VoiceDog Privacy Policy

Last updated: November 5, 2026

1. Who we are and what this policy covers

VoiceDog is an AI phone receptionist for businesses in the United States. It answers a business's phone calls, answers questions from facts the business approves, takes messages, can book, move and cancel appointments on the business's Google or Outlook calendar, can put a caller through to a person the business chooses, and can text a caller about a booking. In the owner app, the business can also text a caller back, keep notes on a caller, share a call by a private link, and ask an AI assistant about its calls and setup. Ghazali, Inc. ("we", "us") provides it.

This policy explains what personal information the service handles and why. It covers two groups of people:

• Customers: the businesses that sign up, and the people who use the owner app on their behalf. We call them "you" in sections 2 to 4 and 6 to 11.
• Callers: people who phone a business that uses VoiceDog. Section 5 is written for them.

2. Our role

When you create an account, we decide how your account information is used. We are responsible for that information.

When someone calls your business, we handle that caller's information on your behalf, to provide the service to you. Your business decides to use VoiceDog on its phone line, what the receptionist says, and what happens with the calls. We use caller information only to provide, secure and support the service for you, and as the law requires.

3. Information we collect about customers

The help assistant and dictation. The owner app has an AI assistant that answers questions about the app and about your business, and lets you dictate by voice instead of typing, in the assistant and in a caller's conversation. Before your first question or recording, the app asks your permission. When you allow it, your question, and any recording you dictate, is sent to OpenAI to transcribe it and write an answer. To answer a question about your business, the assistant can read your business's records and send what it reads to OpenAI: call summaries, what was said on a call, texts with callers, bookings, your services and prices, money booked (for owners and admins) and plan usage (for owners). A caller appears as a first name and last initial, which can come from the name you or a teammate saved for that caller in your phone's contacts. Phone numbers, email addresses and street addresses are replaced before anything is sent. You can withdraw the permission at any time in Settings, Privacy, "Help assistant uses AI"; after that, no question or recording is sent, including a question you sent earlier that has not been answered yet. Your permission applies in every business you belong to. We keep your questions and the answers with your business's records for the period in section 9. The recording is turned into text and not kept by us, and we do not keep the text: it goes back into the box for you to check and send.

Note summaries. When you add a note to a caller's history, the note's text, or the photo you share, is sent to OpenAI to write a one- or two-sentence summary once you have allowed the VoiceDog Agent. Nothing else about your business goes with it. Phone numbers in the summary are replaced. We keep the note and its summary for the period in section 9. We do not keep the photo: it is deleted when the summary is written, or within about an hour.

The daily summary. The service can write a short summary of each day's calls for the app. To write it, OpenAI receives the day's counts and, for each call it mentions, the caller's first name and last initial and what they needed, in a few words with numbers removed. It never receives a transcript, a message, an address or a phone number. We keep each summary for 7 days.

Teach by talking. Once the app offers it, you can call your receptionist and tell it about your business. That call is handled like any call (section 5), and afterwards what you said is sent to OpenAI to suggest business details. The suggestions wait for you in the app; nothing changes until you apply one.

Teach by typing. Once the app offers it, you can answer your receptionist's questions about your business in a chat. What you type is sent to OpenAI to ask the next question and suggest business details. The suggestions wait for you in the app; nothing changes until you apply one.

4. How we use customer information

We use it to:

• provide the service you asked for: answer your calls, show you calls and messages, book appointments when you turn booking on, and send the notices you choose;
• tell the people who own a business about its account: a payment that failed, a reminder before the service would stop, a stop for non-payment, a payment that went through again, and a calendar or Google Sheets connection that stopped working and needs to be connected again. These account notices go to the business's owners by push notification and email;
• keep the service secure, prevent abuse, and keep each business's data separate;
• measure usage, apply your plan and bill you;
• fix problems and improve the service;
• contact you about your account, the service, and changes to these terms or this policy;
• meet legal obligations.

Questions and suggestions. When "Share app usage" is on, we read the questions you ask the help assistant and the feature suggestions you send, to decide what to build and what to make easier. A small AI model from our AI provider (OpenAI, listed in section 7) sorts the questions people ask the VoiceDog Agent into requests. For people who have turned "Share app usage" off we do neither. We may contact the people who use an account about the app and their use of it: a service message about something you used or ran into, such as a fix for an error you met, is part of running the service, and anything promotional carries an unsubscribe link.

If you mark a call as having gone wrong and choose to share it with us, our staff can read that call's transcript, summary and details to find and fix the problem. We use it only for that. If we keep any of it to test future versions, we first remove the caller's name, number and address.

We do not sell personal information. We do not use it for advertising. We do not use your calls, transcripts, questions, notes, photos, contacts or calendar data to train AI models.

5. If you called a business that uses VoiceDog

When you call a business that uses VoiceDog, an AI receptionist may answer. It is instructed to tell you at the start of the call that it is an AI.

What we handle during your call

• Your phone number as shown by caller ID. We store it with the call record.
• What you say and what the receptionist says, as text. Speech is converted to text while you talk, and we store that transcript.
• A recording only if you leave a voicemail. Calls are transcribed, and audio is not kept. When a business has used its plan's call time, you may hear "Please leave a message after the tone."; if you leave a message, it is recorded and may be turned into text for the business. We keep a voicemail for the period the business chooses, 7, 14 or 30 days (30 unless the business changes it), and then delete it. Otherwise we keep no audio.
• Details you give the receptionist, such as your name, a callback number, your address or ZIP code, what you need, and any message you leave for the business.
• Appointment details if you book, move or cancel: the time you chose and the details above.
• Call information, such as when the call started and ended, how it ended, and technical identifiers from the phone carrier and the voice model provider.

Why we handle it

To answer your call for the business, give you the business's information, take your message, book the appointment you asked for, cancel or move an appointment you booked if you ask from the same phone number and the business allows it, put you through to a person at the business when you ask and the business has set this up, show the business a summary and transcript of the call so it can follow up, and keep the service secure.

If we cannot answer your call

If our system cannot answer a call because of a fault on our side, your call may be put through to one phone number the business has confirmed, instead of an error. The business can turn this off for each number. The business's phone shows the business's VoiceDog number, not yours. We keep a short record of your number for up to 30 days, only to avoid ringing the business twice for the same caller.

Who sees it

The business you called can see your call record, transcript, message, appointment details and any voicemail and, once the service offers recording, any recording in its VoiceDog account, with the name it saved for your number in its own phone contacts, if any. If you book, the appointment and your details are added to the business's calendar. The business may also choose to send call details to its own tools (section 7), or to share one call by a private link that shows its summary, your name and the transcript, and your number and, once the service offers recording, the recording only if the business chooses. Our service providers handle it as described in section 7.

Texts and calls from the business

If you book an appointment on a call, the receptionist asks whether the business may text you about it. Only if you say yes, the business may send text messages about that appointment to the number you called from, from its VoiceDog number: a confirmation and, if the receptionist named them, a reminder the day before and one message after the visit asking for a review, and a text if you move or cancel it by phone. Within 30 days after you said yes on a call, or after you text the business, the business may also write to you by text from the same number, and you can reply. Once the service offers it, the business's AI receptionist may write these replies, and its first reply says it is an AI. Texts go only to US numbers. These are not marketing messages. Reply STOP to any text to stop them, or HELP for help. Message and data rates may apply. We keep a record of your yes (your number, when you said it and which words you heard) and of any stop for four and a half years after the last text to your number, even if the business deletes your other information or closes its account, so it can be shown what you agreed to. No mobile information or messaging consent will be shared with third parties or affiliates for marketing or promotional purposes. The terms of these texts are in Terms of Service, "Text messages to callers".

Once the service offers it, a person at the business may also call you back from the business's VoiceDog number. That call is not recorded and no AI takes part in it.

Your choices

• You can hang up at any time.
• You can ask for a person or leave a message instead of talking to the AI.
• For questions about your information, contact the business you called. It decides how its call records are used, and it can delete a call or forget a caller's number in the app. You can also write to us at support@voicedog.ai and we will help or pass your request to the business.

Please do not share payment card numbers, passwords, verification codes, or health or other sensitive information on a call. The receptionist is instructed not to ask for payment cards, passwords or codes.

Emergencies: the receptionist cannot help in an emergency. Call your local emergency number.

6. Google and Microsoft user data

Google Calendar

When you connect Google Calendar, we ask Google for these permissions:

What we read

• The names and identifiers of the calendars you can add events to, to show them in the calendar picker, and whether you can add events to the one you choose. We store only the calendar you choose.
• Free and busy periods on the connected calendar, within the range of days you allow for bookings. We receive only the start and end of busy periods, not event titles, descriptions or attendees.
• Events that VoiceDog itself created, read by their identifier, to confirm a booking was saved and later to check whether it was changed or deleted.

We do not read, change or delete other events.

What we write

When a caller confirms an appointment, we create one event on the connected calendar with: the appointment type as the title; the start and end time; a description with the caller's name, callback phone number, address or ZIP code and stated need; and hidden internal identifiers that let us find the event again. We add no guests, send no invitations, and turn off event reminders. We do not edit events, except that if the business turns on caller moves, we change the start and end time (and our hidden identifiers) of an event VoiceDog created when the caller who booked it calls from the same verified phone number, asks to move it to an open time and agrees on the call. If the business turns on caller cancellations, we delete an event VoiceDog created when the caller who booked it calls from the same verified phone number, asks to cancel it and agrees on the call. We never change or delete other events.

Google Sheets

Once the service offers it, if you connect Google Sheets, we ask Google for one permission, to see and change only the files this app creates or you open with it (drive.file). We create one spreadsheet for your business and add one row for each call, with the call's details, and on connecting the calls of the last 30 days. We do not read or change any other file in your Google Drive.

What we store, and how we use and share it

Your Google access and refresh tokens, encrypted before we store them; the connected calendar's identifier and name; your spreadsheet's identifier; and, for each booking, the time, the details written to the event, the event identifier, and the results of later checks on that event. If the business turns on caller cancellations, we also store, for each cancellation or move request, the appointment time (and for a move, the new time), the question read to the caller and the record of the caller's agreement.

We use Google user data only to show you availability and bookings in the app, to offer callers open times, to create, check, move and cancel the appointments they book, and to write your call rows to your spreadsheet. During a call we give our voice model provider the open appointment times we calculated, so the receptionist can offer them to the caller. We do not send it your busy times or any event details.

We do not use Google user data for advertising, we do not sell it, and we do not use it to train generalized AI or machine learning models. Our staff do not read it unless you ask us to for support, it is needed for security or to investigate abuse, or the law requires it.

VoiceDog's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Once a day we check that each connection still works. If it has stopped working, for example because access was withdrawn in your Google Account, the business's owners get a notice to connect again.

Microsoft Outlook calendar

If you connect an Outlook calendar instead, we ask Microsoft for permission to read and write your calendars (Calendars.ReadWrite), to read your basic profile (User.Read) and to keep access while you are away (offline_access). When you connect, we read your Microsoft account's email address (or sign-in name) and store it as the connection's label, so you can see which account is connected. We use the calendar the same way as Google Calendar above. To find open times we read only the start, end and busy status of events on your calendar, not their titles, descriptions or attendees; we create, move and cancel only the events VoiceDog creates for bookings. We store the tokens encrypted.

How to disconnect

You can disconnect a calendar or Google Sheets in the app. That deletes the tokens we store and, for Google, asks Google to withdraw our access. If Google does not confirm, the app tells you, and you can remove VoiceDog from third-party access in your Google Account's security settings. For Microsoft, remove VoiceDog from the apps with access to your Microsoft account. Appointments already added to your calendar stay there; they are your calendar's events. Your spreadsheet stays in your Google Drive.

7. Who receives information

We share personal information with companies that help us run the service. They may use it only to provide their service to us.

OpenAI and model training. Our requests to OpenAI go through its API. We have not turned on sharing this data with OpenAI, and on that setting OpenAI does not use it to train its models. Under its terms OpenAI may keep API data for up to 30 days to monitor for abuse.

If you test your receptionist from the app. During the test call your voice goes to OpenAI in real time, like a caller's, and OpenAI writes the call's summary from its transcript. Once the service offers call recording, and if your business turns it on, the test call is recorded like any call and kept for the period the business chooses, 7, 14 or 30 days; you can delete it on the call's page, and it goes when the business is deleted.

If you try the demo call on our website. Cloudflare's bot check runs first; our server sends Cloudflare only the check's token, not your IP address. During the call your voice goes to OpenAI in real time, and OpenAI writes the call's summary from its transcript. The call is not recorded. We use your IP address only in memory, to limit how many calls one address can start, and do not store it. The transcript, the summary and any pretend booking the call made are kept in our demo business for 14 days after the call ends, then deleted; the call's technical record is deleted at the same time.

Destinations you connect. You can send call details to tools you choose: a Google Sheet (once the service offers it), a Zapier or Make address, your own web address, or an AI assistant you connect to read your calls: Claude (from Anthropic), ChatGPT or Codex (from OpenAI), Muse (from Meta) or another assistant you give a key. An assistant can read your calls, with what was said but without callers' phone numbers, your bookings and business facts and, for the owner's key, money booked and plan usage. We send only what the connection describes, and only after you set it up. You choose these destinations; their own terms and policies apply to what they receive. You can disconnect each one in the app. Forgetting a caller in VoiceDog does not reach copies already sent to a tool you connected (Jobber, HubSpot, a Google Sheet or any other destination): remove the caller there too.

We may also disclose information if the law requires it, to protect people's safety or our rights, or as part of a merger or sale of our business, subject to this policy.

8. App usage, app errors, logs and technical data

App usage. The owner app tells us which screens you open and which actions you take, when the app starts, and its platform and version. It never sends what you type, except the optional survey answer in section 3. We use it to see how the app is used and to improve it. It is tied to your account in our database.

App errors. When something goes wrong in the app, it sends us the error: its kind, a short message with numbers, email addresses and quoted text removed, the places in our code where it happened, the screen it happened on, and the app's platform and version and your phone's system version. If the app freezes or closes without warning, the next time you open it also sends the reason your phone gives and the places in the app's code where it stopped, with your phone's model. It does not send what you type. We keep these reports for 90 days.

You can turn both off in Settings, Privacy, "Share app usage". After that we store neither.

What else the app tells us about how it is used. The app also tells us when a page fails to load or loads slowly, when a request fails, when you tap the same spot again and again, which forms you start and leave without finishing (never what you typed), the order of the screens you open, and which steps you take to finish a task. We use them to find what is hard to use and to make it easier. They are tied to your account. When you turn off "Share app usage" we stop collecting them and delete the records of your steps and the labels of your questions that we hold about you.

When you search Help and it finds nothing, we keep the words you searched for, with numbers and email addresses removed, so that we can see what people look for and cannot find. Only our operator team can read them, and we keep and delete them the way we do the questions you ask the help assistant. We only count searches of your calls, inbox and customers, and never keep their words.

Product analytics provider. If we turn it on, we copy these usage records to PostHog, a product analytics provider that processes them for us only. In the copy, each person who uses the app is a coded identifier that we make with a secret key kept on our servers, so the provider cannot link it to your name, email address, phone number or to our own account numbers; each business has its own coded identifier too. Each record carries general facts about the business (plan, trade, team size, the week it signed up, how it found us, whether it is active and paying), and the role of the person (owner, admin or member). When you turn off "Share app usage", we stop copying anything that identifies you from that moment; we do not copy past records of yours again, and we do not send the provider an identifier for you. We never send the provider anything about your business's callers: no phone numbers, names, words, recordings or summaries. The provider may not use the records for its own purposes, and we do not sell them or use them for advertising to your callers.

Account events. Our server also records events in your account, such as a business being created, a person joining it or a calendar being connected, with which person did it. They keep the account working and secure, and "Share app usage" does not stop them.

Logs. Our systems keep technical records to run and secure the service: request logs, error reports, security events, and records of messages received from our telephony and voice providers. We design these logs to leave out call content and caller details. For example, from carrier status messages we store only the call identifier, its status and ordering details, not the caller fields.

Our hosting provider may record technical data such as IP addresses and request times.

Our website sets no tracking cookie, and may count page visits and button presses without any identifier for you. The owner app uses cookies from our sign-in provider, Clerk, in a web browser (a session cookie and a cookie that says whether a session is open), and the phone's secure storage in the iPhone and Android apps, to keep you signed in. Neither holds call content or a caller's details. The web app also keeps small notes in your browser's local storage so it can work, for example that you have seen the first-call sheet, and the installed phone web app keeps the last pages it loaded under a name that does not show who you are or which business, so it can open without a signal; signing out erases them. We do not use advertising cookies.

How you found us. When you open our sign-up from a link or an ad, we keep what that link carried: its campaign labels (for example the source and the campaign name), a click identifier that an advertising platform added to the link (kept for 90 days, then deleted), the website that sent you, and the page of our site you first saw. We keep this with your business to learn which of our own advertising works. We never combine it with anything about the people who call your business, and we do not send it to any advertising platform. If your browser sends a Global Privacy Control signal, we keep the campaign labels but not the click identifier. In the app's web version the link's values are held in your browser's session storage until you finish creating your business, then removed. They are deleted with your business and are in your data export.

9. How long we keep information

Deleting your business. An owner can delete the business in the app (Settings, Account). The deletion waits 14 days, during which you can cancel it. Then we cancel the subscription, release the phone number, delete our calendar tokens and ask Google to withdraw its access, delete recordings, ask our phone provider to delete its call and text records, and erase the business's data, except what the table says we keep. Microsoft offers no way for us to withdraw access, so for an Outlook calendar you remove the app in your Microsoft account. When email is available, we email a receipt that says what was kept and until when, and which steps a provider did not confirm (for example if Google did not confirm the withdrawal).

Deleting your own sign-in. Anyone the app signs in can delete their own account in the app. If you are the only owner of a business, the app shows you that business and asks you to deal with it first. We send one email to the address you signed in with to say it is deleted, and keep that address only until it is sent, 7 days at most.

10. Security

We protect information with measures such as encrypted connections, encryption of your calendar and spreadsheet tokens before storage, encryption of recordings at rest, and database rules that keep each business's data separate from every other business's. No system is perfectly secure, and we cannot guarantee the security of information.

If we learn of a security incident that affects your information, we will notify you as the law requires.

11. Your rights and choices

You can view and change your business configuration in the app at any time. In the app you can also download an export of your business's data, delete a call, forget a caller, stop a shared link, turn off Contacts on a phone, delete your business, delete your own sign-in, turn off "Share app usage", and withdraw the help assistant's permission.

You can ask us to access, correct, export or delete your personal information by writing to support@voicedog.ai. We will verify your request and answer within 45 days, or sooner where the law sets a shorter time. Depending on where you live, you may have other rights under the law. We will not treat you differently for using them.

Turning off "Share app usage" stops the counts in section 8 and deletes the records of your steps and the labels of your questions that we hold about you.

If you are a caller, see section 5.

12. Children

VoiceDog is for businesses. Account holders must be at least 18. We do not knowingly collect personal information from children under 13 for our own purposes. A child could call a business that uses VoiceDog; that call is handled for the business as in section 5. If you believe we hold a child's information, contact support@voicedog.ai.

13. Where information is processed

We and our service providers process information in the United States. The service is offered only to businesses in the United States that are not health-care practices, and its texts go only to US numbers.

14. Changes to this policy

We will post any change here with a new effective date. If a change is significant, we will tell customers by email or in the app at least 30 days before it takes effect.

15. Contact

Ghazali, Inc.
6339 Charlotte Pike, Unit #D330, Nashville, TN 37209
Privacy questions: support@voicedog.ai