Introduction
Eva Speaks. and its affiliates ("Company," "we," "us," or "our") provide AI-enabled telephone answering, call routing, transcription, and related communication services (the "Services"). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you or your customers:
- Visit or interact with www.evaspeaks.ai and related subdomains (the "Site");
- Create an account or subscribe to our Services ("Customer"); or
- Use the Services on behalf of a Customer ("End User").
By accessing or using the Site or Services, you acknowledge this Privacy Policy and consent to our collection, use, and disclosure of your information as described herein. We strive to comply with all applicable U.S. federal and state privacy laws and regulations.
Customer Responsibility: If you use our Services to interact with your customers, clients, or patients, you are responsible for obtaining any necessary consents from them and providing appropriate privacy notices about how their information will be collected and used through our AI receptionist service.
If you do not agree with this Privacy Policy, please do not use the Services. We may update this Policy periodically to reflect changes in our Services, legal requirements, or industry standards. Continued use of the Services after updates indicates acceptance.
Key Definitions
| Term | Definition |
|---|---|
| Aggregated Data | Data combined and summarized from multiple individual records such that no specific individual can be identified. It reflects overall trends or statistics without including personal identifiers or allowing reasonable re-identification. |
| Anonymized Data | Data processed to irreversibly remove or alter all personal identifiers so that the individual cannot be identified by any means reasonably likely to be used, ensuring no link back to the individual. |
| AI Communication Services | Conversational AI, voice, and messaging functions, including third-party integrations with large language models (LLMs), text-to-speech (TTS), and speech-to-text (STT) technologies. |
| Personal Information (PI) | Any information that identifies, relates to, describes, or can reasonably be associated with an individual or household. |
| Platform | Our web dashboard, mobile applications, APIs, and downloadable software provided by us. |
Information We Collect
Information You Provide
| Category | ||
|---|---|---|
| Account Data | ||
Examples: Name, business name, email, phone, billing address, login credentials Purpose: Account setup, authentication, and support | ||
| Business Configuration | ||
Examples: Call-flow scripts, routing rules, office hours, contact lists, third-party integration tokens Purpose: Service configuration and customization | ||
| Payment Data | ||
Examples: Tokenized card information and billing contact processed through PCI-compliant processors (we do not store full card numbers) Purpose: Subscription billing and payment processing | ||
| Support & Feedback | ||
Examples: Support tickets, surveys, and attachments Purpose: Troubleshooting and product improvements | ||
| Third-Party Authentication Data | ||
Examples: Basic profile data (e.g., name, email) from services like Google used for authentication Purpose: Account management and authentication | ||
Information Collected Automatically
| Category | Examples |
|---|---|
| Call & Message Metadata | Caller ID, call duration, audio recordings, transcriptions, routing outcomes |
| Usage Analytics | Feature usage data, clickstreams, session durations, crash reports |
| Device & Technical | IP address, browser type, operating system, device identifiers |
| Cookies & Similar Technology | Session and preference cookies, web beacons, pixels |
You may disable non-essential cookies via our cookie banner or browser settings. Essential cookies required for security and functionality remain active.
Third-Party Integrations
When you authenticate or connect through third-party services (e.g., Google Sign-In), we receive only the information you authorize and use it solely to provide requested functionality and manage your account.
Voice Data
Our Services capture voice conversations for the purpose of providing AI-enabled call handling and transcription services. Voice recordings are processed to provide real-time AI responses and may be retained for service delivery, quality assurance, and product improvement purposes in accordance with this Privacy Policy.
How We Use Personal Information
| Purpose | Description |
|---|---|
| Service Delivery | Answering calls, routing messages, transcription, notifications |
| Account & Billing | Account management, payment processing, fraud prevention |
| AI Model Operation | Real-time AI processing with pseudonymized or truncated data where feasible |
| Product Improvement | Improving AI models and features using aggregated or anonymized data |
| Marketing Communications (Opt-In) | Sending newsletters, promotions, product updates |
| Security & Compliance | Detecting security incidents, enforcing Terms of Service, complying with legal obligations |
Opt-Out of Model Training
Customers may opt out of manual quality assurance reviews and inclusion of their data in AI model training by contacting [email protected]. Verified requests are processed promptly.
Marketing Communications (With Consent)
- We send promotional emails only with your explicit consent.
- Each marketing email includes an unsubscribe option. You may also update preferences in your account or contact [email protected]. Critical service notices will still be delivered.
Sharing & Disclosure
We do not sell Personal Information or share it for cross-context behavioral advertising without your consent. We share Personal Information only as necessary and consistent with this Privacy Policy:
- Service Providers: We engage trusted third-party service providers (e.g., cloud hosting, telephony carriers, payment processors, analytics, AI providers) who are contractually obligated to protect your data and process it only on our instructions.
- Integrated Platforms: When you link third-party applications or platforms, we share only the data necessary to enable requested functionality and only as directed by you.
- Legal and Safety Reasons: We may disclose Personal Information to comply with lawful requests, enforce Terms of Service, protect rights and safety, or prevent fraud or security breaches.
- Business Transfers: In mergers, acquisitions, or sales, your Personal Information may be transferred as part of the transaction. We will provide advance notice (where feasible) if your PI will become subject to materially different privacy policies.
SMS / Text Messaging Consent
No mobile information (including phone numbers) obtained through SMS opt-in will be sold or shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except with service providers strictly necessary to deliver the messages you have requested (such as our messaging provider).
When you opt in to receive text messages from us, message frequency varies based on your interactions, and message and data rates may apply. You can reply STOP at any time to opt out, or HELP for support. Consent to receive text messages is not a condition of purchasing or using any of our Services.
Data Storage, Security & Transfers
Your data is primarily stored and processed in United States data centers. We may use infrastructure in other locations solely to optimize performance and availability. We implement industry-standard security measures and regularly review and improve them. However, no system can guarantee absolute security.
Data Retention
We retain Personal Information only as long as necessary to provide Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type:
| Data Category | ||
|---|---|---|
| Account & Billing | ||
Retention: Duration of account plus applicable legal retention periods Purpose: Legal compliance, tax, and audit purposes | ||
| Call Recordings & Transcripts | ||
Retention: As needed for service delivery and quality assurance Purpose: Service delivery and improvement | ||
| Logs & Analytics | ||
Retention: As needed for operational purposes, then anonymized or deleted Purpose: Performance monitoring and troubleshooting | ||
| Backup Archives | ||
Retention: As needed for disaster recovery Purpose: Data availability and resilience | ||
Upon account closure or verified deletion requests, we delete or anonymize your Personal Information within a reasonable timeframe, except where legal obligations require longer retention.
Your Choices & Rights
State Privacy Rights
Residents of applicable states (e.g., California, Colorado, Connecticut, Utah, Virginia, Texas, Tennessee, Oregon, Montana) have the right to:
- Access categories and specific pieces of PI we hold.
- Request deletion of PI, subject to exceptions.
- Correct inaccurate PI.
- Port PI in a usable format.
- Opt-out of the sale or sharing of PI for behavioral advertising and profiling.
- Be protected from discrimination for exercising their rights.
Exercising Your Rights
Submit requests through our privacy portal or at [email protected]. We verify identity and respond within 45 days, with a possible 45-day extension if necessary.
Opt-Out of Sale/Sharing
We do not sell PI in the conventional sense. Should cross-context behavioral advertising be introduced, you may opt out by sending an email to [email protected].
Cookie Controls
You can disable non-essential cookies via your browser settings. We respect user preferences regarding data collection where technically feasible.
Children's Privacy
Our Services are intended for users aged 18 and older. We do not knowingly collect Personal Information from children under 18. If you believe we have inadvertently collected such information, please contact [email protected], and we will promptly delete it consistent with applicable law.
Policy Updates
We may update this Privacy Policy as our Services or legal requirements evolve.
- Material Changes: We notify account administrators and post a notice on our Site at least 30 days before changes take effect, where feasible.
- Minor Updates: Reflected by updating the "Last Updated" date.
Continued use after changes indicates acceptance of the revised Policy.
Contact Information
| Role | Contact |
|---|---|
| Privacy Officer | [email protected] |
| Mailing Address | Eva Speaks 22693 Hesperian Blvd #205 Hayward CA 94541 |
This Privacy Policy supersedes all prior versions and is effective as of the date indicated above. We remain committed to safeguarding your privacy and updating our practices as laws and technology evolve.