Privacy Policy

01Definitions

Data Subject

Individuals whose personal data is collected or processed by Vaani AI.

Personal Information

Information including but not limited to names, emails, phone numbers, IP addresses, and voice data.

Third Party

Entities not controlled by Vaani AI involved in processing data.

Voice Data

Audio data, recordings and their transcripts collected from users.

02Purpose and scope

This Policy explains how your personal information is managed when you visit our website, engage with us digitally, or use our voice AI products and services.

03Information we collect

We may collect:

• Identity information: name, email, contact number, designation, company name;
• Technical data: IP address, device type, browser, operating system, geolocation;
• Usage data: website interactions and behaviour logs;
• Voice data: voice recordings, transcripts and associated metadata;
• Marketing preferences and communication responses.

04Method of collection

Data is collected:

• Directly from forms or communications;
• Automatically through cookies and analytics;
• From the usage of Vaani AI’s products and services;
• Via authorised third-party providers.

05Use of information

We use data to:

• Respond to queries or service requests;
• Improve website functionality and user experience;
• Enhance our voice AI models — only with explicit consent;
• Comply with legal obligations and protect our systems.

06Data sharing and disclosure

We may disclose information to:

• Internal departments or employees on a need-to-know basis;
• Trusted third-party vendors (cloud hosting, analytics, voice transcription);
• Law enforcement or regulatory authorities, if legally required;
• Parties involved in corporate restructuring or asset transfers.

07International transfers

Personal data may be processed or stored outside India (for example, on cloud servers) in accordance with applicable Indian data protection laws. We ensure similar levels of protection for data transferred internationally.

08Data security

We employ industry-standard measures, including:

• Encryption, access controls, and firewalls;
• Regular vulnerability scans and monitoring;
• Documented incident response and data breach procedures.

09Data retention

Your data, including voice recordings, is retained for up to 24 months or as mandated by law, after which it is securely anonymised or deleted.

10Your rights

You may:

• Request access to your personal data;
• Correct inaccurate or incomplete information;
• Withdraw consent for data processing;
• Request deletion or data restriction, subject to legal limitations.

11Cookies and tracking technologies

Cookies are used for tracking sessions, storing preferences, and site analytics. You can manage cookie settings via your web browser, though disabling cookies may affect website functionality.

12Incident response & breach notification

We maintain a documented incident response plan. In the event of a data breach affecting your personal data, we will notify you and the relevant authorities in line with applicable laws.

13Withdrawal of consent

Consent withdrawal requests should be made in writing to our Grievance Officer. Please note this may affect your access to certain features or services.

14Transparency & updates to this Policy

Vaani AI commits to transparent communication. We may periodically update this Policy and will notify users clearly, 15 days prior to any significant changes.

15On-premise deployments

Whenever Vaani AI deploys its solution or product on customer or client premises (VPC, bare metal), the privacy policy of the customer or client takes precedence over Vaani AI’s privacy policies.

16Grievance Officer

In accordance with applicable laws, our designated Grievance Officer is:

For concerns or complaints, please reach out directly to the Grievance Officer.