Privacy Policy

This Privacy Policy explains how VoxGate Ltd. (“VoxGate”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information when you:

• visit our website at detailingapp.io, vox-gate.com, or www.vox-gate.com (the “Website”);
• join our waitlist;
• use our software-as-a-service platform and any related applications (collectively, the “Service”).

By accessing or using the Website or Service, you agree to this Privacy Policy. If you do not agree, please do not use the Website or Service.

VoxGate Ltd.
Corporation number: 1736986-7
1301 Milross Ave, Vancouver, Canada
Email: [email protected]

VoxGate acts as: a data controller (or “organization”) for personal information we collect about Website visitors, waitlist subscribers, and our direct customers (e.g. detailing shops and related businesses); a data processor / service provider for personal information we process on behalf of our customers about their own clients (for example, car owners whose details are added into the Service).

We use personal information for the following purposes:

Providing and operating the Service

• Creating and managing user accounts
• Enabling CRM, quotes, invoicing, appointment scheduling, job management, and related features
• Enabling AI-driven features such as call transcription, voice intake, automated follow-ups, and analytics

Operating AI and automation features

• Transcribing calls and voice notes where enabled
• Analysing conversations and form submissions to help create or update quotes, jobs, and client profiles
• Sending automated follow-up messages, reminders, and notifications as configured by our customers

Customer support

• Responding to inquiries and support requests
• Investigating and resolving technical issues and incidents
• Providing onboarding, training, and product updates

Improvement, research, and analytics

• Monitoring and analysing usage and performance of the Service
• Developing, testing, and improving features and user experience
• Generating aggregated or anonymized statistics to understand trends and product performance

Marketing and communication

• Sending service-related communications (e.g. changes to features, security alerts, billing notices)
• Sending marketing communications where permitted by law, with the ability to unsubscribe or opt out

Legal, security, and compliance

• Preventing, detecting, and investigating fraud, abuse, and security incidents
• Enforcing our Terms & Conditions and other policies
• Complying with legal obligations and responding to lawful requests from authorities

Where privacy laws such as the GDPR or UK GDPR apply, we rely on the following legal bases to process personal information:

• Performance of a contract – to provide and operate the Service you requested.
• Legitimate interests – for purposes such as improving the Service, preventing abuse, and ensuring security, where those interests are not overridden by your rights and freedoms.
• Consent – for certain activities, such as some marketing communications or particular cookies/trackers, where consent is required. You may withdraw your consent at any time.
• Legal obligation – where we must process data to comply with applicable laws and regulations.

We do not sell personal information. We may share personal information in the following circumstances:

Service providers and subprocessors

We use third-party providers to help us deliver the Service (for example, hosting providers, telephony and SMS providers, AI model providers, analytics tools, payment processors, and email services). These providers are authorized to process personal information only as needed to perform services for us and are contractually required to protect it.

Our customers (shops)

Client Data belongs to our customers. We provide access to this data to authorized users within the customer's account, in accordance with their configuration and permissions.

Business transfers

If VoxGate is involved in a merger, acquisition, financing, reorganization, sale of assets, or other business transaction, personal information may be transferred to another entity as part of that transaction, subject to appropriate confidentiality and data protection safeguards.

Legal and safety requirements

We may disclose information if we believe in good faith that doing so is reasonably necessary to:

• comply with applicable laws, regulations, or legal processes;
• respond to lawful requests from authorities;
• protect the rights, property, or safety of VoxGate, our users, or others;
• enforce our Terms & Conditions or investigate potential violations.

The Service may be hosted or processed on servers located outside your province, state, or country. By using the Service, you understand that your information may be transferred to and stored in jurisdictions that may have different data protection rules than your home jurisdiction.

Where required by law, we implement appropriate safeguards for international transfers, such as contractual protections.

We retain personal information for as long as necessary to:

• provide the Service and maintain your account;
• fulfil the purposes described in this Privacy Policy;
• comply with legal, accounting, or reporting obligations;
• resolve disputes and enforce our agreements.

We may allow customers to configure certain retention settings (for example, how long to retain call recordings or messages). We may also anonymize or aggregate information so that it no longer identifies an individual, and we may use that information for analytics and product improvement.

We use reasonable physical, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures may include encryption in transit (HTTPS), access controls, and monitoring.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

Depending on your location and applicable law, you may have certain rights regarding your personal information, such as:

• the right to access the personal information we hold about you;
• the right to request correction or updating of inaccurate or incomplete information;
• the right to request deletion of your personal information, subject to legal or contractual obligations;
• the right to object to or restrict certain forms of processing;
• the right to withdraw consent where processing is based on consent;
• the right to lodge a complaint with a data protection authority.

If you are an end-client of one of our customers (for example, a car owner whose data is stored by a detailing shop using our Service), you should direct your requests (access, correction, deletion, etc.) to that business. We will assist our customers in responding to such requests where required by law or by our agreements.

For requests regarding information we control directly (such as your account or waitlist information), you can contact us at [email protected]. We may need to verify your identity before fulfilling certain requests.

Our Website and Service are intended for business users and are not directed to children. We do not knowingly collect personal information from children under the age of 16. If you believe that a child has provided us with personal information, please contact us so that we can take appropriate steps to delete such information if required.

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was last revised. We may provide additional notice (such as via email or within the Service) if we make material changes.

Your continued use of the Website or Service after an updated Privacy Policy becomes effective constitutes your acceptance of the revised Policy. If you do not agree to the changes, you should stop using the Website and Service.

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

[email protected]
VoxGate Ltd.
1301 Milross Ave
Vancouver, Canada