Privacy Policy

1. Introduction

voicemail.ie ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voicemail service, website, and related applications (collectively, the "Service").

We comply with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Irish Data Protection Act 2018. By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

The data controller responsible for your personal data is voicemail.ie. For any data protection queries, you can contact us at [email protected].

3. Information We Collect

We collect the following categories of personal data:

• Account Information: Name, email address, and password when you create an account.
• Phone Numbers: Your assigned +353 voicemail number(s) and caller phone numbers.
• Voicemail Content: Audio recordings of voicemail messages left by callers, AI-generated transcriptions, summaries, and analysis.
• Usage Data: Information about how you interact with the Service, including login times, features used, and device information.
• Payment Information: For premium subscribers, payment details processed securely by our third-party payment provider. We do not store full credit card numbers.

4. How We Use Your Information

We use your personal data for the following purposes:

• To provide and maintain the voicemail Service, including receiving, storing, and delivering voicemail messages.
• To generate AI-powered transcriptions, summaries, urgency detection, and sentiment analysis of voicemail messages.
• To send notifications (email, WhatsApp) about new voicemail messages.
• To manage your account and provide customer support.
• To process payments for premium features.
• To improve and develop the Service.
• To comply with legal obligations.

5. Legal Basis for Processing

Under GDPR, we process your personal data on the following legal bases:

• Contract Performance: Processing necessary to provide the Service you have signed up for.
• Legitimate Interest: Processing necessary for our legitimate business interests, such as improving the Service and preventing fraud.
• Consent: Where required, we obtain your consent for specific processing activities such as marketing communications.
• Legal Obligation: Processing necessary to comply with applicable laws and regulations.

6. AI Processing

Our Service uses artificial intelligence to transcribe and analyse voicemail messages. This processing is performed to provide core Service functionality (transcription, summaries, urgency detection, sentiment analysis). AI processing is carried out by our sub-processors using secure APIs. Voicemail audio and transcriptions are not used to train AI models.

7. Data Sharing and Third Parties

We may share your personal data with the following categories of third parties:

• Telephony Providers: To provision and manage phone numbers and route calls.
• AI Service Providers: To perform transcription and analysis of voicemail content.
• Hosting Providers: Our infrastructure is hosted in EU data centres.
• Payment Processors: To process subscription payments securely.
• Notification Services: To deliver email and WhatsApp notifications.

We do not sell your personal data to third parties. All sub-processors are bound by data processing agreements that ensure GDPR compliance.

8. Data Storage and Security

All data is stored in EU data centres. We implement appropriate technical and organisational measures to protect your personal data, including 256-bit encryption in transit and at rest, access controls, and regular security audits. Our infrastructure operates on SOC 2 Type II certified platforms.

9. Data Retention

We retain your data as follows:

• Free accounts: Voicemail recordings are retained for 7 days, then automatically deleted.
• Premium accounts: Voicemail recordings and transcriptions are retained for 1 year, then automatically deleted.
• Account data: Retained for the duration of your account. Upon account deletion, all associated data is permanently deleted within 30 days.

10. Your Rights

Under GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data.
• Right to Rectification: Request correction of inaccurate personal data.
• Right to Erasure: Request deletion of your personal data ("right to be forgotten").
• Right to Restriction: Request restriction of processing of your personal data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing of your personal data.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

11. Cookies

We use essential cookies necessary for the functioning of the Service (e.g., session authentication). We do not use tracking cookies or third-party advertising cookies. No cookie consent banner is required as we only use strictly necessary cookies.

12. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete such information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the updated policy.

14. Supervisory Authority

If you are not satisfied with our response to a data protection concern, you have the right to lodge a complaint with the Irish Data Protection Commission (DPC) at www.dataprotection.ie.

15. Contact Us

If you have any questions about this Privacy Policy, please contact us at [email protected].