Privacy Policy

Last Updated: September 5, 2026

Ergvoxi (“Ergvoxi”, “we”, “us”, or “our”) respects your privacy and is committed to protecting the information entrusted to us.

This Privacy Policy explains how we collect, use, store, process, and protect information when you visit our website, use the Ergvoxi platform, create an account, or interact with services powered by Ergvoxi.

By using our website or services, you acknowledge the practices described in this Privacy Policy.

1. About Ergvoxi

Ergvoxi is an AI-powered communication and appointment automation platform designed to help organizations manage customer interactions, answer questions, handle appointment-related requests, and automate parts of their communication workflow.

Organizations using Ergvoxi may configure the platform with their own information, including frequently asked questions, documents, media, provider information, availability, and appointment-related information.

Where an organization uses Ergvoxi to process information relating to its customers, patients, clients, students, or other individuals, that organization may determine the purposes and means of processing such information.

2. Information We Collect

Depending on how you interact with Ergvoxi, we may collect the following categories of information.

2.1 Account and Organization Information

When an organization or user creates an Ergvoxi account, we may collect information such as:

  • Name
  • Email address
  • Organization name
  • Account credentials
  • Contact information
  • Organization configuration and preferences
  • Subscription or plan information
  • Information provided during onboarding

We use this information to create and manage accounts, provide the service, communicate with users, and maintain platform security.

2.2 User and Staff Information

Organizations may create accounts for authorized staff members.

This may include:

  • Name
  • Email address
  • Role or permissions
  • Organization association
  • Login and authentication information
  • Account activity associated with use of the platform

Access to organization data is controlled according to the roles and permissions configured within the platform.

2.3 Organization-Provided Content

Organizations may provide information to Ergvoxi to configure and operate their AI and communication services.

This may include:

  • Frequently asked questions and answers
  • Text content
  • Documents and PDFs
  • Images
  • Audio files
  • Provider information
  • Services offered by the organization
  • Availability information
  • Appointment-related configuration
  • Other knowledge-base or operational information

This information is used to configure the organization’s Ergvoxi experience and provide responses to users interacting with that organization’s services.

2.4 Voice Calls and Conversations

Where an organization enables voice or conversational services, Ergvoxi may process information associated with those interactions.

Depending on the configuration of the service, this may include:

  • Telephone numbers
  • Call metadata
  • Call timestamps
  • Conversation messages
  • Voice or audio data
  • Transcribed conversation content
  • Appointment-related information
  • Information voluntarily provided by the caller

The availability and nature of call recording, transcription, storage, and processing may depend on the organization’s configuration and the underlying communication services used.

2.5 Appointment Information

When Ergvoxi is used for appointment-related functionality, we may process information such as:

  • Provider information
  • Appointment date and time
  • Appointment status
  • Booking or cancellation information
  • Information supplied by the person requesting the appointment

Organizations are responsible for ensuring that the information they collect and process through Ergvoxi is appropriate for their intended use and complies with applicable laws and regulations.

2.6 Technical and Usage Information

When you access our website or platform, certain technical information may be collected automatically.

This may include:

  • IP address
  • Browser type
  • Device information
  • Operating system
  • Pages or features accessed
  • Login activity
  • Date and time of requests
  • Error and diagnostic information
  • Security-related logs

We use this information to operate, secure, troubleshoot, monitor, and improve our services.

3. How We Use Information

We may use information we collect to:

  • Provide and operate Ergvoxi services
  • Create and manage user accounts
  • Authenticate users
  • Provide organization-specific AI and communication functionality
  • Process appointments and related requests
  • Process knowledge-base content
  • Respond to customer support requests
  • Maintain and improve platform reliability
  • Detect and prevent unauthorized access, abuse, fraud, or security incidents
  • Diagnose technical problems
  • Communicate important service-related information
  • Manage subscriptions and billing where applicable
  • Comply with legal and regulatory obligations

We do not use customer-provided content for purposes unrelated to providing or improving the services unless permitted by the applicable agreement, authorized by the customer, or required by law.

4. AI and Automated Processing

Ergvoxi uses artificial intelligence and automated technologies to provide certain platform capabilities.

Depending on the services enabled by an organization, these technologies may be used to:

  • Understand user questions
  • Retrieve relevant organization-provided information
  • Generate responses
  • Process conversational interactions
  • Assist with appointment-related requests
  • Process voice conversations and transcriptions
  • Perform automated workflow actions

AI-generated responses may not always be completely accurate. Organizations using Ergvoxi are responsible for reviewing and configuring their services appropriately for their particular use case.

Where an organization uses Ergvoxi in a context involving sensitive or important decisions, the organization remains responsible for determining whether additional human review or other safeguards are required.

5. Voice and Telephony Services

Ergvoxi may integrate with third-party telecommunications and voice service providers to enable telephone-based communication.

When you interact with an Ergvoxi-powered telephone service, information necessary to establish and operate the call may be processed by Ergvoxi and relevant telecommunications providers.

This may include:

  • Telephone numbers
  • Call metadata
  • Audio streams
  • Transcriptions
  • Conversation information
  • Call status information

The specific information processed depends on the organization’s configuration and the functionality being used.

Organizations using Ergvoxi are responsible for providing any notices and obtaining any consents required by applicable law for recording, transcription, or other processing of telephone conversations.

6. How Organization Data Is Processed

Ergvoxi is primarily a platform that organizations use to provide AI-powered communication and automation services.

An organization may upload or provide information to Ergvoxi and may allow individuals to interact with that information through the organization’s Ergvoxi-powered services.

For example, an organization may provide:

“Our office is open Monday through Saturday.”

or configure provider availability and appointment information.

When an individual asks a question through that organization’s Ergvoxi service, the platform may process the question together with relevant organization-provided information to generate a response.

The organization using Ergvoxi is generally responsible for determining what personal information it collects through the platform and why it collects that information.

If you have interacted with an organization using Ergvoxi and have questions about information collected during that interaction, you should generally contact that organization first.

7. Third-Party Service Providers

To provide Ergvoxi, we may use carefully selected third-party infrastructure, technology, communication, hosting, AI, analytics, email, payment, and other service providers.

These providers may process information on our behalf where necessary to provide their services.

Depending on the functionality being used, third-party providers may include services supporting:

  • Cloud and application infrastructure
  • Database and data storage
  • AI and machine-learning processing
  • Voice and telecommunications
  • Email delivery
  • Payment processing
  • Authentication and security
  • Monitoring and diagnostics

Third-party providers may have their own privacy policies and terms governing their services.

We seek to use providers appropriate for the services they provide and limit access to information to what is reasonably necessary for those services.

8. Information Sharing

We do not sell personal information as a standalone product.

We may disclose information:

  • To service providers that help us operate Ergvoxi
  • To authorized personnel within the relevant organization
  • When necessary to provide a requested service
  • When required by law, regulation, legal process, or governmental request
  • To protect the rights, security, and property of Ergvoxi, our users, or others
  • To investigate fraud, abuse, security incidents, or violations of our terms
  • In connection with a merger, acquisition, financing, restructuring, or sale of all or part of our business, subject to applicable legal requirements

We do not authorize third parties to use customer information for unrelated purposes merely because that information is processed through Ergvoxi.

9. Data Security

We take reasonable technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, loss, or destruction.

These measures may include:

  • Authentication and access controls
  • Role-based access controls
  • Secure application architecture
  • Protected API endpoints
  • Security monitoring and logging
  • Restricted access to production systems
  • Secure transmission of information where supported
  • Operational and infrastructure security controls

However, no internet-based service or electronic storage system can be guaranteed to be completely secure.

Users and organizations are also responsible for protecting their account credentials and ensuring that access is granted only to authorized individuals.

10. Data Retention

We retain information for as long as reasonably necessary to:

  • Provide the requested services
  • Maintain active accounts
  • Meet contractual obligations
  • Resolve disputes
  • Maintain appropriate business and security records
  • Comply with legal obligations
  • Enforce our agreements

Retention periods may vary depending on the type of information, the service configuration, and the organization’s requirements.

Where an organization controls the relevant customer data, retention and deletion may also be governed by the agreement between Ergvoxi and that organization.

11. Data Deletion

Depending on the type of account and information involved, users or organizations may request deletion of information associated with their account.

Requests may be subject to:

  • Verification requirements
  • Contractual obligations
  • Legal retention requirements
  • Security and fraud-prevention requirements
  • Technical limitations associated with backups or disaster-recovery systems

Where information must be retained to satisfy a legal or legitimate business requirement, we may retain it for the applicable period before securely deleting or anonymizing it.

12. Cookies and Similar Technologies

Our website and application may use cookies and similar technologies to provide essential functionality and improve the user experience.

These technologies may be used for purposes such as:

  • Authentication and session management
  • Security
  • Remembering preferences
  • Understanding website usage
  • Diagnosing technical problems
  • Improving our services

You can configure your browser to restrict or disable certain cookies. Some functionality may not operate correctly if essential cookies are disabled.

13. Communications

We may send service-related communications such as:

  • Account verification emails
  • Password or account recovery messages
  • Security notifications
  • Service announcements
  • Important operational notices
  • Support communications

Where permitted by applicable law, we may also send information about Ergvoxi products or services. You may be able to opt out of non-essential marketing communications.

Service and security-related communications may continue where necessary to operate your account.

14. Your Privacy Rights

Depending on your location and applicable law, you may have rights regarding your personal information.

These rights may include:

  • Requesting access to personal information
  • Requesting correction of inaccurate information
  • Requesting deletion of personal information
  • Requesting restriction of certain processing
  • Objecting to certain processing
  • Requesting portability of information where applicable
  • Withdrawing consent where processing is based on consent

The availability of these rights depends on applicable law and the circumstances of the processing.

If you use Ergvoxi through an organization, that organization may control the relevant personal information. In such cases, you may need to contact the organization directly to exercise your rights.

You may also contact Ergvoxi where appropriate, and we will work with the relevant organization when necessary to address your request.

15. International Data Processing

Depending on the infrastructure and third-party services used to provide Ergvoxi, information may be processed or stored in countries other than the country in which you are located.

Where required by applicable law, we take appropriate steps to support lawful international transfers of personal information.

16. Children’s Privacy

Ergvoxi is primarily designed for organizations and their authorized users.

Our services are not intentionally designed to collect personal information directly from children.

If you believe that a child has provided personal information to Ergvoxi without appropriate authorization, please contact us so that we can review the situation and take appropriate action.

17. Organization Responsibilities

Organizations using Ergvoxi are responsible for:

  • Providing appropriate privacy notices to their users and customers
  • Obtaining required consents where applicable
  • Ensuring that information provided to Ergvoxi may lawfully be processed
  • Configuring the platform appropriately
  • Managing authorized users and access permissions
  • Ensuring that their use of AI and automated services complies with applicable laws
  • Responding to privacy requests relating to information they control

Ergvoxi provides technology and infrastructure to support these activities but does not replace an organization’s own legal, privacy, or regulatory responsibilities.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

  • Our services
  • Technology
  • Legal or regulatory requirements
  • Business operations
  • Privacy practices

When we make changes, we may update the “Last Updated” date at the top of this page.

Where required by applicable law, we will provide additional notice of material changes.

19. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or the information we process, please contact us.

Ergvoxi

Email: contact@ergvoxi.com

Website: www.ergvoxi.com/contact

Address: JATIN’s PHP SOFT SOLUTIONS PLOT NO. C157, The Groove, Industrial focal point, Phase7,MOHALI, SAS Nagar, Punjab, 160055

For privacy requests relating to services provided by an organization using Ergvoxi, we may direct you to contact that organization where it is the party responsible for the relevant personal information.

20. Effective Date

This Privacy Policy is effective as of September 5, 2026.

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