Legal & Compliance

1. Terms of Service

1. Introduction

These Terms of Service (“Terms”) govern your access to and use of the Voltalyze platform, including our AI voice services, messaging services, workflow automation, integrations, dashboards, and any related websites, applications, or services (collectively, the “Services”).

By accessing or using the Services, you agree to be bound by these Terms.

If you do not agree to these Terms, you must not use the Services.

2. The Services

Voltalyze provides an AI-driven automation platform that enables businesses to:

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  Handle voice and messaging interactions
  
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  Automate workflows, scheduling, and operational tasks
  
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  Integrate with third-party tools such as telephony, messaging, CRM, and analytics providers
  

We may update, improve, or modify the Services from time to time, including adding or removing features, at our discretion.

3. Eligibility and Accounts

You may use the Services only if:

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  You are at least the age of majority in your jurisdiction, and
  
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  You have the authority to enter into binding agreements on behalf of the business you represent.
  

You are responsible for:

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  Maintaining the confidentiality of your login credentials
  
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  All activities that occur under your account
  
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  Ensuring that all information you provide to us is accurate, current, and complete
  

You must promptly notify us of any unauthorized access or suspected security breach.

4. Acceptable Use

You must use the Services in compliance with:

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  These Terms
  
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  Our Acceptable Use Policy
  
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  All applicable laws and regulations (including communications, privacy, and data protection laws)
  

You may not:

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  Use the Services for fraudulent, harmful, or illegal purposes
  
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  Misrepresent the identity of your business or the nature of communications
  
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  Overload or attempt to interfere with the integrity or performance of the platform
  
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  Reverse engineer, decompile, or attempt to extract source code, except where permitted by law
  

5. Fees and Payment

Access to certain Services may be subject to:

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  Setup or implementation fees
  
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  Monthly or annual retainers
  
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  Usage-based fees (e.g., minutes, messages, workflow executions)
  

Billing, payment terms, refund rules, and cancellation conditions are described in our Refund & Billing Policy, which forms part of these Terms.

Failure to pay fees when due may result in suspension or termination of your access to the Services.

6. Intellectual Property

The Services, including the underlying software, AI models, workflows, prompts, designs, documentation, and all related intellectual property rights, are owned by Voltalyze or its licensors.

Subject to these Terms and your payment of applicable fees, Voltalyze grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes only.

You retain ownership of:

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  Your data and content
  
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  Your customer information
  
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  Any business-specific configurations you provide
  

You grant Voltalyze a license to process this data solely for the purpose of providing, maintaining, improving, and supporting the Services.

7. Third-Party Services

The Services may integrate with third-party tools and providers (e.g., telephony, messaging, CRM, analytics, hosting). Your use of those third-party services may be subject to separate terms and policies.

Voltalyze is not responsible for:

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  Availability, performance, or security of third-party services
  
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  Changes made by third-party providers that impact integrations
  

We may add, change, or remove integrations at any time.

8. Disclaimers

The Services are provided on an “as is” and “as available” basis. To the maximum extent permitted by law, Voltalyze disclaims all warranties and representations, express or implied, including:

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  Fitness for a particular purpose
  
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  Non-infringement
  
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  Accuracy or completeness of AI outputs or automation behavior
  

You are responsible for reviewing and validating AI-generated actions, configurations, and outputs before relying on them.

9. Limitation of Liability

To the maximum extent permitted by law:

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  Voltalyze will not be liable for any indirect, incidental, consequential, special, or punitive damages, including loss of profits, revenue, data, or goodwill.
  
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  Voltalyze’s total aggregate liability arising out of or related to the Services will not exceed the amount you paid to Voltalyze for the Services in the twelve (12) months preceding the event giving rise to the claim.
  

This limitation applies regardless of the legal theory and even if Voltalyze has been advised of the possibility of such damages.

10. Term and Termination

These Terms remain in effect while you use the Services.

We may suspend or terminate your access to the Services if:

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  You breach these Terms, our Acceptable Use Policy, or other referenced policies
  
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  Required by law or by a third-party provider
  
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  You fail to pay any undisputed fees when due
  

You may stop using the Services at any time. Termination does not relieve you of the obligation to pay any outstanding fees.

Certain provisions (including ownership, limitations of liability, and dispute clauses) will survive termination.

11. Changes to These Terms

We may update these Terms from time to time. When we do, we will revise the “Last updated” date and, where required by law, notify you.

Your continued use of the Services after the updated Terms become effective constitutes your acceptance of the changes.

12. Contact and Governing Law

Details about the contracting entity, governing law, and dispute resolution are provided in the Corporate & Legal Notices section.

If you have questions about these Terms, contact us at: legal@voltalyze.com.

2. Privacy Policy

1. Overview

This Privacy Policy describes how Voltalyze collects, uses, stores, and protects personal data when you use our Services, and describes your rights regarding that data.

We design our practices to align with applicable data protection laws, including the principles of GDPR and similar regulations, where they apply.

2. Data We Collect

We may collect and process the following categories of data:

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  Account data: Name, email, business name, contact details, login credentials.
  
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  Usage data: Configuration details, workflow settings, logs of system events, integration metadata.
  
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  Communication data: Transcripts and logs of calls, messages, and interactions processed through our AI agents (subject to your configuration and applicable law).
  
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  Technical data: IP address, device identifiers, browser type, operating system, timestamps, and other diagnostic data.
  
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  Support data: Information you provide when you contact support, including screenshots and problem descriptions.
  

You are responsible for ensuring that any personal data you submit to us is collected and shared in compliance with applicable laws.

3. How We Use Data

We use personal data to:

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  Provide, maintain, and improve the Services
  
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  Authenticate users and secure accounts
  
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  Configure and optimize AI agents and workflows
  
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  Monitor performance, reliability, and usage patterns
  
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  Provide support and respond to inquiries
  
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  Communicate service updates, security notices, and administrative messages
  
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  Comply with legal obligations and enforce our policies
  

We do not sell personal data.

4. Legal Bases (where applicable)

Where data protection laws require a legal basis, we rely on:

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  Performance of a contract (providing and managing the Services)
  
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  Legitimate interests (improving our Services, securing our systems, preventing misuse)
  
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  Compliance with legal obligations
  
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  Consent, where explicitly required (e.g., certain marketing communications)
  

5. Data Sharing and Subprocessors

We may share data with:

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  Service providers and subprocessors who perform services on our behalf (such as hosting, telephony, messaging, analytics, support tools).
  
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  Professional advisers (lawyers, auditors) as needed.
  
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  Authorities where required by law or to protect rights, safety, or property.
  

Subprocessors and third-party providers are listed in the Subprocessors & Third-Party Services section. We require them to handle data in accordance with appropriate contractual safeguards.

6. International Transfers

Your data may be processed in countries other than your own. Where required, we implement appropriate safeguards (such as standard contractual clauses or equivalent mechanisms) to protect data during international transfers.

7. Data Retention

We retain personal data only for as long as necessary to:

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  Provide the Services
  
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  Comply with legal obligations
  
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  Resolve disputes
  
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  Enforce our agreements
  

Retention periods may differ depending on the type of data and applicable law. Where possible, we anonymize or aggregate data for analytics after it is no longer needed in identifiable form.

8. Security

We use technical and organizational security measures to protect personal data against unauthorized access, loss, misuse, or alteration. These include:

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  Encryption in transit and at rest (where appropriate)
  
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  Access control and authentication
  
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  Logging and monitoring
  
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  Internal security policies and training
  

No system is completely secure, and we cannot guarantee absolute security. We maintain procedures to detect, respond to, and mitigate security incidents.

9. Your Rights

Depending on your location and applicable law, you may have rights such as:

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  Access to your personal data
  
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  Rectification of inaccurate data
  
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  Erasure (“right to be forgotten”)
  
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  Restriction of processing
  
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  Data portability
  
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  Objection to certain processing activities
  
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  Withdrawal of consent where processing is based on consent
  

Requests can be submitted to privacy@voltalyze.com. We may need to verify your identity before responding.

10. Cookies and Tracking

We use cookies and similar technologies to:

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  Enable core site functionality
  
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  Measure performance and usage
  
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  Improve user experience
  

Details are provided in our Cookies & Tracking Policy, which forms part of this Privacy Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date. Material changes may be communicated more prominently, where required by law.

12. Contact

For privacy-related questions or requests, contact:

privacy@voltalyze.com

3. AI Usage & Ethics Policy

1. Purpose

This AI Usage & Ethics Policy sets out how Voltalyze expects customers to use our AI-driven Services responsibly, and explains the limitations and appropriate safeguards around AI-generated outputs.

2. Transparency and Responsibility

You are responsible for:

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  Configuring AI agents and workflows to align with your business policies
  
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  Reviewing and monitoring AI outputs for accuracy, fairness, and compliance
  
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  Ensuring that any required disclosures to your customers about AI usage are made (e.g., where law or industry standards require you to identify AI agents)
  

Voltalyze provides tools and configuration options but does not control how you choose to deploy them.

3. Limitations of AI

Our AI systems operate on patterns in data, not human judgment. As a result:

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  Outputs may be incomplete, outdated, or incorrect
  
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  AI agents may misinterpret ambiguous inputs
  
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  AI should not be used as the sole basis for critical decisions without human review
  

You must not rely on AI outputs for legal, medical, financial, or other regulated advice without appropriate professional oversight.

4. Prohibited Use Cases

You may not use the Services to:

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  Generate or distribute harmful, abusive, or harassing content
  
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  Deceive individuals by impersonating real people without disclosure, where required
  
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  Conduct or facilitate fraud, scams, or other illegal activities
  
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  Create or distribute content that incites violence or discrimination
  
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  Manipulate or exploit vulnerable individuals
  

Voltalyze may suspend or terminate access where it reasonably suspects misuse or violation of this policy.

5. High-Risk Scenarios

Certain use cases may require additional review, safeguards, or written approval, including:

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  Automated interactions in regulated industries (e.g., healthcare, financial services, legal)
  
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  Use in safety-critical decision flows
  
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  Large-scale automated outbound communications
  

Contact compliance@voltalyze.com if you are unsure whether your use case falls into a high-risk category.

6. Data Used for AI

AI models may process:

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  Text and voice content submitted through the Services
  
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  Metadata related to interactions and workflows
  
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  Configuration details you provide
  

We use such data to deliver the Services and may anonymize and aggregate it to improve performance and reliability. Further details are in our Privacy Policy and Data Processing Agreement Overview.

7. Enforcement

If Voltalyze believes that your use of AI violates this policy or applicable law, we may:

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  Request adjustments to your configuration
  
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  Suspend specific AI features
  
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  Suspend or terminate your account in serious or repeated cases
  

We may also cooperate with law enforcement or regulators where legally required.

4. Data Processing Agreement (DPA) Overview

1. Roles

For customers subject to data protection laws such as GDPR:

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  The customer is typically the Data Controller, deciding the purposes and means of processing personal data.
  
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  Voltalyze acts as the Data Processor, processing personal data on the customer’s documented instructions.
  

2. Categories of Data

Voltalyze may process personal data such as:

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  Contact details of your staff and customers
  
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  Communication content (calls, messages, tickets)
  
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  Scheduling, booking, and workflow data
  
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  Technical identifiers (e.g., IP addresses) where necessary for service delivery
  

You are responsible for ensuring that you have a lawful basis for processing this data and for sharing it with Voltalyze.

3. Subprocessors

Voltalyze engages third-party subprocessors to provide infrastructure, telephony, messaging, analytics, and support tooling. These subprocessors may process personal data to help us deliver the Services.

A current list of subprocessors and their roles is maintained in the Subprocessors & Third-Party Services section and may be updated from time to time.

4. Processing Instructions

Voltalyze processes personal data only:

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  On your documented instructions, as described in our agreement and your configuration of the Services
  
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  To comply with applicable law
  
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  To maintain, secure, and improve the Services, where permitted
  

If we are required by law to process data beyond your instructions, we will inform you (where legally allowed).

5. Security Measures

Voltalyze implements technical and organizational security measures to protect personal data, including:

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  Access controls and authentication
  
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  Encryption (where appropriate)
  
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  Logging and monitoring
  
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  Regular security reviews
  

An overview is provided in the Security & Compliance Standards section.

6. Data Subject Rights

Where applicable, we assist you in responding to data subject requests (access, rectification, deletion, restriction, portability) by:

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  Providing tools to retrieve, update, or delete data
  
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  Responding to your documented instructions
  

We do not respond directly to data subjects on your behalf unless required by law.

7. International Transfers

Where personal data is transferred internationally, Voltalyze uses appropriate safeguards such as contractual protections, to the extent required by applicable law.

8. Data Retention and Deletion

At the end of your relationship with Voltalyze, or upon your instruction, we will:

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  Delete or return personal data, unless retention is required by law or legitimate business need (e.g., accounting records)
  
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  Remove or anonymize personal data from active systems within a reasonable period

5. Security & Compliance Standards

1. Overview

Voltalyze takes security and compliance seriously and implements measures designed to protect the confidentiality, integrity, and availability of the Services and the data processed through them.

2. Infrastructure Security

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  Hosting with reputable cloud providers with robust physical and network security
  
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  Network segmentation and firewalling
  
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  Regular patching and updates of core systems
  

3. Access Control

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  Role-based access control for staff
  
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  Principle of least privilege
  
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  Strong authentication practices
  
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  Access reviews for sensitive systems
  

4. Data Protection

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  Encryption of data in transit using modern TLS protocols
  
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  Encryption of data at rest where appropriate
  
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  Backups and disaster recovery procedures
  

5. Monitoring and Logging

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  Logging of critical events (access, configuration changes, system errors)
  
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  Monitoring for suspicious activity or anomalies
  
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  Procedures to detect and investigate security incidents
  

6. Incident Response

In the event of a security incident affecting your data:

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  We will investigate and take appropriate remedial measures
  
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  Where required by law, we will notify you without undue delay, along with relevant information to support your own obligations
  

7. Compliance Approach

Voltalyze aims to align its practices with recognized security and privacy principles. Specific certifications or attestations (if any) will be described separately and do not apply unless explicitly confirmed in writing.

6. Acceptable Use Policy (AUP)

1. Purpose

This Acceptable Use Policy governs how you may use the Services and is designed to protect users, end customers, and the platform from misuse.

2. Prohibited Content and Activities

You must not use the Services to:

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  Violate any applicable laws or regulations
  
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  Engage in fraud, scams, or deceptive practices
  
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  Harass, threaten, or abuse individuals or groups
  
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  Distribute hate speech, extremist content, or incitement to violence
  
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  Transmit malware, viruses, or other harmful code
  
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  Infringe intellectual property or other rights of third parties
  

3. Communications and Spam

You may not use the Services to:

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  Send unsolicited bulk messages or calls in violation of anti-spam laws
  
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  Misrepresent the sender identity or caller ID
  
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  Bypass carrier or platform rules regarding consent and opt-out
  

You are responsible for ensuring that your contact lists and communication practices comply with applicable consent and marketing rules.

4. System Abuse

You may not:

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  Attempt to interfere with or disrupt the integrity or performance of the Services
  
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  Use automated tools to overload or stress-test the platform without permission
  
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  Bypass technical or rate limits imposed by Voltalyze or its providers
  

5. High-Risk Uses

You may not use the Services for life-critical or safety-critical systems, or where failure could result in serious harm, without our express written approval and appropriate safeguards.

6. Enforcement

Voltalyze may investigate suspected violations and may:

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  Request you to adjust or correct your usage
  
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  Suspend or restrict access to certain features
  
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  Terminate your account in serious or repeated cases
  

We may also cooperate with law enforcement where legally required.

7. Refund & Billing Policy

1. Billing Model

Voltalyze may charge:

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  One-time setup or implementation fees
  
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  Recurring platform retainers (monthly or annual)
  
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  Variable usage fees (e.g., voice minutes, messages, workflow runs)
  
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  Optional add-ons or modules
  

Billing details are specified in your plan or order form.

2. Invoicing and Payment

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  Fees are typically billed in advance for recurring services and in arrears for usage-based charges, unless otherwise agreed.
  
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  Payments are due on the date specified in the invoice or billing interface.
  
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  If payment is not received by the due date, access to the Services may be suspended or downgraded.
  

3. Non-Refundable Items

Unless required by law, the following are typically non-refundable:

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  Setup and implementation work already performed
  
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  Platform retainers for the current billing period
  
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  Usage already consumed (minutes, messages, workflow executions)
  
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  Any third-party pass-through fees incurred on your behalf
  

4. Refund Eligibility

Refunds may be considered where:

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  You have been incorrectly billed due to our error
  
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  A material, extended service outage attributable to Voltalyze has significantly impacted your use of the Services, and no workaround was possible
  

Any refunds are at Voltalyze’s discretion unless otherwise required by mandatory law.

5. Plan Changes and Cancellations

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  You may request plan changes or cancellations in accordance with the notice periods described in your plan.
  
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  Downgrades may take effect at the end of your current billing cycle.
  
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  Cancellation does not relieve you of the obligation to pay any outstanding fees.
  

6. Taxes

Fees may be subject to taxes, duties, or other governmental charges. You are responsible for such amounts, excluding taxes on Voltalyze’s income, unless otherwise agreed.

8. Service Level & Availability (SLA Overview)

1. Objective

Voltalyze aims to provide a reliable and highly available platform suitable for mission-critical business operations, subject to the limitations below.

2. Service Availability

We strive for high uptime over a calendar month. However:

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  Availability may be impacted by maintenance, upgrades, third-party outages, network issues, or factors outside our control.
  
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  Certain features depend on third-party providers (e.g., telephony, messaging, hosting), and their downtime may affect your experience.
  

3. Maintenance

We may perform planned maintenance, which may cause temporary service interruptions. Where practical, we will schedule maintenance during low-usage windows and provide reasonable notice.

4. Incidents and Response

If we detect or are notified of a service incident:

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  We will investigate and work to restore normal operation as soon as reasonably possible.
  
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  We may provide updates via status channels, email, or other agreed means.
  

In some plans, additional service-level commitments may be documented in a separate SLA agreement.

5. Exclusions

Service issues may be excluded from uptime or SLA considerations where caused by:

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  Your own systems, networks, or configurations
  
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  Third-party providers not under our direct control
  
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  Misuse, unauthorized changes, or violations of our policies
  
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  Force majeure events or other circumstances beyond reasonable control

9. Support Policy

1. Scope of Support

Voltalyze provides support to help you:

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  Access and use the platform
  
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  Understand features and configuration options
  
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  Investigate potential issues or unexpected behavior
  
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  Address connectivity, integration, or workflow questions within the platform’s scope
  

2. Channels

Support may be available through:

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  Email
  
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  In-product request forms or ticketing
  
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  Other channels (such as chat or WhatsApp) where offered
  

Details and availability may vary by plan.

3. Response Times

We aim to respond to support requests within a reasonable timeframe, and may prioritize:

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  Critical platform outages
  
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  Severe degradation of core features
  
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  Issues affecting a large number of users
  

Specific response-time targets may be defined in a separate agreement for higher-tier plans.

4. Exclusions

Support generally does not include:

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  Custom development or coding outside standard configuration
  
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  Business consulting or strategy services
  
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  Managing or operating your internal systems
  
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  Training or re-training unrelated to platform use, unless agreed
  

These services may be offered separately as professional services.

5. Escalation

If an issue remains unresolved, you may request escalation. We will:

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  Assign additional resources or expertise where needed
  
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  Communicate progress and next steps in a transparent manner

10. Cookies & Tracking Policy

1. Use of Cookies

Voltalyze uses cookies and similar technologies on its websites and web-based interfaces to:

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  Enable core functionality (e.g., login, session management)
  
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  Remember user preferences
  
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  Analyze usage and performance
  
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  Improve user experience
  

2. Types of Cookies

Common categories include:

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  Strictly necessary cookies: required for basic operation and security.
  
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  Performance cookies: help us understand how users navigate and interact.
  
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  Functional cookies: remember preferences and customizations.
  
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  Analytics/advertising cookies (if used): help measure campaigns or user behavior.
  

3. Third-Party Tools

We may use third-party analytics or monitoring tools that set their own cookies or tracking technologies. These providers may collect information about your usage of our websites and services.

4. Consent and Control

Where required by law, we will:

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  Request your consent before placing non-essential cookies
  
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  Provide a mechanism (e.g., cookie banner or settings) to manage preferences
  

You can also control cookies through your browser settings, though disabling certain cookies may affect functionality.

5. Changes to This Policy

We may update this Cookies & Tracking Policy as our use of technologies evolves. Updates will be reflected by the “Last updated” date.

11. Intellectual Property & Ownership

1. Voltalyze IP

Voltalyze retains full ownership of:

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  The platform and its components
  
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  AI models and logic used within the Services
  
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  Default and system workflows, prompts, and templates
  
• 
  Designs, branding, trademarks, and logos
  
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  Documentation, training materials, and related content
  

You receive a limited license to use the Services under the Terms of Service.

2. Customer Data

You retain ownership of:

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  Your business data and customer information
  
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  Content you submit, upload, or configure in the Services
  
• 
  Your own branding, designs, and assets
  

You grant Voltalyze a license to process and use this data solely for the purposes of providing, maintaining, improving, and supporting the Services.

3. Custom Workflows and Configurations

Where Voltalyze or its partners assist in building workflows, prompts, or automations tailored for you:

• 
  Unless otherwise agreed in writing, Voltalyze retains ownership of the underlying methods and platform logic, while you retain rights to your data and business-specific configurations.
  
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  Voltalyze may reuse generic improvements, learnings, or components that do not include your confidential information.
  

4. Restrictions

You may not:

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  Copy, modify, or create derivative works of the platform
  
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  Attempt to extract or recreate proprietary models and logic
  
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  Resell or sublicense the Services to third parties, except as permitted by written agreement
  
• 
  Use Voltalyze trademarks without prior written permission
  

5. Feedback

If you provide feedback or suggestions, Voltalyze may use them without restriction or obligation, to improve the Services or develop new offerings.

12. Subprocessors & Third-Party Services

1. Use of Subprocessors

To deliver the Services, Voltalyze relies on third-party providers (“subprocessors”) for functions such as:

• 
  Cloud hosting and storage
  
• 
  Telephony and messaging infrastructure
  
• 
  Analytics and monitoring
  
• 
  Support tools and ticketing systems
  

These subprocessors may process personal data on Voltalyze’s behalf.

2. Selection and Oversight

Voltalyze selects subprocessors based on:

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  Technical and organizational security measures
  
• 
  Reliability and performance
  
• 
  Legal and contractual safeguards
  

We enter into data processing agreements or equivalent arrangements, where required, to help protect personal data.

3. Subprocessor List

A current list of subprocessors, including:

• 
  Name of the provider
  
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  Service provided (e.g., telephony, hosting, analytics)
  
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  Location or primary processing region
  

should be maintained in a dedicated section or document and updated when changes occur.

4. Changes to Subprocessors

We may add or replace subprocessors. Where required by law or contract, we will:

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  Provide notice of changes
  
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  Offer you an opportunity to object in accordance with the relevant data processing terms