VoXgent Privacy Policy

1. About VoXgent.AI

VoXgent.AI is an AI-powered conversational platform that helps organizations automate and manage voice and chat interactions. Depending on how our customers configure the platform, VoXgent.AI may support use cases such as:

• Customer support
• Appointment scheduling
• Lead qualification
• Follow-up communication
• Service request handling
• Workflow automation
• Information retrieval
• Integrations with business systems such as CRM, ticketing, messaging, and scheduling tools

2. Who This Privacy Policy Applies To

This Privacy Policy applies to:

• Website visitors
• Prospective customers
• Customer contacts
• Authorized users of VoXgent.AI
• Individuals who contact or are contacted through a VoXgent.AI-powered voice or chat workflow, where applicable

This Privacy Policy does not replace any contract, data processing agreement, or customer-specific privacy notice that may apply between Tudip and its enterprise customers.

3. Who Controls Your Information

Who controls your personal data depends on how you interact with us.

When you visit our website or contact us directly

Tudip is the controller of the personal data you provide when you:

• Fill out a form
• Request a demo
• Sign up for updates
• Contact sales or support
• Interact with our website

This means we decide how and why that information is processed.

When you interact with a VoXgent.AI service deployed by one of our customers

In most cases, the enterprise customer using VoXgent.AI is the controller of the data collected through that voice or chat interaction. Tudip typically acts as a service provider or processor, handling that data on the customer’s behalf and according to the applicable agreement.

For example, if you speak with or message a voice agent or chatbot powered by VoXgent.AI for a company, school, healthcare provider, or service organization, that organization usually controls the data collected in that interaction.

4. Information We Collect

The information we collect depends on how you use our website or services.

4.1 Information you give us directly

We may collect information such as:

• Your name
• Business email address
• Phone number
• Company name
• Job title
• Country or location
• Communications you send us
• Details you provide in forms, demo requests, or support requests

4.2 Information collected when you use VoXgent.AI

• Voice inputs
• Chat messages
• Call or conversation transcripts
• Contact details
• Scheduling information
• Workflow responses
• Support or service request information
• Ticketing or CRM-related information
• Uploaded knowledge content or documents
• Interaction metadata
• Analytics and operational logs

4.3 Information we collect automatically

• IP address
• Browser type
• Device information
• Operating system
• Referral URLs
• Pages visited
• Time spent on pages
• Usage logs
• Session details
• Cookies and similar technologies

4.4 Information from third parties

• Identity providers
• Customer-authorized integrations
• CRM or workflow systems
• Analytics providers
• Cloud and infrastructure providers
• Customer support tools

5. How We Collect Information

We collect information:

• Directly from you
• Automatically through website and product usage
• From our customers using VoXgent.AI
• From connected systems and integrations
• From service providers and business partners working with us

6. How We Use Your Information

We use personal information to operate our website, provide our services, and support our business.

This may include using your information to:

• Respond to inquiries and demo requests
• Provide customer support
• Create and manage accounts
• Authenticate users
• Operate and maintain VoXgent.AI
• Process voice and chat interactions
• Retrieve relevant knowledge and context
• Trigger customer-configured workflows
• Send notifications and service communications
• Improve service performance and reliability
• Maintain security and monitor misuse
• Investigate incidents or technical issues
• Comply with legal, regulatory, and contractual obligations

Where VoXgent.AI is used by one of our customers, we process service data primarily to provide and support the platform according to that customer’s instructions.

7. AI Processing and How VoXgent.AI Works

VoXgent.AI uses AI to help power voice and chat interactions.

Depending on the customer’s setup, the platform may:

• Convert speech to text
• Process chat inputs
• Retrieve relevant content from approved knowledge sources
• Generate context-aware responses
• Automate workflow actions
• Support scheduling, case creation, notifications, or integrations
• Generate transcripts, analytics, or reports

The platform may use retrieval-augmented generation, prompts, embeddings, workflow orchestration, and integrated business rules to improve response quality and operational efficiency.

VoXgent.AI is designed to operate within configured workflow boundaries and permissions. Customers decide which data sources, integrations, and automation behaviours are enabled in their environment.

8. Use of Customer Data for Model Training

Unless we explicitly agree otherwise in writing, customer data processed through VoXgent.AI is not used to train or improve foundational AI models.

This includes customer prompts, transcripts, uploaded knowledge documents, outputs, and related artifacts processed within the enterprise deployment model.

9. Data Storage and Hosting

VoXgent.AI is deployed on cloud infrastructure and uses managed services for application hosting, processing, storage, monitoring, and workflow operations.

Depending on the deployment model agreed with the customer, data may be stored and processed in designated cloud regions. Where customer-specific residency requirements apply, such as India-only hosting, deployment can be aligned accordingly under the applicable commercial and technical agreement.

10. Cookies and Similar Technologies

We use cookies and similar technologies on our website and, where applicable, product interfaces to:

• Keep the site working properly
• Remember preferences
• Understand usage patterns
• Improve performance
• Support analytics
• Maintain security

You can control cookies through your browser settings. Some parts of the website may not function properly if cookies are disabled.

11. How We Share Information

• Affiliates and group companies
• Cloud hosting and infrastructure providers
• Support and service providers
• Analytics and monitoring providers
• Authentication and identity providers
• Professional advisers
• Regulators, law enforcement, or authorities where required by law
• Business successors in the event of a merger, acquisition, restructuring, or sale

If VoXgent.AI is integrated with customer systems, information may also flow to customer-approved systems such as CRM, ticketing, scheduling, or communication platforms.

We do not sell personal information in the ordinary course of our business.

12. Data Retention

We retain personal information only for as long as necessary for the purposes described in this Privacy Policy, including to:

• Provide and support our services
• Comply with contracts
• Meet legal or regulatory obligations
• Maintain security and audit records
• Resolve disputes
• Enforce our agreements

Retention periods may vary depending on the type of data, the service configuration, the customer’s instructions, and applicable legal requirements.

When data is no longer needed, we may delete, anonymize, archive, or decommission it in accordance with our retention and offboarding processes.

13. Security

We use appropriate technical, organizational, and administrative safeguards to protect personal information.

These safeguards may include:

• Encryption in transit and at rest
• Access controls
• Role-based permissions
• Secure secret management
• Logging and audit trails
• Monitoring and alerting
• Patching and vulnerability management
• Network segmentation
• Backup and recovery processes

14. Your Rights

Depending on your location and applicable law, you may have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion
• Object to certain processing
• Request restriction of processing
• Request portability of your data
• Withdraw consent where processing is based on consent
• Lodge a complaint with a data protection authority

If your information was collected through a VoXgent.AI deployment operated for one of our customers, you may need to contact that customer directly to exercise certain rights.

To make a privacy request, please contact us using the details in the Contact Us section below.

15. International Transfers

Your personal information may be transferred to and processed in countries other than the one in which you are located.

Where required, we use appropriate safeguards for such transfers, including contractual and organizational protections.

If a customer requires region-specific or in-country processing, those requirements are typically handled through the relevant deployment and contractual arrangements.

16. Third-Party Websites and Services

Our website or service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing them with your information.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If we make material changes, we will update the “Last Updated” date at the top of this page and, where appropriate, provide additional notice.

We encourage you to review this Privacy Policy periodically.

18. Contact Us

If you have questions, concerns, or requests relating to this Privacy Policy or our handling of personal information, please reach out to us at:

Contact US & voxgent.ai-support@tudip.com

Phone: 096899 00537

Address: Plot No. 11/2, Phase 3, Hinjawadi Rajiv Gandhi Infotech Park, Hinjawadi, Pune, Man, Maharashtra 411057

19. If You Interacted With a Customer’s Voice or Chat Agent

If you interacted with a voice or chat experience powered by VoXgent.AI for one of our customers and have questions about how your information was collected or used in that specific interaction, you may also need to contact that customer directly. In many cases, that customer is the organization that controls the data collected during the interaction.

20. Governing Entity

This Privacy Policy is issued by:

Tudip Technologies Pvt. Ltd.

VoXgent.AI

All rights reserved.