Legal

Privacy Policy

Last updated: June 2026

This Privacy Policy is provided as a general template for informational purposes and is not legal advice. We are not attorneys and recommend consulting qualified counsel for your specific situation.

Vaia AI (“Vaia AI,” “we,” “us,” or “our”) respects your privacy. This policy explains what information we collect, how we use it, and the choices you have. By using our website or services, you agree to the practices described here.

Information We Collect

We collect information you provide directly and information generated through your use of our services, including:

  • Your name, email address, and phone number.
  • Business information you share with us (company name, industry, services, and goals).
  • Call recordings and transcripts generated by our Voice AI and related services.
  • Messages and details submitted through contact forms, email, or scheduling tools such as Calendly.
  • Technical and usage data such as IP address, browser type, and pages visited.

How We Use Your Information

We use the information we collect to:

  • Provide, operate, and improve our AI services.
  • Respond to inquiries and schedule consultations or audits.
  • Configure, train, and optimize Voice AI and automation systems.
  • Send service updates and, where permitted, communications.
  • Maintain security and comply with legal obligations.

How We Share Information

We do not sell your personal information. We may share information with trusted service providers (such as hosting, analytics, telephony, and scheduling vendors) who help us operate our services, and only to the extent needed to perform those functions. We may also disclose information when required by law or to protect our rights.

Cookies & Analytics

We use cookies and similar technologies, including Google Analytics, to understand how visitors use our site and to improve performance. You can control cookies through your browser settings. Disabling cookies may affect some site features.

Data Retention

We retain personal information, call recordings, and transcripts only as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we delete or anonymize it.

Data Security

We use reasonable administrative, technical, and physical safeguards to protect your information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Rights

Depending on where you live, you may have the right to access, correct, delete, or restrict the use of your personal information, and to opt out of certain communications. To exercise these rights, contact us using the details below.

Children’s Privacy

Our services are intended for businesses and are not directed to children under 13. We do not knowingly collect information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect when posted, and the “Last updated” date will reflect the most recent revision.

Contact Us

Questions about this policy or your information? Reach Vaia AI at: