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

Information We Collect / Information You Provide

Information Collected Automatically

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

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 privacy@evaspeaks.ai. Verified requests are processed promptly. Data obtained through Google APIs is never included in AI model training, regardless of this setting.

Google API Services

When you connect a Google account, we use information received from Google APIs only to provide the features you enable (such as checking calendar availability and scheduling appointments, and importing Google Docs or Sheets you select into your knowledge base). Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

We do not use any data obtained through Google APIs, in raw, aggregated, anonymized, or derived form, to develop, improve, or train generalized or non-personalized AI or ML models. Google user data is shared only with our AI service provider strictly to deliver these features (processed on our instructions and not used to train that provider’s models), and is never sold or used for advertising.

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 privacy@evaspeaks.ai. 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:

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 privacy@evaspeaks.ai. 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 privacy@evaspeaks.ai.

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 privacy@evaspeaks.ai, 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

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.