Privacy Policy
Last updated: September 14, 2026
1. Introduction
Affinity Systems, Inc., providing the NovaVoxx service ("NovaVoxx", "we", "our", or "us"), respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our platform, website, and related services (collectively, the "Services").
By using the Services, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use our Services. We encourage you to read this Policy in full and contact us if you have any questions.
2. Information We Collect
We collect several types of information in connection with the Services:
Account Information
When you register, we collect your name, email address, and password. For paid plans, we also collect billing information via our secure payment processor.
Usage Data
We automatically collect information about how you interact with the platform — pages visited, features used, clicks, and session duration. This helps us improve the product and troubleshoot issues.
Call Data
When you run campaigns or operate an inbound receptionist, we store call records, duration, and status for calls made or received through the platform. This data belongs to you and is accessible via your dashboard.
Technical Data
We collect IP address, browser type, device identifiers, operating system, and referring URLs for security and analytics purposes.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide, maintain, and improve the Services
- To process transactions and send you related billing information
- To send transactional emails (account confirmations, password resets, usage alerts)
- To respond to your customer support requests
- To detect and prevent fraud, abuse, and security incidents
- To analyze usage patterns and improve the product experience
- To comply with legal obligations
We will not use your call data, transcripts, or campaign content to train AI models without your explicit consent.
4. Data Sharing and Disclosure
We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share information in the following limited circumstances:
Service Providers: We share information with trusted third-party vendors (e.g., cloud infrastructure, payment processors, email delivery) who process data on our behalf under strict data processing agreements.
Legal Requirements: We may disclose information if required by law, regulation, court order, or governmental authority, or when necessary to protect our legal rights or the safety of others.
Business Transfers: In the event of a merger, acquisition, or sale of all or part of our assets, your information may be transferred as part of that transaction. We will notify you before this occurs.
5. Data Retention
We retain your account data for as long as your account remains active. Call transcripts and campaign data are retained for up to 24 months after collection, after which they are permanently deleted unless you request earlier deletion.
If you close your account, we will delete your personal information within 30 days, except where we are required to retain it for legal compliance purposes (e.g., billing records may be retained for up to 7 years).
6. Security
We take the security of your data seriously. We employ industry-standard measures including:
- TLS 1.3 encryption for all data in transit
- AES-256 encryption for data at rest
- Bcrypt password hashing with salt
- Regular security audits and penetration testing
- Access controls limiting employee access to customer data
While we implement robust security practices, no method of transmission over the internet or electronic storage is 100% secure. If you become aware of a security vulnerability, please report it to security@novavoxx.com.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Users in the European Economic Area (EEA) have rights under the GDPR. California residents have rights under the CCPA. To exercise any of these rights, please contact us at privacy@novavoxx.com. We will respond to all requests within 30 days.
8. SMS and Mobile Messaging Privacy
If you provide your mobile telephone number and opt in to receive SMS or MMS messages from NovaVoxx, a service of Affinity Systems, Inc., we may use your mobile number to provide account notifications, service notifications, customer support communications, and other messages for which you have expressly consented.
No sharing of mobile information for marketing: Mobile information, including mobile telephone numbers, SMS opt-in data, and messaging consent, will not be sold, rented, shared, or otherwise disclosed to third parties or affiliates for marketing or promotional purposes.
The categories of information sharing described in this Privacy Policy, including Section 4 (Data Sharing and Disclosure), exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties for their own marketing or promotional purposes.
We may disclose information to service providers that assist us in delivering messaging services solely as necessary to operate the service. Those providers may not use mobile information or messaging consent for their own marketing purposes.
Message frequency varies. Message and data rates may apply.
You may opt out at any time by replying STOP. For assistance, reply HELP or contact support@novavoxx.com.
9. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice on our website at least 30 days before the changes take effect.