Privacy Policy

Last Updated: October 2026

1. Overview

Votel.ai ("Company," "we," "us," and "our") respects your privacy and is committed to protecting it through compliance with this Privacy Policy. This Privacy Policy describes how we collect, use, share, and protect your Personal Information when you visit our website at https://votel.ai, use the Votel application (also called Votel AI), communicate with us, or we otherwise process your Personal Information (collectively, the "Services").

If you sign in with Google or connect a Google account to Votel, Section 9 ("Google User Data") explains exactly what Google data we access and how we use, store, share, protect, retain, and delete it.

By accessing or using our Services, you agree and consent to this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

Scope and Application

This Privacy Policy applies to Personal Information we collect as a data controller. When we process Personal Information on behalf of our business customers as a service provider or processor, their privacy policies will apply instead of this Privacy Policy. This exception does not apply to Google User Data: any information Votel receives through Google APIs is always handled as described in Section 9.

2. Information We Collect

We collect information about you ("Personal Information") in the following ways:

Information You Provide Directly

Account Information: Name, email address, phone number, billing information, shipping address, username, and password
Transaction Information: Purchase history, payment details, order information
Communication Information: Messages, feedback, survey responses, support requests
Professional Information: Company name, job title, business contact details
User Content: Any information you submit through our Services

Information Collected Automatically

Device Information: IP address, browser type, operating system, device identifiers
Usage Information: Pages viewed, features used, click data, time spent on pages
Location Information: General geographic location based on IP address
Cookie Information: Data collected through cookies and similar technologies

Information from Third Parties

Marketing Partners: Contact information, professional details from advertising partners
Social Media: Information from social media platforms when you interact with our content
Data Providers: Publicly available information from databases and research partners
Affiliate Partners: Referral information when you access our Services through partner links
Single Sign-On Providers: Basic profile details, such as your name, email address, and profile photo, when you sign in with Google or Microsoft
Connected Accounts: Information from accounts you choose to link to the Services, as described below

Signing In with Google or Another Single Sign-On Provider

You can create an account or log in to the Services using a Single Sign-On ("SSO") provider, such as your Google or Microsoft account, instead of creating a separate password. The SSO provider confirms your identity and asks whether you agree to share basic profile information with us. If you agree, we receive your name, email address, and, where available, your profile photo, which we use to create, identify, and secure your account. Signing in this way does not give us access to your email, calendar, files, or other account content, and we never receive the password you use with your SSO provider.

Information from Connected Accounts

If you choose to connect your Votel.ai account to an account you hold with another service, such as Google, Microsoft, Facebook, or Instagram, we receive the information that service allows you to share with us. Depending on the integration and the permissions you approve, this can include your account name and email address, along with the data needed for the feature you turned on, such as calendar events, contacts, email or chat messages, documents and spreadsheets, Facebook Page messages, or lead form submissions. You choose which integrations to connect, and you can stop sharing at any time by disconnecting the integration inside the Services or by removing Votel.ai's access in that service's account settings.

3. How We Use Your Information

We use Personal Information for the following purposes:

Service Delivery and Operations

Provide, maintain, and improve our Services
Process transactions and send related information
Create and manage your account
Respond to customer service requests
Send administrative messages and updates

AI-Powered Features

Some features may use artificial intelligence to enhance performance. We do not use your Personal Information to train generalized AI models. Our AI subprocessors are limited to providing specific services under strict data use limitations.

Marketing and Communications

Send promotional materials and newsletters (with consent)
Provide personalized content and recommendations
Conduct surveys and research
Deliver targeted advertising

We never use Google User Data for marketing, advertising, or targeting. Google User Data is used only as described in Section 9.

Analytics and Improvement

Analyze usage patterns and trends
Test and develop new features
Monitor and improve Service performance
Generate aggregated statistics

Legal and Security

Comply with legal obligations
Protect against fraud and abuse
Enforce our terms and agreements
Ensure platform security

Legal Basis for Processing

Where required by law, we process Personal Information only when we have a valid legal basis:

Consent: You have given clear consent for specific purposes
Contract: Processing is necessary to fulfill our contract with you
Legal Obligation: We must process data to comply with the law
Legitimate Interests: Processing is necessary for legitimate business interests that don't override your rights

4. How We Protect Your Information

We implement appropriate technical and organizational security measures to protect Personal Information against unauthorized access, alteration, disclosure, or destruction, including:

Encryption of data in transit and at rest
Regular security assessments and audits
Access controls and authentication requirements
Employee training on data protection
Incident response procedures

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your Personal Information, we cannot guarantee absolute security.

We may share Personal Information with:

Service Providers

Third-party vendors who perform services on our behalf, such as:

Payment processing
Email delivery
Analytics services
Customer support
Cloud hosting

Business Partners

Integration partners for joint features
Affiliate partners in our referral program
Co-marketing partners

Legal Requirements

When required by law or to:

Respond to legal process
Protect our rights and property
Prevent fraud or illegal activities
Ensure user safety

Business Transfers

In connection with any merger, sale, acquisition, or reorganization of our business

When you direct us to share information or give explicit consent

Important: We do NOT share phone numbers or opt-in consent with third parties without your express written consent.

This section does not apply to Google User Data. We never share Google User Data with business partners, co-marketing partners, affiliates, or advertising partners. Google User Data is shared only as described in Section 9.

6. Data Retention

We retain Personal Information only as long as necessary to:

Fulfill the purposes described in this Policy
Comply with legal and regulatory requirements
Resolve disputes and enforce agreements
Maintain business records

Retention periods vary based on the type of information and purpose of processing. We may anonymize data for statistical purposes and retain it indefinitely. Retention and deletion of Google User Data is described in Section 9.

7. Children's Privacy

Our Services are not intended for children under 16. We do not knowingly collect Personal Information from children under 16. If we learn we have collected such information, we will promptly delete it. If you believe we have information from a child under 16, please contact us immediately.

8. Third-Party Links and Services

Our Services may contain links to third-party websites and services. We are not responsible for their privacy practices. We encourage you to review their privacy policies before providing any information.

Connected Services

When you connect third-party services (e.g., social media accounts, apps from our marketplace), those services' privacy policies apply to their collection and use of your information. How Votel handles the data it receives from a connected Google account is described in Section 9.

9. Google User Data

This section explains how Votel accesses, uses, stores, shares, protects, retains, and deletes information we receive from your Google account through Google APIs ("Google User Data"). If anything elsewhere in this Privacy Policy conflicts with this section, this section controls for Google User Data.

When We Access Google User Data

We access Google User Data only after you sign in with Google or choose to connect a Google integration and approve the requested permissions on Google's consent screen. Each integration asks only for the permissions it needs, so connecting one Google service does not give us access to the others.

Google User Data We Access

Google Sign-In: Your name, email address, and profile photo, used to create and secure your Votel.ai account. Signing in does not give us access to your email, calendar, files, or other Google content.
All Google integrations: The email address of the Google account you connect, so we can show which account is linked, plus the access credentials (OAuth tokens) Google issues to us.
Gmail: Permission to send email from your Gmail address on your behalf, such as the follow-up emails and campaigns you set up in Votel. If your connection includes read access, we read only the delivery failure (bounce) notices for messages sent through Votel, so we can mark those messages as bounced. We do not read, store, or analyze any other email in your inbox.
Google Calendar: Your calendar list, availability, and events, so we can check open times and create, update, or cancel the appointments you or your AI agents book.
Google Contacts: Your contacts and contact groups, so we can look up, create, update, and delete contacts as you or your automations direct.
Google Drive, Docs, and Sheets: Your Drive files and folders, so we can list them for you to choose from, and read, create, update, move, or delete the documents, spreadsheets, and files you work with in Votel.
Google Tasks, Chat, and Forms: Your task lists and tasks; the Chat spaces, members, and messages your automations work with; and the forms you create through Votel.ai and their responses, so new responses can start your workflows.
YouTube: Your channel details, videos, and playlists, so we can upload, live stream, update, and organize the videos you choose to publish, and manage your channel settings when you ask us to.
Google Ads: Your Google Ads account information, so we can send the conversion data you configure to your own ad account.

How We Use Google User Data

We use Google User Data only to provide and improve the user-facing features you have enabled and can see in Votel, such as sending your emails, booking appointments, keeping your contacts up to date, and saving your files. We do not:

Sell Google User Data
Use or transfer Google User Data to serve advertising, including retargeting, personalized, or interest-based ads
Use Google User Data to determine creditworthiness or for lending purposes
Use Google User Data to develop, improve, or train generalized AI or machine learning models
Use Google User Data to generate images or video
Allow our staff to read Google User Data unless you give us permission to do so (for example, to resolve a support request), it is necessary for security purposes such as investigating abuse, it is required to comply with applicable law, or the data has been aggregated and anonymized for internal operations

We share Google User Data only as needed to deliver the features you use:

AI service providers: When you use an AI-powered feature that works with your Google data, such as an AI agent that checks your calendar or drafts an email, the relevant data is sent to our AI service providers only to complete that task, and only to providers whose terms prohibit them from using it to train their models.
Infrastructure providers: Hosting and database providers that store and process data on our behalf under confidentiality obligations.
Legal and business transfers: When required by law, or as part of a merger, acquisition, or sale of assets, with notice to you.

We do not share Google User Data with advertisers, data brokers, or other third parties.

How We Store and Protect Google User Data

Google User Data is sent between Google, our systems, and our service providers over encrypted (HTTPS/TLS) connections. It is stored in access-controlled systems where only authorized personnel who need it to operate the Services can reach it, and it is protected by the other safeguards described in Section 4.

How Long We Keep Google User Data and How to Delete It

Access credentials: Kept while the integration is connected. When you disconnect an integration, we stop using its credentials and stop accessing that Google account.
Records created by features you use: Items such as your history of emails sent through Votel.ai, contacts you saved, and appointments booked are kept in your account until you delete them or ask us to delete your data.
Deletion requests: Email [email protected] to have your Google User Data, including stored credentials, deleted. We will delete it except where we must keep it to comply with the law.

You can also revoke Votel.ai's access at any time from your Google Account permissions page at https://myaccount.google.com/permissions.

Compliance with Google's Policies

Votel'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.

Questions about Google User Data can be sent to [email protected].

10. Cookies and Tracking

We and our partners use these cookies and other tracking technologies on our Services.

Preferences To help us remember your settings and preferences so that we can provide you with a more personalized experience. Authentication and Security To log you into the Services; enable us to show you your account data; and help us keep your data and the Services safe and secure. Service Features and Performance To provide you with functionality and optimize the performance of the Services. For example, to allow you to share information from Votel mobile apps with friends within your social networks/circles. Analytics and Research To help us understand how you are using the Services so that we can make them better, faster, and safer. Marketing and Targeting To help us better target our advertising, conversion tracking, lookalike audiences and modeling, and retargeting you with our advertisements.

You have a number of options to control or limit how we and our partners use cookies and similar technologies, including for advertising. Please note that Votel's websites and our Services do not respond to Do Not Track signals. However, we believe that you should have a choice regarding interest-based ads served by our partners, which is why we outline the options available to you here below.

You can set your device or browser to accept or reject most cookies, or to notify you in most situations that a cookie is offered so that you can decide whether to accept it. However, if you block cookies, certain features on our Services may not function. Additionally, even if you block or delete cookies, not all tracking will necessarily stop.

To prevent your data from being used by Google Analytics, you can install Google's opt-out browser add-on.
For information on how our advertising partners allow you to opt out of receiving ads based on your web browsing history, please visit http://optout.aboutads.info/.
To opt out of ads on Facebook, Pinterest, Google or other sites that are targeted to your interests, use your Facebook, Pinterest, Google Ads, or the other site settings.
Check your mobile device for settings that control ads based on your interactions with the applications on your device. For example, on your iOS device, enable the "Limit Ad Tracking" setting, and on your Android device, enable the "Opt out of Ads Personalization" setting.

As an additional step, these advertising companies may participate in one of the following advertising industry self-regulatory programs for online behavioral advertising, with corresponding user opt-outs:

Networking Advertising Initiative (http://www.networkadvertising.org/choices/) (US Only)
Digital Advertising Alliance (http://www.aboutads.info/choices/) (US Only)
European Interactive Digital Advertising Alliance (http://www.youronlinechoices.eu/) (EU Only)
Digital Advertising Alliance - Canada (http://youradchoices.ca/choices) (Canada Only)
DAA App Choices Mobile App (Mobile Devices Only) - For mobile devices (e.g., smartphone, tablets), you may consider downloading the DAA AppChoices Mobile App to manage such technology.

However, if you do not accept cookies, you may not be able to use some portions of our Service.

Cookies, tracking technologies, and advertising partners never receive Google User Data.

Do Not Track

Our Services do not currently respond to "Do Not Track" browser signals.

11. Your Privacy Rights

Depending on your location, you may have certain rights regarding your Personal Information:

General Rights

Access: Request information about Personal Information we hold
Correction: Update or correct inaccurate information
Deletion: Request deletion of your Personal Information
Portability: Receive your data in a portable format
Objection: Object to certain processing activities
Restriction: Request limited processing of your data
Withdrawal: Withdraw consent at any time

Regional Privacy Rights

European Economic Area, UK, and Switzerland

Under GDPR and similar laws, you have the rights listed above plus:

Right to lodge a complaint with supervisory authorities
Right to access, update or to delete your data on our site;
Right to rectify your information if that information is inaccurate or incomplete;
Right to object to the processing of your Personal Data;
Right to request that the processing of your personal information is restricted;
Right to request and be provided with a copy of your Personal Data in a structured, machine-readable and commonly used format;
Right to withdraw consent at any time where your consent is required to process any of your personal information;

United States

Residents of California, Colorado, Connecticut, Virginia, and other states with privacy laws have:

Right to know what Personal Information is collected
Right to delete Personal Information
Right to opt-out of sale/sharing of Personal Information
Right to non-discrimination for exercising privacy rights
Right to correct inaccurate information
Right to limit use of sensitive Personal Information
Right to appeal privacy request decisions

We do not sell your Personal Information to a third party for money, but some disclosures for advertising may be considered "sale," "share," or "targeted advertising" under certain state laws. To opt-out, you may do so by using the "Do Not Sell or Share My Information" on the Platform website or by contacting us via the details in the "Contact Information" section. Google User Data is never sold, shared, or used for advertising.

Exercising Your Rights

To exercise any of these rights:

Email: [email protected]
Mail: Votel.ai, Attn: Privacy Contact, 2810 North Church Street #878610, Wilmington, DE 19802

We may need to verify your identity before processing requests. We will respond within the timeframe required by applicable law (typically 30-45 days).

12. International Data Transfers

We operate globally and may transfer Personal Information across borders. When we transfer data internationally, we ensure appropriate safeguards are in place:

Transfer Mechanisms

Standard Contractual Clauses
Data Privacy Framework certifications
Adequacy decisions
Consent (where appropriate)

13. California Privacy Rights

Shine the Light

California residents may request information about Personal Information shared with third parties for direct marketing purposes.

California Consumer Privacy Act (CCPA/CPRA)

California residents have additional rights described in Section 11 above.

Categories of Information Collected

In the past 12 months, we have collected:

Identifiers (name, email, IP address)
Personal information categories in Cal. Civ. Code § 1798.80(e)
Commercial information
Internet activity information
Geolocation data
Professional information
Inferences from collected information
Device fingerprints

Information Disclosure

We disclose Personal Information for business purposes to:

Service providers
Business partners
Advertising partners
Affiliates

These disclosures never include Google User Data, which is handled only as described in Section 9.

14. Marketing and Communications

Your Choices

You can manage marketing preferences by:

Clicking "unsubscribe" in emails
Updating account settings
Contacting us directly

Note: You may still receive transactional and administrative messages even if you opt-out of marketing.

15. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by:

Posting the updated Policy on our website
Sending notice to your registered email
Displaying a prominent notice on our Services

Your continued use after changes constitutes acceptance of the updated Policy.

16. Contact Information

For questions about this Privacy Policy or our privacy practices:

Votel.ai Attn: Privacy Contact 2810 North Church Street #878610 Wilmington, DE 19802

Email: [email protected]