Effective Date: 2025-03-20
Telavox is committed to protecting your privacy and ensuring compliance with the EU AI Act, General Data Protection Regulation (GDPR), and other relevant data protection laws. This Privacy Notice explains how we collect, process, and protect your personal information when using AI-powered services, including AI-driven call transcription, AI meeting assistants, and AI receptionists, leveraging SANA AI, Google Gemini, and Google Vertex AI.
1. Data Collection and Processing
We collect and process personal data when you interact with our AI-powered services, including:
- Call Transcriptions: Audio data from recorded calls processed into text.
- AI Meeting Assistants: Real-time meeting transcriptions, summaries, and action items.
- AI Receptionists: Automated customer interactions, call routing, and appointment scheduling.
- Metadata: Timestamps, speaker details, and conversation summaries.
We adhere to data minimization principles, ensuring collected data is only used for the stated purposes and anonymized where possible.
2. Purpose of AI Processing
Our AI-driven services apply machine learning algorithms to generate transcripts, assist with meetings, and optimize customer interactions. Specifically:
- Call Transcription: Converts recorded conversations or real-time calls into text, enabling documentation, compliance, training, and customer insights.
- AI Meeting Assistants: Provide smart summaries, real-time transcriptions, and action item tracking for enhanced productivity.
- AI Receptionists: Handle incoming customer queries, automate scheduling, route calls, and provide 24/7 assistance.
3. Lawful Basis for Processing
Our AI-powered applications process personal data under these legal bases:
- User Consent – Where explicit permission is required for recorded call transcription or meeting transcripts.
- Legitimate Interest – To enhance service efficiency, customer support, and internal business operations.
- Contractual Necessity – For businesses using AI-assisted tools as part of their service agreements.
4. Transparency & Explainability
We ensure transparency in AI-powered transcription, meeting assistance, and reception services by:
- Notifying users when AI is processing audio conversations or generating transcripts.
- Providing explainability features, such as word-by-word accuracy tracking and speaker differentiation.
- Allowing human oversight for AI-generated meeting summaries and customer interactions.
5. Data Retention & Security
- Call and meeting transcripts are not stored beyond the required retention period, and personally identifiable data is anonymized where applicable.
- AI receptionist interactions are logged securely, with the option for businesses to encrypt or delete stored exchanges.
- AI cloud services (e.g., Google Gemini, Google Vertex AI) apply enterprise-grade encryption, access control, and compliance policies.
6. User Rights & Opt-Out Mechanism
You have the following rights under GDPR and AI Act compliance:
- Opt-Out of AI Transcriptions & Recordings – Request not to have calls or meetings transcribed.
- Access, Amend, or Delete AI-Generated Transcripts – Review and correct information processed by AI.
- Human Review of AI-Decided Actions – Request manual intervention where AI influences decisions.
To exercise these rights, contact us at privacy@telavox.com
7. AI Risk & Compliance Statement
We comply with the EU AI Act by:
- Classifying AI transcription and receptionist tools in line with AI risk assessments.
- Implementing necessary transparency obligations, ensuring users are informed when interacting with AI-generated outputs.
- Providing businesses with governance frameworks for high-risk AI applications, such as customer call analysis.
