Privacy Policy

Overview and Scope

This Privacy Policy explains how Audent ("Audent", "we", "our", "us") collects, uses, stores, discloses, and protects personal data when you use our websites, applications, APIs, and related services, including our AI Voice Receptionist, appointment workflows, integrations, and customer support channels (collectively, the "Services").

We apply data minimization principles and collect only data reasonably necessary to provide and improve the Services. Unless explicitly stated by a customer configuration, we do not seek to collect special category health information or medical records.

1. Data We Collect

Depending on your use of the Services, we may collect the following categories of data:

• Identity and contact data, such as name, phone number, email address, and business details.
• Appointment and workflow data, including requested time slots, booking status, and follow-up context.
• Technical and usage data, such as IP-derived region, browser type, device metadata, and event logs.
• Conversation metadata needed for operations, quality, fraud prevention, and service diagnostics.
• Integration data from connected services (for example, calendar or CRM fields) as authorized by you.
• Billing and transaction data processed by payment providers and referenced in our billing records.

Call recordings are not stored by default unless recording is explicitly enabled by a customer setting.

2. How We Use Data

We process data to operate our business and deliver requested functionality, including to:

• Provide, maintain, and secure the Services, including appointment booking and workflow automation.
• Respond to requests, support tickets, legal notices, and account management needs.
• Enable integrations you configure (for example, Google Calendar and connected CRM systems).
• Detect abuse, unauthorized access, fraud, or violations of our Terms.
• Measure service reliability and improve product performance using aggregated or de-identified data.
• Comply with legal, regulatory, tax, accounting, and enforcement obligations.

3. Legal Bases for Processing

Where applicable (including under GDPR/UK GDPR), we rely on one or more legal bases: performance of a contract, legitimate interests, legal obligations, and consent where required. You may withdraw consent at any time for processing activities based on consent.

4. Google User Data

If Google Calendar is connected, Audent accesses Google Calendar data only to support scheduling functionality, including checking availability and creating or updating calendar events requested by the user.

• We do not sell Google user data.
• We do not use Google user data for advertising.
• We do not use Google user data for AI model training.
• Google user data is used only for core product functionality requested by the user.
• We do not transfer Google user data to third parties except as necessary to provide requested features.

5. Data Storage and Security

• Data is encrypted in transit and at rest where supported by our infrastructure.
• Access to data is limited to authorized personnel and service processes.
• We avoid unnecessary retention and remove data when no longer required for service delivery.
• We use secure cloud infrastructure and operational safeguards to protect user data.

6. Data Sharing and Processors

We may share limited data with service providers and processors that support our operations, such as:

• CRM systems you connect, such as CorePractice and GoHighLevel.
• Infrastructure, hosting, monitoring, and communication providers.
• Voice and telephony processing partners required for real-time call functionality.
• Payment and fraud-prevention vendors for subscription and transaction operations.

We do not sell or rent personal data. We may disclose information when required by law, court order, regulatory request, or to protect rights, safety, and platform integrity.

7. AI and Voice Processing Disclosure

Calls are processed in real-time to support assistant interactions and scheduling workflows.

Call recordings are not stored unless a customer explicitly enables recording features. By default, only structured outputs such as name, phone number, and appointment information are saved.

Any service improvement analysis uses anonymized or aggregated data where possible.

8. Cookies and Analytics

We use cookies and similar technologies for security, authentication, fraud prevention, and core functionality. We may also use measurement tools (including Google Analytics) to understand aggregate traffic and improve service quality. Where required by law, we obtain consent for non-essential cookies.

9. Data Retention

We retain personal data only for as long as necessary to provide the Services, satisfy contractual and legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on data type, purpose, and applicable legal requirements.

10. International Data Transfers

If personal data is transferred across borders, we implement reasonable safeguards appropriate to the transfer, such as contractual protections and technical controls, as required by applicable law.

11. User Rights

Subject to applicable law (including GDPR where applicable), users may request:

• Access to personal data.
• Correction of inaccurate personal data.
• Deletion of personal data.
• Restriction or objection to certain processing activities.
• Data portability where applicable.

12. Children's Privacy

Our Services are not directed to children under the age required by applicable law, and we do not knowingly collect personal data from children without appropriate legal basis or parental authorization.

13. Policy Changes

We may update this Privacy Policy to reflect legal, technical, or operational changes. Material updates will be reflected by updating the "Last updated" date and, where appropriate, by providing additional notice.

14. Contact

Email: info@audent.tech

Website: https://audent.tech

Legal Links

• Privacy Policy
• Terms of Service

This policy applies to Audent services, including AI Voice Receptionist, AI Chatbot, appointment booking, and connected workflow integrations.