VoxWin AI VoxWin AI

Privacy Policy

Effective May 1, 2026

VoxWin AI is a virtual receptionist service that answers business phone calls using artificial intelligence and books callback appointments on the business owner's calendar. VoxWin AI is a product of Weighted Averages LLC, the same company that operates BellexFire Agency. The two products serve different customers and may collect different types of information; this Privacy Notice describes how VoxWin AI handles your data.

Information we collect

We collect information you provide directly to us when you create an account or configure your virtual receptionist:

Google API services and OAuth scopes

When you connect your Google account to VoxWin AI, we request the following OAuth scopes from Google:

Calendar (https://www.googleapis.com/auth/calendar.events)
We use this scope to read your calendar's free/busy times so our virtual assistant can offer callers available appointment slots, and to create new appointment events when a caller books a callback time. We do not request the broader "calendar" scope and cannot modify your calendar settings, sharing, or any events we did not create.

Gmail send (https://www.googleapis.com/auth/gmail.send)
We use this scope to send two types of email on your behalf: (a) appointment confirmation emails to callers who book a callback through your virtual assistant, and (b) call transcript emails to you summarizing each call your assistant handled. This is a send-only scope; we cannot read, modify, or delete your existing emails, and we do not access your inbox, drafts, contacts, or any other Gmail data.

How Google account data is stored and used

When you authorize VoxWin AI to access your Google account, Google issues us a refresh token, which we store encrypted in our database and use only to perform the actions described above on your behalf. We do not sell, transfer, or share Google user data with third parties for any purpose other than operating VoxWin AI's virtual receptionist service. We do not use Google user data to train artificial intelligence models, and we do not use Google user data for advertising. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How to revoke access

You can revoke VoxWin AI's access to your Google account at any time in two ways: (a) sign in to your VoxWin AI dashboard and click "Disconnect" on the Connect Calendar page, which deletes our copy of your refresh token and stops all access immediately, or (b) visit your Google Account security settings at https://myaccount.google.com/permissions and remove VoxWin AI from your list of connected apps. Revoking access through Google will also stop our access immediately, though our copy of the (now-invalid) refresh token may remain in our database until our next routine cleanup.

Data we collect via Google APIs

VoxWin AI accesses the minimum data necessary to operate the service:

We do not access, store, or use any other Google account data, including but not limited to: existing calendar events you didn't create through us, calendar settings, contacts, photos, drive files, search history, or location data.

How we use your information

We use the information we collect to:

Artificial intelligence

VoxWin AI uses artificial intelligence to answer phone calls and book callback appointments on behalf of our customers. The AI assistant ("Eve" or another name chosen by the customer) is built using third-party voice AI services, including ElevenLabs Conversational AI. When a caller speaks with the assistant, the call audio and transcript are processed by these services to enable the assistant to respond, capture caller information, and book appointments. Call transcripts are stored to provide our customers with a record of each call.

We do not use call transcripts or voice recordings to train artificial intelligence models. Call data is processed only to operate the virtual receptionist service for the customer who received the call.

If you receive a call answered by a VoxWin AI assistant and prefer not to be recorded, you may state this on the call; the assistant is instructed to direct callers to a human callback in this case. Customers using VoxWin AI are responsible for complying with applicable call recording disclosure laws in their jurisdiction.

Third parties we work with

To deliver the service, we use third-party providers in the following categories:

A current list of specific sub-processors is available on request at [email protected].

Data retention

We retain account and configuration data for as long as your account is active. Call recordings and transcripts are retained for 90 days by default; you can request earlier deletion. If you disconnect your Google account, we delete the Google data associated with your account within 30 days. If you cancel your account, we delete your account data within 30 days, except where retention is required by law.

Your rights

You have the right to:

To exercise any of these rights, contact [email protected].

Security

We use industry-standard security measures to protect your information, including TLS encryption in transit, encrypted storage at rest, and access controls. No system is perfectly secure, but we work to minimize risk.

Children

VoxWin AI is a business service intended for adults. We do not knowingly collect information from anyone under 18.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy at this URL and update the effective date at the top. Material changes will be communicated to you by email.

Contact

Questions about this policy? Contact us at:

Weighted Averages LLC d/b/a VoxWin AI
430 W State HWY 6
#23673
Waco, TX 76702
United States
[email protected]