Privacy Policy

Last updated: 15 June 2026

This Privacy Policy explains how Voxentra ("Voxentra", "we", "us", or "our") collects, uses, shares, and protects personal data when you visit voxentra.ai, sign up for an account, or use our AI voice qualification services (the "Services"), and describes your rights under the EU General Data Protection Regulation (GDPR).

1. Who we are

Voxentra provides AI voice agents that answer, qualify, and warm-transfer calls for clinics and BPOs, operated by Arber Xhaxhaj. For any privacy question, or to exercise your rights, contact us at [email protected].

For website sign-ups and inquiries, Voxentra is the data controller. When you use the Services to run calls, Voxentra typically acts as a data processor on your behalf, and the processing is governed by your customer agreement.

2. What data we collect

Information you give us

• Account and contact details you submit through our sign-up or contact forms: your name, email address, phone number, company, country, business type, preferred language, and any message you send us.
• Account credentials (passwords are stored only in hashed form, never in plain text).

Information we collect automatically

• Basic technical and usage data when you visit the website, such as IP address, browser and device type, pages viewed, and referring page, collected through cookies and similar technologies.

Call data (for customers)

• When you use the Services, calls may be recorded and transcribed, and call outcomes recorded, so you can review, train, and meet your own compliance needs. This call data is processed on your behalf under your customer agreement, and you are responsible for the lawful basis and any consents required for the calls you run.

3. How we use your data and our legal basis

• To respond to you and provide the Services you request (legal basis: performance of a contract, or steps taken at your request before entering a contract).
• To operate, secure, and improve the website and Services (legal basis: our legitimate interests in running and protecting our business).
• To send you service or marketing communications where you have asked for them or where permitted (legal basis: consent, or legitimate interests, as applicable, you can opt out at any time).
• To meet legal and regulatory obligations (legal basis: compliance with a legal obligation).

4. Cookies

We use cookies and similar technologies that are necessary for the website to function and, where applicable, to understand how the site is used so we can improve it. You can control or delete cookies through your browser settings. Disabling some cookies may affect how the site works.

5. Who we share data with

We do not sell your personal data. We share it only with:

• Trusted service providers and sub-processors who help us run the website and Services (for example, hosting and infrastructure providers), under contracts that require them to protect your data and use it only on our instructions.
• Authorities or third parties where we are required to do so by law, or to protect our rights, users, or the public.

6. Where your data is stored and international transfers

Call recordings, transcripts, and related data are stored in EU infrastructure (Frankfurt, Germany). Voxentra operates from Albania. Where personal data is transferred or accessed outside the European Economic Area, we put appropriate safeguards in place (such as the European Commission's Standard Contractual Clauses) so your data continues to receive an equivalent level of protection.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this policy, to provide the Services, and to meet our legal, accounting, or reporting obligations. Call data is retained according to your customer agreement and the retention settings that apply to your account. When data is no longer needed, we delete or anonymise it.

8. Your rights under the GDPR

Subject to applicable law, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected (rectification);
• have your data deleted (erasure);
• restrict or object to certain processing;
• receive your data in a portable format (data portability);
• withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, email [email protected]. You also have the right to lodge a complaint with your local data protection supervisory authority if you believe we have not handled your data properly.

9. How we protect your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including EU-based hosting, access controls, and encryption in transit. No method of transmission or storage is completely secure, but we work to protect your data and review our measures regularly.

10. Children

The website and Services are intended for businesses and are not directed to children. We do not knowingly collect personal data from children under 16.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Significant changes will be communicated where appropriate.

12. Contact us

For any question about this policy or your personal data, contact us at [email protected].