any VAT is added to a charge, and show our VAT number on invoices from that date. Your invoices are available on the Billing page.

Data protection roles

For the people who call your receptionist, such as their names, numbers, the content of their calls and any transcripts or summaries, you decide why and how the data is used and Volapos Ltd processes it on your behalf and on your instructions. You are the controller and we are the processor. For your own account, billing and website-visitor data, Volapos Ltd is the controller, as our privacy policy explains.

A separate Data Processing Agreement is being prepared. Until it is available, these terms set out how we process your callers' data: only on your instructions, kept confidential, protected as described below, and deleted by hand when you ask. Ask us at the address at the bottom of this page and we will send the agreement as soon as it is ready.

Security measures

We protect the service in these ways today. Connections to our website are encrypted, and plain http requests are redirected to the secure address. Each organisation's data is separated by account, and documents you upload are held in private storage. Credentials for tools you connect are encrypted before we store them, and our own secrets are kept in our hosting platform, not in our code. Our staff need a two-step sign-in to reach admin tools. Requests from our telephone, payment and email partners are checked for a valid signature before we act on them, and repeated requests are ignored. We limit repeated sign-in attempts and other automated requests, and we restrict what our website reader can fetch. Caller phone numbers are stored encrypted. The business owner, admin and staff roles in your account can see them; our own staff can see a full number only through an audited records page. Your receptionist does not record call audio.

We do not yet offer two-step sign-in for customer accounts, and we do not hold an independent security certification. We will not describe the service as certified or as compliant with any standard until we can show it.

If personal data is breached

If we become aware of a personal data breach affecting data we process for you, we will tell you without undue delay, with what we know at the time and updates as we learn more, so you can decide whether you must report it to the Information Commissioner's Office (normally within 72 hours of you becoming aware) or to the people affected. Where we are the controller, we will make those reports ourselves.

Suppliers and international transfers

We use other companies to run parts of the service, and some process data outside the United Kingdom, including in the United States. Our suppliers page lists the kinds of supplier we use, what each kind does and where it operates. Ask us at the address at the bottom of this page for the names of the suppliers that handle your callers' data. We aim to update that page before we add a supplier that handles your callers' data. Transfer safeguards are being documented supplier by supplier and are not listed here until they are confirmed.

Keeping and deleting data

Our privacy notice sets out the periods we keep data for. You can download your calls and orders from your dashboard. Automatic deletion after those periods and a self-service delete button are planned but not yet live: until they are, we delete your data by hand when you ask at support@volavoice.com, and the periods in the privacy notice apply once automatic deletion is switched on.

Information Commissioner's Office

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

Liability

We do not exclude or limit liability that the law does not allow us to exclude or limit, including for death or personal injury caused by negligence, or for fraud.

Changes to these terms; governing law

We will give you at least 30 days' notice by email of material changes to these terms, and you can cancel before they apply. These terms, our privacy notice and any data processing agreement we sign with you are the whole agreement between you and Volapos Ltd for the service. They are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Contact and complaints

Contact us at support@volavoice.com. If you have a concern about how we handle personal data, contact us first. You can also complain to the Information Commissioner's Office (ico.org.uk).

Version 26 October 2026.