Legal
Privacy policy.
Last updated: 24 October 2026
VoiceCaptures is a registered business based in Toronto, Ontario, Canada. This policy explains what we collect when our AI voice assistant answers a call on behalf of one of our business clients, what we do with it, and how to have it deleted.
Who we are
The registered business behind this service is VoiceCaptures, Toronto, Ontario, Canada. You can reach us at hello@voicecaptures.com.
We provide an AI voice assistant that answers inbound phone calls for small businesses. When you call one of our clients, you may be speaking to our assistant rather than a person.
What we collect
- Caller phone numbers — the number you are calling from.
- Call recordings and transcripts — audio of the call and a written record of what was said.
- Names and details given during a call — anything you tell the assistant, such as your name, address, the service you need or the time you would like to book.
- Contact form submissions — the name, email address, phone number and message you send us through a form on this website.
- Job applications — if you apply through our careers page, the details, resume and cover letter you submit.
- Customer lists for win-back campaigns — names, phone numbers and last visit dates that a business client gives us, so we can contact their past customers on their behalf.
- Billing details for our business clients — handled by Stripe. We never see or store full card numbers.
How we use it
- To run the answering service for the business you called.
- To text you the information you asked for during the call.
- To give the business owner a summary of the call, so they can follow up.
- To assess a job application and contact you about it.
We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.
SMS Messaging and Consent
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Texts to callers are sent as part of handling their call: confirmations, information they asked for, missed-call text-backs and appointment reminders. Promotional texts, such as review requests or win-back messages, are sent only on behalf of a business the person has bought from, and always allow opting out. We do not sell or share mobile numbers or SMS consent with third parties for their marketing.
Message and data rates may apply. Reply STOP to opt out, or HELP for help. Our terms of service are at voicecaptures.com/terms and this privacy policy is at voicecaptures.com/privacy.
Call recording
Callers are told at the start of the call that it may be recorded. For most businesses, calls are recorded and transcribed; for clinics, recording is off by default and only a transcript is kept. Recordings and transcripts are used to produce the summary for the business, to show it in their dashboard, and to improve how the assistant handles their calls.
Clinics
When we answer calls for a clinic, the assistant collects only contact details and the general reason for the call, such as booking a cleaning or a billing question. It does not ask for symptoms, diagnoses or health card numbers. We handle this information only on the clinic’s instructions and for the clinic’s purposes.
How long we keep it
Recordings, transcripts and call details are kept for 14 days and then deleted. A business client can choose to keep them for 90 days or one year. Win-back lists are used only for that business’s campaigns and are deleted when the business asks, or when they stop working with us. To have your own record deleted sooner, email hello@voicecaptures.com.
Job applications are kept while we consider them and for future opportunities, until you ask us to delete them.
Where your information is stored and processed
The call records we keep — recordings, transcripts and call details — are stored in Canada. The live call runs on providers in the United States: our phone provider carries the call and stores no call audio, and our AI provider holds a copy of the conversation for 14 days, the shortest window it offers, before deleting it. Text message records are kept for 14 days. Deleted data can take up to a further 30 days to clear a provider’s backup systems. While information is with a provider it may be subject to US law. We use service providers only to run the service, and each one receives only what it needs to do its part.
If there is a security incident
If we find that information we hold about you or your callers may have been accessed by someone who should not have it — whether the failure is ours or one of the providers we rely on — we will tell affected clients without undue delay, and tell the people whose information is involved where the law requires it. We will say what we know, what we are doing about it, and what you can do.
Canadian privacy law requires us to report a breach to the Office of the Privacy Commissioner of Canada, and to notify the individuals affected, when it creates a real risk of significant harm. We keep a record of every breach, whether or not it is reportable, and we can show that record to the Commissioner on request.
Your rights
You can ask to see, correct or delete the information we hold about you. Email hello@voicecaptures.com with the number you called from and roughly when you called. We will reply within 30 days.
Contact
VoiceCaptures
Toronto, Ontario, Canada
hello@voicecaptures.com