Privacy Policy

Last updated: May 20, 2026

1. Who VoxRelay Is — and Whose Data This Is

VoxRelay is an AI-powered voice and SMS service operated by Humanjava Enterprises Inc., a corporation registered in British Columbia, Canada. We make outbound calls and send messages on behalf of the business that uses VoxRelay.

That framing is the foundation of this policy: VoxRelay does not have the client relationship — the business does.

• The business is the PIPEDA data controller for its clients. It has the existing relationship, collected the contact, and booked the appointment.
• VoxRelay is the data processor, acting on the business's behalf and instructions, for the purposes the client would reasonably expect: confirming, reminding, rescheduling, or recovering the appointment the client booked.

VoxRelay never initiates contact with a person outside of a specific business's booking arrangement with that person. We are that business's second arm, not an independent platform reaching out on our own.

Contact: [email protected] · Vancouver Island, BC, Canada.

2. The Three Consent Tiers

Every contact VoxRelay makes on a business's behalf falls into one of three tiers, defined by Canadian law and the strength of the underlying basis:

Tier	What It Covers	Basis
T — Transactional	Appointment confirmations, reminders, reschedule and cancellation messages for an appointment the client already booked.	Service / non-commercial. Identifies the business; SMS carries STOP; voice honors do-not-contact.
R — Relationship	Waitlist offers, recovery-of-cancelled-slot offers, and other contact based on the existing business relationship.	CASL implied consent, time-boxed; mandatory opt-out; platform-wide suppression on opt-out.
E — Express	Customer-initiated actions inside the booking relationship (e.g. self-service rescheduling on confirm.voxrelay.app).	Explicit, scoped, withdrawable consent. Still derivative of the business relationship — VoxRelay does not establish its own consumer relationship.

Voice vs SMS regime split. CASL governs SMS; CRTC rules (and the National Do Not Call List) govern voice. Confirmation and reschedule calls are non-telemarketing and outside CRTC telemarketing scope, but VoxRelay honors do-not-contact universally.

3. Business-Facing Opacity — Our Paramount Invariant

A business that uses VoxRelay can never see — or infer — that one of its clients exists on the platform with any other business. Concretely:

• There is no merged cross-business customer calendar. Each business's availability is computed solely from that business's own data.
• Collision reasons never cross a business boundary. Business A is never shown anything from which it could deduce that a slot is unavailable because of an appointment at Business B.
• VoxRelay's internal consent ledger (see §5) is never exposed to any business, in any API response, dashboard, digest, notification, or export.

This invariant outranks every convenience. No future feature will let a business observe or infer a client's activity with any other business.

4. Cross-Business Conflict Detection — On Your Behalf, the Customer

VoxRelay's internal consent ledger has one customer-protective purpose. Stated verbatim, so you can hold us to it:

VoxRelay may internally cross-reference your bookings across the businesses that use VoxRelay, to help you avoid double-booking yourself across your providers. We never reveal one business's bookings to another.

If our system detects that you may be double-booked with two providers at the same time, you may receive a brief SMS in the relevant business's voice offering an alternative time or the option to be added to the waitlist. The other business is never named; the other business receives no notification; and no client data is shared between businesses.

5. What VoxRelay Actually Holds About You

If You Are a Business Owner (Our Customer)

• Account information — name, email, phone, business name, address, industry.
• Calendar metadata — synced from your Google Calendar, Apple Calendar, or Square so we know when your appointments are. Your calendar is the source of truth; we do not keep an independent appointment history.
• Contacts metadata — names and phone numbers from your contacts, temporarily cached so we can place calls and send messages on your behalf. Refreshed every 15 minutes; purged on disconnect.
• Business settings — hours, holidays, staff, locations, preferences.
• Billing data — handled by Stripe. We never see or store full card numbers; we receive only your Stripe customer ID, subscription status, and the last 4 digits of your card.

If You Are a Client of a VoxRelay-Using Business

• Name and phone number — borrowed from the business's calendar/contacts, held briefly in our contact cache so we can place a call or send a message. Purged on the business's next contact-sync cycle and on account disconnect. We do not consider this VoxRelay's data — it is the business's.
• Operational signals — communication preferences learned from your interactions (preferred language, pace, channel). Stored against an opaque per-business identifier only. No names, no phone numbers, no addresses.
• Consent record — a structured row recording what consent (T/R/E) you have with which business, when it was given, and when it was withdrawn. This is the legal proof-of-consent artifact required under CASL/PIPEDA. It is not a transcript.
• Self-authored preferences (if you have set any on confirm.voxrelay.app) — preferred reminder window, preferred channel, and similar customer-controlled settings.

What VoxRelay Never Holds

• We do not record calls.
• We do not persist call transcripts. Conversations exist in memory during the call (maximum 2.5 minutes) and are discarded the moment the call ends.
• We do not store client addresses, payment information about clients, health/medical information, or biometric data.
• We do not track you across other websites or build advertising profiles.
• We do not sell your data, share it with advertising networks, or use it to train AI models.

6. Your Rights — and the Customer-Direct Path

If you are a client of a VoxRelay-using business, you do not have to go through the business owner to exercise your rights. VoxRelay holds a direct PIPEDA individual-access obligation for the data we hold about you, and we offer a customer-direct surface to act on it:

Customer rights surface: confirm.voxrelay.app/me (available in English and French).

After a one-time SMS code to confirm the phone number is yours, you can:

• See what we hold about you, per business.
• Set or update your self-authored preferences.
• Stop SMS or voice on a per-business basis.
• Close your relationship with one business — we stop contacting you on its behalf and close that tie.
• Take a global all-stop path that cascades across every business using VoxRelay and flags you do-not-contact across the whole platform. This is the absolute, identity-verified choice — never the silent default. (This stops contact; to have your information deleted rather than suppressed, email us — see “If You Are a Business Owner” below, which applies to customers too.)

SMS Keywords

From any SMS we send, in either language:

• STOP / ARRÊT — stops messages from that business (CASL per-sender scope).
• STOPALL / ARRÊTTOUT — directs you to the OTP-verified global path on confirm.voxrelay.app, where the platform-wide stop can be safely authenticated.
• START / DÉBUT — re-enables messages from that business after a previous stop.
• HELP / AIDE — returns sender identification and a link to this policy.

If You Are a Business Owner

Under PIPEDA, you may request access to, correction of, or deletion of your account information at any time. Email [email protected]; we respond within 30 days.

7. Retention

VoxRelay keeps a small amount of data, for as short a time as practical. Four distinct clocks apply:

Category	Retention
Contact cache (borrowed names and phones)	Refreshed every 15 minutes during normal operation; purged immediately on account disconnect.
Operational signals (no PII)	Retained while a business tie is active; expire 12 months after account closure.
Customer self-authored preferences	Refresh / expire 12 months after last self-update, independent of the business's connect or disconnect. Customer-deletable at any time.
Consent / opt-out record	Retained for the life of the relationship plus up to 24 months (aligned to CASL's implied-consent horizon and our 12-month account grace).
Cross-business consent ledger	An entry is closed when you close that business tie. On an OTP-verified global all-stop (§6) a platform-wide do-not-contact flag is set; the consent ledger itself is retained as legal proof of when consent was given and withdrawn (CASL/PIPEDA), and is removed on a deletion request.
Business account data	Retained while your account is active; deleted within 30 days of account closure.
Call transcripts and recordings	Not retained. Calls are never recorded; transcripts exist only in memory during the call.
SMS conversation state	Automatically discarded after 1 hour.
Billing records	Retained as required by Canadian tax law (7 years).
Security logs	90 days, for fraud prevention.

8. Sub-Processors and Cross-Border Processing

VoxRelay uses the following sub-processors to provide the service. Some of them store or process data outside Canada (primarily the United States); PIPEDA requires us to disclose this and to ensure comparable protection by contract.

Sub-processor	Purpose	Region	Privacy Policy
Cloudflare	Hosting, database (D1), edge compute, email routing	US West / global edge	Link
Twilio	Voice calls and SMS delivery	United States	Link
Stripe	Payment processing (business owners only)	United States / Canada	Link
RunPod	AI voice processing (burst capacity)	United States	Link
Google	Calendar and Contacts API (OAuth, business owners only)	United States	Link
Resend	Transactional email to business owners	United States	Link
Plausible Analytics	Privacy-friendly web analytics (no cookies, no IP storage)	European Union	Link

VoxRelay also operates its own voice engine on owned hardware in British Columbia, Canada; routine voice processing for our paying customers runs on this Canadian infrastructure, with RunPod (US) used only for burst capacity.

We do not sell, share, or trade your data with any third party for advertising or marketing purposes.

Mobile information and text messaging: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and text message (SMS) opt-in data and consent are used solely to deliver the messages described in our SMS / Text Messaging Policy; they are never sold, rented, or shared. You can opt out of text messages at any time by replying STOP.

9. Security

• Encryption at rest (Cloudflare D1) and in transit (TLS 1.3).
• OAuth tokens encrypted with AES-GCM before storage.
• No passwords stored in plaintext (PBKDF2 hashing).
• Rate limiting and circuit breakers on public endpoints.
• PII separation by design — client names and phone numbers are never stored alongside VoxRelay's operational data.
• Regular internal security reviews and penetration-style audits.

10. Web Analytics

We use Plausible Analytics on this website to understand which pages are read and how the demo signup funnel performs. Plausible is privacy-friendly by design:

• No cookies are set.
• No personal information is collected — no IP storage, no fingerprinting, no cross-site tracking.
• All data is aggregated; we cannot identify individual visitors.
• Data is hosted in the European Union and is GDPR / PIPEDA compliant by default.

The analytics data is for our internal use only. We do not share, sell, or syndicate it.

11. Google API Disclosure

VoxRelay's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We access your Google Calendar and Contacts only to:

• Read upcoming appointments for confirmation calls and SMS.
• Write confirmation status back to your calendar.
• Read contact information to identify and reach your clients.
• Write VoxRelay preference tags to your contacts, with your permission.

We do not use Google data for advertising, and we do not transfer it to third parties except as necessary to deliver the service (for example, a phone number passed to Twilio to place a call).

12. Audience

VoxRelay is intended for businesses that serve an adult clientele. When you connect your calendar, you confirm that the clients VoxRelay will contact on your behalf are adults. We do not knowingly process the personal information of children.

13. Changes to This Policy

We may update this policy. For material changes, we will:

• Update the "Last updated" date at the top of this page.
• Notify business owners by email.
• Post a notice on this website.

14. Bilingual Authority

This privacy policy is available in English and in French. Both versions are equally authoritative. Neither version is subordinate to the other.

15. Contact

• Privacy: [email protected]
• General: [email protected]
• Web: voxrelay.ca
• Your customer-direct rights surface: confirm.voxrelay.app/me

VoxRelay is a product of Humanjava Enterprises Inc., British Columbia, Canada.