1. Introduction

Retone ai ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI voice agent platform and related services (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We may collect personally identifiable information that you voluntarily provide, including:

Name and contact information (email address, phone number)
Account credentials (username, password)
Billing information (payment card details, billing address)
Business information (company name, industry, role)
Communication preferences

2.2 Voice Data

As a voice AI platform, we process voice data which is considered Personally Identifiable Information (PII) under GDPR and personal information under CCPA. This includes:

Voice recordings from AI agent interactions
Transcripts of voice conversations
Voice cloning data (with explicit consent)
Call metadata (duration, timestamps, phone numbers)

2.3 Automatically Collected Information

When you access our Service, we automatically collect certain information, including:

Device information (browser type, operating system, device identifiers)
Log data (IP address, access times, pages viewed)
Usage data (features used, interactions with the Service)
Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, maintain, and improve our Service
To process transactions and send related information
To create and manage your account
To train and improve our AI voice agents (with your consent)
To provide customer support and respond to inquiries
To send promotional communications (with your consent)
To detect, prevent, and address technical issues or fraud
To comply with legal obligations

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal basis for collecting and using your personal information depends on the specific context:

Consent: We process voice data and use cookies based on your explicit consent
Contract: We process data necessary to perform our contract with you
Legitimate Interests: We process data for our legitimate business interests, such as improving our Service
Legal Obligation: We process data to comply with applicable laws

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Account data: Retained while your account is active and for 30 days after deletion
Voice recordings: Retained for 90 days unless you request earlier deletion
Call transcripts: Retained for 1 year for analytics purposes
Billing records: Retained for 7 years for tax and legal compliance

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

Encryption of data in transit (TLS 1.3) and at rest (AES-256)
Regular security audits and penetration testing
Access controls and authentication mechanisms
Employee training on data protection
Incident response procedures

7. Your Rights

7.1 GDPR Rights (EEA Residents)

If you are a resident of the European Economic Area, you have the following rights:

Right to Access: Request copies of your personal data
Right to Rectification: Request correction of inaccurate data
Right to Erasure: Request deletion of your personal data
Right to Restrict Processing: Request limitation of processing
Right to Data Portability: Request transfer of your data
Right to Object: Object to processing of your personal data
Right to Withdraw Consent: Withdraw consent at any time

7.2 CCPA Rights (California Residents)

If you are a California resident, you have the following rights under the CCPA/CPRA:

Right to Know: Request disclosure of personal information collected
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt out of the sale or sharing of your personal information
Right to Non-Discrimination: Not be discriminated against for exercising your rights
Right to Correct: Request correction of inaccurate personal information

8. Voice AI Specific Disclosures

When using our AI voice agents, please be aware of the following:

Callers will be informed at the start of each call that they are interacting with an AI voice agent
Call recordings are made with consent and stored securely
Voice data may be used to improve AI performance (with opt-out available)
We do not use voice data to create biometric profiles without explicit consent
Voiceprints created for voice cloning are subject to enhanced protection

9. Third-Party Services

We may use third-party services that collect, monitor, and analyze data. These third parties have their own privacy policies addressing how they use such information. Our third-party service providers include:

Cloud hosting providers (for data storage)
Payment processors (for billing)
Analytics services (for usage analytics)
Communication services (for email and notifications)

10. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission for transfers outside the EEA.

11. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Email: contact@retoneai.com
Data Protection Officer: privacy@retoneai.com

For GDPR-related inquiries, you also have the right to lodge a complaint with your local data protection authority.

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