Privacy Policy

The following Privacy Policy describe how Xolvion LLC (“Xolvion,” “we,” “us,” or “our”) collects, uses, and discloses personal information through its voice‑AI front‑desk services and website (collectively, the “Services”), and the conditions under which you (“you,” “your,” or the “Customer”) may access and use the Services. By using the Services, you accept and agree to be bound by these Terms. If you do not agree, you should not access or use the Services.

1.1 Introduction

Xolvion provides a combination of automated voice‑AI and human operators to answer calls, qualify leads, schedule appointments, send reminders, and route messages on behalf of local service businesses. We respect your privacy and are committed to protecting personal information. This Privacy Policy explains what data we collect, how we use it, and the rights and choices available to you. It applies to visitors of our website xolvionfrontdesk.com, users of our Services, and callers whose interactions are handled by our platform.

1.2 Information We Collect

We collect information to deliver and improve the Services, to comply with legal obligations, and to communicate with you. The types of information include:

1. Customer account data: Names, business names, addresses, phone numbers, email addresses, account credentials, payment and billing information (e.g., subscription plan, invoicing details). Payment card numbers are processed by our third‑party payment processor and are not stored in full by us.
2. Caller data: When callers interact with the Services (by telephone, SMS, chat or email), we collect and process call metadata (caller ID, time and date, duration), audio recordings, transcriptions, voicemail contents, text messages, and appointment details. In healthcare settings, these recordings may include “protected health information” (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).
3. Usage and device data: IP addresses, browser type, device identifiers, operating system, pages viewed, referral URLs, and interaction logs to operate and secure our website and systems.

Cookies and similar technologies: We use cookies and local storage to remember preferences and to measure engagement. You can adjust cookie preferences through your browser settings.

Feedback and support data: Correspondence with our support team, survey responses, and testimonials.

1.3 How We Use Information

We use collected information for the following purposes:

Delivering the Services: To answer and record calls, transcribe messages, route communications to the appropriate staff, schedule appointments, send confirmations and reminders, process payments, and provide dashboards and analytics.
Spam prevention and quality assurance: To detect and filter robocalls and spam using caller analysis, STIR/SHAKEN verification, voice CAPTCHA, honeypots, and other techniques. Call recordings may be reviewed by automated systems or human agents to improve accuracy and quality of service.
Improving and developing products: To train and refine our voice‑AI models, enhance features, and perform analytics (aggregated and de‑identified where possible).
Marketing communications: To send you information about product updates, new features, promotions, and events. You can opt out of marketing emails at any time.
Compliance with laws and policies: To satisfy legal and regulatory obligations, including HIPAA, the Telephone Consumer Protection Act (TCPA), the California Consumer Privacy Act (CCPA), and other applicable privacy laws.

Safety and security: To detect fraud, monitor security incidents, and protect against harm to customers, callers, and our infrastructure.

1.4 Legal Bases for Processing

Depending on your location, we process personal information under one or more of the following legal bases:

Performance of contract: Processing necessary to deliver the Services you have purchased or requested.
Legitimate interests: Our legitimate interests in providing and improving our Services, preventing fraud, and protecting security. We only rely on this basis when such interests are not overridden by your rights.
Consent: Where required (e.g., for sending marketing communications or processing sensitive medical information), we rely on your explicit consent. You may withdraw consent at any time.

Legal obligations: Compliance with applicable laws and regulations.

1.5 Sharing of Information

We share personal information only as necessary to deliver the Services and as required by law:

With service providers: We engage third‑party providers for payment processing, telephony and SMS delivery, hosting, analytics, customer support, and CRM integrations. These providers process personal data only as instructed and under confidentiality agreements.
With your authorized personnel: Call recordings, transcriptions, messages, and scheduling details are shared with your designated employees, contractors, and business partners.
For legal reasons: We may disclose data if required by court order, subpoena, or other legal process, or to protect the rights, property, or safety of Xolvion, our customers, or others.
In corporate transactions: In connection with a merger, acquisition, financing, or sale of all or a portion of our business, personal data may be transferred subject to standard confidentiality safeguards.

No sale of data: We do not sell or rent personal information to third parties for their marketing purposes.

1.6 Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, to resolve disputes, and to comply with legal obligations. Call recordings and transcriptions are stored for the duration of your subscription (with retention periods configurable in your account settings) and are deleted or anonymized thereafter. We may retain anonymized or aggregated data indefinitely for analytical purposes.

1.7 Security

We implement administrative, physical, and technical safeguards designed to protect personal information from unauthorized access, disclosure, or destruction. These safeguards include data encryption in transit and at rest, access controls, regular security audits, employee training, and contractual obligations for service providers. However, no security measure is completely infallible; we cannot guarantee absolute security.

1.8 Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

Access and correction: You can request access to and correction of your personal data.
Deletion: You may request deletion of personal data, subject to applicable legal requirements and our need to maintain information for legitimate business purposes.
Portability: You may request to receive your data in a structured, commonly used, machine‑readable format.
Objection and restriction: You may object to certain processing or request that we restrict processing in specific circumstances.
Opt‑out of marketing: You may opt out of receiving marketing communications by following the instructions in our emails or contacting us directly.
Authorized agent requests: Residents of California may designate an authorized agent to make privacy requests on their behalf.

To exercise any of these rights, please contact us using the details in Section 1.11 below. We may need to verify your identity before responding to your request.

1.9 Children’s Privacy

Our Services are intended for use by businesses. We do not knowingly collect personal information from children under the age of 13. If we become aware that we have inadvertently obtained information from a child under 13, we will delete it as required by applicable law.

1.10 International Transfers

We are headquartered in the United States but may process and store data on servers located in other countries. By using the Services, you understand that your personal information may be transferred outside of your country of residence. When transferring data from the European Economic Area or the United Kingdom to countries without an adequacy decision, we use standard contractual clauses or other approved transfer mechanisms.

1.11 Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. We will post the updated version on our website and indicate the effective date. If changes are material, we will provide notice through our Services or by other means.

1.12 Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Xolvion LLC

Address: Austin, TX, USA

Phone: 512 630 0938

Email: support@xolvion.com