Privacy Policy

1. Overview

ExtenVox is an application and brand owned and operated by AstSer Integrated Solutions LLC. ExtenVox provides AI-powered call answering, message capture, appointment scheduling, call transfer, transcription, summaries, and related communication services for businesses. In this Policy, “ExtenVox,” “we,” “us,” and “our” refer to AstSer Integrated Solutions LLC and its ExtenVox service, and “Services” means our websites, applications, telephone services, and related support.

By using the Services, you acknowledge the practices described in this Policy. If you use ExtenVox on behalf of a business or other organization, you represent that you are authorized to act for that organization.

2. Scope and privacy roles

This Policy applies to information collected through ExtenVox websites and Services. It does not apply to third-party websites, services, or integrations that maintain their own privacy policies.

For account, billing, website, and direct support information, ExtenVox generally determines why and how the information is processed. When we handle call content, caller details, appointments, or business instructions on behalf of an ExtenVox customer, that customer determines the purpose of the processing and ExtenVox processes the information to provide the requested Services.

If you called a business that uses ExtenVox and want to exercise a privacy right concerning that call, contact the business first. We will assist our customer as required by applicable law and our agreement with that customer.

3. Information we collect

Information you provide

• Account and contact information: name, business name, email address, telephone number, login details, and support communications.
• Business configuration: business hours, services, service areas, frequently asked questions, greeting preferences, transfer rules, team contacts, calendar availability, and other instructions used to configure your AI Receptionist.
• Billing information: plan, transaction history, billing address, and limited payment details. Payment card information may be collected directly by our payment processor rather than stored by ExtenVox.
• Integration information: information needed to connect calendars, websites, messaging tools, or other services that you authorize.

Call and communication information

• Caller and recipient telephone numbers, date, time, duration, routing details, and call disposition.
• Audio recordings, transcriptions, summaries, messages, and information a caller provides during a call.
• Names, contact details, service addresses, appointment details, customer questions, lead information, and call transfer activity.
• SMS or email notification content and delivery status when those features are enabled.

Information collected automatically

We may collect IP address, browser and device type, operating system, referring pages, pages viewed, timestamps, diagnostic logs, cookie identifiers, and interactions with our website or Services. We use this information to operate, secure, troubleshoot, and improve the Services.

Mobile app

• Device and installation identifiers: an installation ID generated by the app, device platform and model, app version, and the device identifier used to prevent duplicate free trials.
• Push notification tokens: a Firebase Cloud Messaging token so we can send call, trial, usage and account alerts. Lock-screen notifications do not include caller names or summaries.
• Phone verification: your mobile number and a one-time code sent by SMS (or verified through Firebase Authentication) to confirm you control the number.
• Sign in with Apple, Google or Microsoft: the name, email address and account identifier those providers share with us when you choose to sign in with them. We do not receive your password for those accounts.
• Account deletion in the app: you can delete your account from the app or dashboard. Your account is deactivated right away and can be restored for 30 days; after that, your name, email address, phone number and password are permanently removed from the account record.

Usage, trial and guarantee information

We count answered calls and AI minutes for each account to apply the free-trial limits and our Fair Use Policy, and we count jobs captured (booked appointments and logged service requests) to show your results and to determine eligibility for the 30-day job guarantee. We use this information only to operate the Services and these programs; it is never used to charge overages.

4. How we use information

We may use information to:

• Provide, configure, maintain, and support the Services.
• Answer and route calls, respond to questions, collect lead details, schedule appointments, and send notifications.
• Create recordings, transcripts, summaries, and call records requested by our customers.
• Authenticate users, process payments, administer subscriptions, and calculate usage.
• Monitor performance, prevent spam, fraud, abuse, security incidents, and service disruptions.
• Improve accuracy, reliability, accessibility, and customer experience.
• Communicate about accounts, service changes, security, support, and offers where permitted.
• Comply with law, enforce agreements, and protect the rights and safety of ExtenVox, our customers, callers, and others.

5. Calls, recordings, and AI processing

ExtenVox uses automated systems and artificial intelligence to understand speech, generate responses, follow customer instructions, and produce call records. AI-generated responses and summaries may be incomplete or inaccurate and should be reviewed when a decision requires human judgment.

Calls may be recorded and transcribed when enabled by the business using ExtenVox. Recording and consent laws vary by location. Our business customers are responsible for configuring the Services lawfully, providing required notices, and obtaining any consent required from callers, employees, or other participants. See our Call Recording Disclosure for more information.

AI providers

Live call conversations, website training and some summaries are processed by Google’s Gemini models through Google’s paid Gemini API. Under Google’s terms for paid API services, Google does not use the prompts and responses we send to improve or train its models; Google may retain them for a limited time to detect abuse and comply with law. We do not use your call recordings or transcripts to train our own AI models.

Do not use ExtenVox to collect information that is unnecessary for call handling. Unless ExtenVox has expressly agreed in writing to support a regulated workflow, customers should not configure the Services to collect payment card numbers, government identification numbers, health records, account passwords, or other highly sensitive information.

6. How we disclose information

SMS and opt-in data: We do not sell or share SMS opt-in data, mobile telephone numbers, or SMS consent information with third parties or affiliates for marketing or promotional purposes. This restriction does not prevent us from using service providers solely to deliver and support the messaging services you request; those providers may use the information only to perform those services.

We may disclose information in the following circumstances:

• To the ExtenVox customer: call recordings, transcripts, summaries, caller details, appointments, and messages are made available to the business receiving the call.
• Service providers (subprocessors): Google (Gemini AI, Firebase Cloud Messaging and Authentication, Google Analytics and Tag Manager), Telnyx (phone numbers, calls and SMS), Stripe (payments and billing), Cloudflare R2 (encrypted storage of recordings and audio), our email delivery provider, and our cloud hosting providers process information only to perform services for us. See the full subprocessor list.
• Customer-authorized integrations: we disclose information to calendars, messaging platforms, or other tools when a customer enables the integration.
• Legal and safety purposes: we may disclose information when reasonably necessary to comply with law, legal process, or valid government requests; enforce agreements; or protect rights, property, and safety.
• Business transactions: information may be transferred in connection with a merger, financing, acquisition, reorganization, or sale of all or part of our business, subject to appropriate protections.
• With consent: we may disclose information for another purpose when the relevant person or business authorizes it.

7. Data retention

We retain information for as long as reasonably necessary to provide the Services, maintain business and transaction records, meet contractual commitments, resolve disputes, prevent fraud, and comply with legal obligations. Retention periods vary based on the type of information, account settings, customer instructions, and applicable law.

Default retention: call recordings, transcripts, summaries and call records are kept while the account is active so the business can review them, and are deleted on the business’s request. Account profile information is removed 30 days after an account deletion request, once the restoration window ends. Billing records are kept as long as tax and accounting law requires.

Deleting an account does not necessarily delete information immediately from backups, security logs, records that we must retain, or information held by an integrated third party. Business customers may have their own retention obligations for call records.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No internet, telephone, or storage system is completely secure, and we cannot guarantee absolute security. Customers are responsible for protecting account credentials, limiting access to authorized users, and promptly reporting suspected misuse.

9. Cookies and similar technologies

Our website may use cookies or local storage needed for security, session management, preferences, and site operation. We may also use measurement tools to understand website performance. Browser settings can limit cookies, but blocking necessary cookies may prevent parts of the Services from working.

10. Your choices and privacy rights

Depending on where you live, you may have the right to request access, correction, deletion, or a copy of personal information; object to or restrict certain processing; or appeal a denied privacy request. These rights are subject to verification, exceptions, and limitations under applicable law.

You may update certain account information through your account or contact us. You may unsubscribe from promotional email using the link in the message, but we may continue to send necessary account, billing, security, and service communications.

California and other U.S. state privacy rights

Residents of California and other states with consumer privacy laws may have the right to know the categories and specific pieces of personal information we collect, to correct and delete it, to obtain a portable copy, and to opt out of the sale or sharing of personal information and certain profiling, without discrimination for exercising these rights.

In the last 12 months we collected these categories: identifiers (name, email, phone number, IP address, device and installation IDs); commercial information (plan and billing history); internet activity (website and app usage); audio and electronic information (call recordings and transcripts); professional information (business details); and inferences limited to call classifications such as urgency or lead quality. We use them for the business purposes described in this Policy.

We do not sell personal information for money, and we do not use personal information for targeted advertising based on activity across other companies’ sites. Our website uses Google Tag Manager and Google Analytics to measure site performance; you can block these cookies in your browser or opt out of Google Analytics with Google’s browser add-on. If you believe any of our website measurement could be considered “sharing” under your state’s law, email us and we will treat it as an opt-out request.

To submit a request, email contact@extenvox.com with the subject “Privacy Request.” Tell us your relationship to ExtenVox and the right you want to exercise. We may request information reasonably necessary to verify identity and authority. Authorized agents may submit requests where allowed by law.

11. Children

The Services are intended for businesses and are not directed to children under 18. We do not knowingly invite children to create ExtenVox accounts. If you believe a child provided personal information directly to us, contact us so we can evaluate and address the request.

12. International processing

Information may be processed in the United States and other countries where ExtenVox or its service providers operate. Those locations may have different data protection laws. Where required, we use appropriate safeguards for international transfers.

13. Changes to this Policy

We may update this Privacy Policy as the Services or legal requirements change. We will post the revised Policy on this page and update the “Last updated” date. When required, we will provide additional notice.