Last updated: August 27, 2025

Botmedica Ltd, trading as NovaVoiceRealty (“Company,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, and share your information when you use our AI voice agent platform, website, and related services (the “Service”). This Privacy Policy applies to both (i) Clients who use our Service, and (ii) End Users (callers) whose data may be processed through the Service on behalf of Clients.

By using the Service, you agree to the practices described in this Policy.

1. Information We Collect

We collect the following types of information:

a. Account & Subscription Information

• Name, company name, email address, phone number, billing address, payment details
• Subscription plan type, trial participation, and account activity

b. Call & Audio Data

• Inbound and outbound call recordings (if enabled)
• Caller ID, call metadata (time, date, duration, participants)
• AI-generated transcripts of calls
• Voice interaction logs for troubleshooting and service improvement
• Call and audio data may be considered ‘sensitive personal information’ under certain US state privacy laws. We do not use such data for cross-context targeted advertising or profiling, or other purposes unrelated to providing the Service, except where instructed by the Client or permitted with appropriate consent.

c. Integration Data

• Data from linked third-party integrations (e.g., Twilio, Google, OpenAI, CRM and calendar services)
• API keys, configuration settings, and linked account identifiers

d. Technical & Usage Data

• Device type, browser, operating system
• IP address, approximate location
• Log files, error reports, and performance metrics

2. Cookies

We use cookies only where strictly necessary to operate and secure the Service. We do not use cookies for analytics, advertising, or other non-essential purposes.

3. How We Use Your Information

We process your information for:

• Service Delivery: Enabling AI voice calls, telephony, CRM/calendar syncing
• Account Management: Processing payments, managing subscriptions and trials
• Call Recording & Transcription: Creating and storing recordings/transcripts (only where legally permitted)
• Improving the Service: Enhancing AI accuracy, fixing bugs, and optimizing integrations
• Compliance: Meeting legal obligations, resolving disputes, enforcing our Terms.
• AI and Data: We do not use Client audio or call data to train AI models without the Client’s explicit consent. AI training for improvement is conducted only on de-identified or synthetic data, unless otherwise agreed.

4. Legal Bases for Processing (UK/EU Users)

We process personal data under one or more of these lawful bases:

• Contract to deliver the Service you requested
• Legitimate Interests improving functionality, preventing abuse
• Consent for call recording or marketing where required by law
• Legal Obligation to comply with applicable regulations
• For US residents, we comply with the California Consumer Privacy Act (CCPA/CPRA) as well as other applicable US state privacy laws, including those of Colorado, Virginia, Connecticut, and Utah.

5. Call Recording & Consent

• You are responsible for ensuring all required consents for call recording under applicable laws are obtained.
• We provide features to play pre-call consent messages; you must configure these to comply with relevant jurisdictions.
• In the USA State laws vary (one-party vs. two-party consent).
• In the UK call recording is regulated under UK GDPR and the Privacy and Electronic Communications Regulations (PECR).
• If you fail to enable required consent notices, we are not liable for resulting legal or regulatory consequences.

6. Sharing Your Information

We may share your information with:

• Service Providers including Telephony (e.g., Twilio), AI processors (e.g., OpenAI), hosting, analytics vendors
• Integration Partners including CRM and calendar providers you choose to connect with
• Legal Authorities including where required by law or legal process
• Corporate Transactions including in the event of a merger, acquisition, or sale of assets
• We do not sell personal data.

7. International Transfers

If you are in the UK/EU, your data may be transferred to countries outside your jurisdiction, including the US. We use appropriate safeguards, such as Standard Contractual Clauses (SCCs), for these transfers.

8. Data Retention

• We retain personal data for as long as needed to provide the Service or comply with legal obligations.
• Call recordings are retained according to your account settings, then securely deleted
• Account data are retained until account closure, plus any legally required period

9. Your Rights

Depending on your location, you may have rights to:

• Access and obtain a copy of your data
• Correct inaccurate information
• Delete your data
• Restrict or object to processing
• Data portability
• Withdraw consent (where processing is based on consent)
• UK/EU users can exercise these rights under UK GDPR/EU GDPR by contacting us.
• If you are an End User (caller), you may exercise your rights either directly with us or through the Client (the Data Controller), depending on applicable law.

10. Automated Decision-Making

• Some Service features involve automated decision-making or profiling, such as call routing, lead scoring, or generating AI responses.
• These processes are designed to enhance efficiency and accuracy.
• You may have the right to request human review of decisions that significantly affect you.

11. Security

We implement technical and organizational measures to protect your data. However, no method of storage or transmission is entirely secure.

12. Children’s Privacy

Our Service is not directed at individuals under 18. We do not knowingly collect data from minors.

13. Changes to this Policy

We may update this Policy from time to time. Material changes will be notified via the Service or email.

14. Contact Us

If you have questions or wish to exercise your privacy rights, contact:

NovaVoiceRealty
Email: solutions@novavoicerealty.co