KaiVox AI ("KaiVox AI", "we", "us", or "our") operates the KaiVox AI platform — an AI-powered business front desk SaaS available at kaivox.tech and its subdomains.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. By accessing or using KaiVox AI, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.
Summary: We collect data to run the platform. We share minimal data with third-party providers required to deliver our service. We do not sell your personal data to anyone.
When your callers and customers interact with KaiVox AI, we store on your behalf:
You are the Data Fiduciary (controller) for your customers' data. We act as your Data Processor under the Digital Personal Data Protection Act, 2023 and process it only on your instructions. You are responsible for giving your customers a notice and having their consent, or another lawful ground, before sharing their data with us. For your own account data (section 2.1) KaiVox is the Data Fiduciary.
We do not store card numbers. All payment processing is handled by Razorpay, which is PCI DSS compliant. We only receive payment confirmation tokens.
See our Cookie Policy for full details.
Legal basis: Under the DPDP Act we process your account data on the basis of your consent, given when you create your account (we record the date, the version of this notice and your IP address), and for certain legitimate uses such as complying with law and preventing fraud. We use your data only for the purposes listed above.
We share data with the following providers solely to deliver our service. Each is bound by their own data processing agreements and privacy policies:
| Provider | Purpose | Data Shared |
|---|---|---|
| AI language & speech providers | AI conversation, speech recognition, the AI’s voice, call summaries and sentiment analysis | Call audio, transcripts, conversation context |
| Telephony provider | India voice call routing (phone numbers) | Phone numbers, call metadata |
| Razorpay | India payment processing | Billing info (no card numbers stored by us) |
| Cloud hosting provider | Web hosting and server infrastructure | All platform data (encrypted at rest) |
We do not sell your data to any third parties. A named list of our current providers is available on request from our grievance contact. We do not share your data for advertising purposes.
Transfers outside India: Some of these providers (in particular our AI language and speech providers) may process data on servers outside India. We transfer data only as needed to deliver the service and only to countries the Government of India has not restricted under the DPDP Act.
KaiVox AI may record and transcribe calls handled by the AI receptionist. These recordings and transcripts are used to:
Tenant responsibility: As a KaiVox AI subscriber, you are responsible for informing your callers that calls may be recorded and processed by AI, in accordance with the laws of your jurisdiction (e.g. the Indian Telegraph Act, TRAI regulations, or applicable state wiretapping laws in your country). KaiVox AI provides the technical infrastructure; compliance with call recording consent laws is your responsibility.
An owner can close their account from Billing → Close my account. Service stops at the end of the paid month; 90 days later we permanently erase personal data (customers, call transcripts and summaries, messages, staff, profile, uploaded files) and anonymise the people who signed in. We keep only what the law requires: payment and ledger records (7 years), bookings without names or numbers (3 years), the sign-in consent record, and the security log (12 months). Erasure sooner than 90 days can be requested from the Grievance Officer below.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
To exercise any of these rights, email us at: legal@kaivox.tech. We will respond within 30 days.
If you are a caller or customer of one of our business customers: that business decides why your data is used, so please contact them first. We will help them respond to your request.
Despite our efforts, no internet-based service can guarantee 100% security. In the event of a data breach affecting your personal data, we will notify the affected people and, where required, the Data Protection Board of India, without undue delay and within 72 hours of becoming aware of it, as required by the DPDP Act, GDPR and applicable law.
KaiVox AI accounts are not intended for anyone under the age of 18. We do not knowingly collect personal information from children for our own purposes. If a business customer (for example a school) uses KaiVox to handle calls that involve children's data, that business is responsible for obtaining verifiable parental consent as the DPDP Act requires. If you believe a child has provided us with personal data, please contact us at legal@kaivox.tech and we will delete it promptly.
This Privacy Policy is governed by the laws of India, including the Information Technology Act 2000, the Digital Personal Data Protection Act 2023 (DPDP Act), and any applicable rules thereunder. Disputes arising out of or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of courts in India.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by email (to the address on your account) and update the "Last updated" date at the top of this page.
Continued use of KaiVox AI after changes are posted constitutes acceptance of the updated policy. We encourage you to review this page periodically.
This policy was last updated: 07 October 2026