Privacy Policy

Last Updated: February 2026

1. Introduction

VivaSpeak ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you interact with our website, contact us, or book a demo consultation.

By using our website and services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Contact Form

When you fill out our contact form, we collect:

• Name
• Email address
• Type of solution you are interested in
• Message content

2.2 Demo Booking via Calendly

When you book a consultation through Calendly, we collect:

• Name
• Email address
• Business name
• Industry
• Customer communication challenges
• Any additional details you provide

Note: Calendly may collect additional data under its own privacy policy.

3. How We Use Your Information

We use your data to:

• Respond to inquiries: To answer your requests via the contact form.
• Provide consultations: To schedule and personalize your AI Voice Agent demo.
• Improve our services: To analyze data and enhance our AI solutions.
• Ensure legal compliance: To fulfill any legal obligations.

4. Use of Google data

VivaSpeak voice agents always act as technical intermediaries of the user and execute actions only within the limits defined by the user themselves.

When a user authenticates with Google OAuth or connects their Google account to VivaSpeak via Google APIs, we may access the following Google user data, depending on the permissions granted:

4.1 Google People API / Contacts

• Email address
• User name
• Google account identifier
• User contacts (name, phone, email, and company)

Contacts are accessed in read-only mode (contacts.readonly). VivaSpeak does not modify, delete, or sync contact data in the user's Google account.

4.2 Google Calendar API

To that end, VivaSpeak uses the following Google Calendar permissions:

• Reading the user's available calendars (calendar.calendarlist.readonly)
• Querying availability (calendar.freebusy)
• Creating and managing events explicitly requested by the user (calendar.events)

Event creation is performed only when the user explicitly requests it, either directly from the VivaSpeak platform or through a voice agent configured by the user themselves.

In the case of voice agents, they act as technical representatives of the user and perform the scheduling action only when the end user gives explicit consent during the call.

Purpose: We use Google Calendar solely to display availability, create events requested by the user, and sync appointments within VivaSpeak. This includes querying availability (free/busy) information without accessing event content when not necessary.

VivaSpeak does not access the detailed content of events (title, description, attendees) except when strictly necessary to create or modify an appointment explicitly requested by the user.

Read and write: We read calendar events to display availability and we write to the calendar when the user requests creating or updating appointments (e.g. appointments booked through the voice agent). We do not modify or delete events without the user's request. VivaSpeak does not delete existing events or perform automatic modifications without explicit user action.

VivaSpeak does not create, modify, or delete calendar events automatically or proactively. All actions on events require a direct instruction from the user.

Prohibited use — Google data (Contacts and Calendar): We do not use Google data for advertising, commercial profiling, sale of data, or training of artificial intelligence models.

Revocation: The user may revoke access to Google Calendar (and other Google data) at any time from their Google account or from their account settings in VivaSpeak.

We use Google data (contacts and calendar) solely to:

• Enable access to the platform
• Identify the user within the system
• Import and manage their contact book inside VivaSpeak
• Display availability and create and sync appointments in Google Calendar
• Provide the features requested by the user

5. Legal Basis for Processing

We process your data based on:

• Consent: When you submit a form, you provide explicit consent for data processing.
• Legitimate interest: We process your data to respond to inquiries and enhance our services.

6. Data Retention

We retain your data only for as long as necessary:

• Contact form submissions: Up to 12 months
• Calendly booking details: Up to 24 months

Contacts imported from Google are retained while the user keeps their account active or until they request deletion.

Google Calendar data is retained only while the user keeps the integration active and is deleted or no longer processed when the user revokes access.

You can request data deletion at any time unless we are legally required to retain it.

7. Data Sharing and Security

We do not sell, rent, or trade personal data. However, we may share information with:

• Calendly: For scheduling demo meetings.
• Service providers: For email communication and analytics.

All third parties follow strict data protection measures .

We do not sell or share Google user data with third parties. It is used only to operate the service.

Security Measures:

We implement industry-standard security measures to protect your data from unauthorized access, alteration, or disclosure.

Google user data is stored securely and protected with encryption and access controls.

8. Call recording and transcription

This clause applies to inbound and outbound calls made to or from numbers managed by VivaSpeak.

Calls made to numbers managed by VivaSpeak may be recorded and transcribed using artificial intelligence systems for the purpose of providing the contracted service, handling requests, improving service quality, and ensuring the proper functioning of the voice agents.

These recordings and transcripts may include personal data and will be processed in accordance with the General Data Protection Regulation (GDPR) and applicable data protection regulations.

By initiating a call, the user expressly accepts this processing. If the user does not agree, they must refrain from making the call or request an alternative contact channel.

9. WhatsApp Messaging

If a user has provided consent to receive WhatsApp messages, we may send service-related communications (for example, support, reminders, or updates). Users can opt out at any time by replying STOP or contacting us at contact@vivaspeak.com.

WhatsApp use is governed by our WhatsApp Messaging Policy.

10. Your Rights

Under GDPR, you have the right to:

• Access your data.
• Correct inaccuracies.
• Request deletion ("Right to be Forgotten").
• Object to processing in certain cases.
• Withdraw consent at any time.

To exercise your rights, contact us at contact@vivaspeak.com.

11. Cookies & Tracking

We use cookies and tracking technologies (such as Google Analytics) to analyze website traffic.

Your Choices:

• You can manage cookies through your browser settings.
• You may opt out of certain tracking by adjusting your preferences in our Cookie Settings.

12. Third-Party Links

Our website may contain links to external websites (e.g., Calendly). We are not responsible for their privacy policies or practices.

13. Updates to This Privacy Policy

Policy Changes

We may update this Privacy Policy from time to time. We will notify users of significant changes via email or a notice on our website.

14. Contact Us

If you have questions about this Privacy Policy, contact us at:

• Email: contact@vivaspeak.com
• Website: vivaspeak.com