Privacy Policy

This Privacy Policy describes how Pay Host LLC, a New Mexico limited liability company registered since 2023 ("Pay Host," "we," "us," or "our"), collects, uses, shares, and protects information when you visit our website, request a demo, subscribe to, or use Voiceie, our AI receptionist service for business customers (the "Service").

Pay Host LLC operates Voiceie. When we say "you," we mean the business or authorized representative signing up for the Service. When we refer to individuals who contact your business through Voiceie — such as callers, texters, or people whose appointments are booked — we call them "End Contacts."

Voiceie is a business-to-business service. For information about End Contacts, the Voiceie customer is generally responsible for deciding what information is collected, how it is used, and what notices or consents are required. Pay Host processes that information to provide the Service according to the customer's instructions, our Terms of Service, and applicable law.

1. Information We Collect

1.1 Information you provide

• Account and business information: name, business name, email address, phone number, billing address, job title, and other details you submit when requesting a demo, creating an account, or completing onboarding.
• Service configuration: call routing rules, business hours, on-call schedules, scripts, FAQs, service areas, pricing guidance, calendar availability, CRM credentials or integration settings, and other operational instructions you provide so Voiceie can answer on your behalf.
• Payment information: subscription plan selection and billing details. Payment card data is collected and processed by our payment processor, Stripe, Inc. We do not store full payment card numbers on our servers.
• Communications with us: support requests, onboarding notes, feedback, and email correspondence.

You should not submit highly sensitive, regulated, or unnecessary personal information to Voiceie unless it is required for your intended use, lawful for you to provide, and supported by your plan or written agreement with us.

1.2 Information collected through the Service

• Call and message data: phone numbers, call metadata (time, duration, routing outcome), SMS content, transcripts, summaries, recordings where enabled, booking details, intake notes, transfer events, and other interaction logs generated when End Contacts communicate with Voiceie on your behalf.
• Integration data: information exchanged with third-party tools you connect, such as calendars, CRMs, or field-service platforms, to book appointments, create leads, or sync customer records.
• Usage data: included-minute consumption, overage usage, feature usage, plan limits, and account activity needed to operate, bill, and support the Service.

1.3 Information collected automatically

• Website and device data: IP address, browser type, device type, operating system, referring URLs, pages viewed, and similar technical information.
• Cookies and similar technologies: we may use cookies, local storage, and similar tools to remember preferences, maintain sessions, measure site performance, and improve the website experience. You can control cookies through your browser settings, though some site features may not function properly if cookies are disabled.

2. How We Use Information

We use information for the following purposes:

• Provide, configure, operate, maintain, and improve Voiceie;
• Answer calls and messages, route emergencies, book appointments, transfer calls, and generate transcripts or summaries according to your instructions;
• Process subscriptions, usage-based charges, invoices, and payment-related communications;
• Provide onboarding, customer support, troubleshooting, and service notifications;
• Monitor service quality, prevent fraud, enforce our Terms of Service, and protect the security and integrity of the Service;
• Comply with legal obligations and respond to lawful requests;
• Analyze aggregated or de-identified usage trends to improve reliability and product performance.

We do not sell personal information. We do not use End Contact call content to train public-facing AI models for unrelated products. We may use aggregated, anonymized, or de-identified information to improve reliability, product performance, security, and operations.

3. Legal Bases for Processing (where applicable)

Depending on your location, we process personal information based on one or more of the following: performance of a contract with you; our legitimate interests in operating, securing, and improving the Service; compliance with legal obligations; and, where required, your consent.

4. How We Share Information

We may share information with:

• Service providers and subprocessors that help us deliver the Service, such as telephony carriers, speech-to-text providers, cloud hosting providers, analytics vendors, email delivery services, and payment processors including Stripe;
• AI, automation, and communications providers that help generate responses, transcribe calls, summarize interactions, route communications, or deliver SMS and email messages as part of the Service;
• Integration partners you authorize, such as calendar, CRM, or dispatch platforms connected to your account;
• Professional advisors such as lawyers, accountants, or insurers where reasonably necessary;
• Business transfers in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections;
• Legal and safety purposes when we believe disclosure is required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Pay Host, our customers, End Contacts, or others.

We require service providers to handle information only for authorized purposes and under appropriate contractual safeguards.

5. Your Responsibilities as a Business Customer

Because Voiceie handles communications on behalf of your business, you are responsible for:

• Providing accurate business, routing, and scheduling information;
• Ensuring you have a lawful basis to collect and share End Contact information with us;
• Complying with applicable call recording, SMS, telemarketing, and privacy notice requirements in the jurisdictions where you operate;
• Providing any required notices or obtaining any required consents from End Contacts, including for call recording, automated communications, AI-assisted responses, text messaging, or marketing where applicable;
• Honoring opt-out, do-not-call, deletion, access, and correction requests where required by law and routing End Contact privacy requests to the appropriate business process on your side;
• Not sending us information you are not legally permitted to collect, use, disclose, or process through the Service.

If you need assistance configuring disclosures or consent workflows, contact us at contact@voiceie.com.

6. Data Retention

We retain information for as long as reasonably necessary to provide the Service, fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods may vary by data type. For example:

• Account and billing records are generally retained for the life of the account and for a reasonable period afterward;
• Call logs, transcripts, summaries, and recordings may be retained according to your plan settings, operational needs, and backup cycles;
• Website analytics data may be retained in aggregated form for a shorter period.

When information is no longer needed, we take reasonable steps to delete, anonymize, or securely isolate it. Deletion may not be immediate from encrypted backups, provider logs, billing records, legal holds, fraud-prevention records, or archives maintained for legitimate business, security, or legal purposes.

7. Security

We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure. Please review our Security page for more detail and report concerns to contact@voiceie.com.

8. International Access

Pay Host LLC is based in the United States. If you access the Service from outside the United States, you understand that information may be processed, stored, and accessed in the United States and other countries where we or our service providers operate, which may have different data protection laws than your jurisdiction.

9. Your Privacy Rights and Choices

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of certain personal information, or to object to or restrict certain processing. Business customers may submit privacy requests by emailing contact@voiceie.com. We may need to verify your identity and authority before responding.

End Contacts who wish to exercise privacy rights related to information controlled by a Voiceie customer should contact that business directly. If an End Contact contacts us, we may refer the request to the relevant customer, verify limited information, or take other steps required by applicable law, but we may not be able to respond directly without the customer's involvement.

Residents of certain U.S. states may have additional rights under applicable state privacy laws. We do not discriminate against individuals for exercising privacy rights granted by law.

10. Children's Privacy

Voiceie is a business-to-business service and is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, contact us and we will take appropriate steps to delete it.

11. Third-Party Links and Services

Our website or Service may link to or integrate with third-party websites, apps, or services that have their own privacy policies. We are not responsible for the privacy practices of those third parties.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on this page and update the "Last updated" date above. Your continued use of the Service after the effective date of an updated policy constitutes acceptance of the revised policy, except where further notice or consent is required by law.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact:

Pay Host LLC
Voiceie Privacy
Email: contact@voiceie.com
State of organization: New Mexico, USA