Privacy Policy
Last updated: October 2026
Octovox Limited, NZBN 9429052101342 (“Octovox”, “we”, “us” or “our”), is committed to protecting personal information and respecting the privacy of individuals who interact with our website, products and services.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information in connection with the Octovox AI-powered voice automation platform, including the Octovox Switchboard and associated services.
This Privacy Policy applies to:
- Visitors to our website;
- Customers and authorised users of our platform;
- Resellers, partners and business contacts;
- Individuals who communicate with AI voice agents operated through the Octovox platform; and
- Other individuals whose personal information is processed in connection with our Services.
We manage personal information in accordance with the New Zealand Privacy Act 2020 and other applicable privacy and data protection laws, including the Australian Privacy Act 1988 where applicable.
1. Information We Collect
Depending on how individuals interact with Octovox, we may collect and process the following categories of information.
1.1 Account and Business Information
When a Customer, reseller or authorised user registers for or uses our Services, we may collect:
a. Names, business names and job titles;
b. Email addresses and telephone numbers;
c. Business contact details;
d. Account usernames, authentication information and access permissions;
e. Subscription, billing and payment-related information; and
f. Communications with our sales, support and account management teams.
1.2 Voice Communications and Call Data
When our Services are used to make or receive telephone calls, we may process:
a. Telephone numbers and call routing information;
b. Call dates, times, durations and connection details;
c. Audio recordings, where recording is enabled;
d. Speech transcripts and conversation content;
e. AI-generated responses and interaction histories;
f. Caller requests, preferences and information provided during conversations;
g. Call outcomes, classifications and associated workflow information; and
h. Technical and operational information required to provide the Services.
The information processed during a call depends on how the Customer has configured its AI voice agents and associated business processes.
1.3 Customer-Supplied Information
Customers may provide information to configure and operate their AI voice agents, including:
a. Contact lists and customer records;
b. Business knowledge bases, documents and website content;
c. Call scripts, instructions and automated workflows;
d. Appointment, booking and calendar information;
e. CRM records and information received through integrations; and
f. Other information required to deliver the Customer’s intended services.
Customers are responsible for ensuring they have the necessary authority and lawful basis to provide this information to Octovox.
1.4 Website and Technical Information
When individuals visit our website or use our platform, we may collect:
a. IP addresses;
b. Browser and device information;
c. Operating system and application information;
d. Website usage and navigation information;
e. Login and authentication activity;
f. System logs, performance information and error reports; and
g. Cookies or similar technologies, where used.
2. How We Collect Personal Information
We may collect personal information:
a. Directly from individuals who contact us, register for our Services or interact with our website;
b. From Customers who provide information to configure and operate AI voice agents;
c. During telephone interactions conducted through the Octovox platform;
d. From authorised resellers and business partners;
e. Through integrations with Customer-authorised third-party applications;
f. Automatically through normal website, platform and telecommunications operations; and
g. From other sources where collection is authorised or permitted by applicable law.
Where personal information is collected indirectly, Octovox and the relevant Customer will fulfil their respective notification obligations under applicable law.
Where an individual is required by law to receive a privacy collection notice, we will take reasonable steps to provide that notice or ensure an appropriate notice is provided by the party responsible for the collection, subject to applicable exceptions.
Individuals may choose not to provide certain information. However, without information necessary for the relevant activity, we or the Customer may be unable to provide the requested service, complete a transaction or operate particular features.
3. How We Use Personal Information
Octovox collects and processes personal information for purposes connected with the operation, maintenance, support and improvement of its Services.
These purposes may include:
a. Providing and operating AI-powered inbound and outbound voice communications;
b. Recognising and processing speech and generating spoken responses;
c. Routing, transferring, monitoring and managing telephone interactions;
d. Processing appointment bookings, enquiries, notifications and other Customer-configured workflows;
e. Connecting the platform with Customer-authorised third-party applications;
f. Creating and maintaining Customer accounts;
g. Providing technical support, maintenance and troubleshooting;
h. Monitoring platform performance, reliability and security;
i. Investigating security incidents, service problems and suspected misuse;
j. Improving platform functionality, reliability and service quality;
k. Administering subscriptions, billing and commercial relationships;
l. Communicating service updates and important operational information; and
m. Complying with applicable legal and regulatory obligations.
We will use personal information only for purposes permitted by applicable law and consistent with our contractual commitments.
4. Customer Data Ownership and Responsibilities
4.1 Customer Data Ownership
Customer Data remains the property of the Customer or the party that lawfully supplied it.
Octovox does not acquire ownership of Customer Data through its collection, storage or processing.
4.2 Octovox Responsibilities
Octovox provides the technology and infrastructure required to operate AI voice automation services.
We process Customer Data to provide, maintain, support and improve the Services, subject to applicable law and our contractual obligations.
We are responsible for maintaining reasonable security measures for the hosted platform and the systems under our control.
4.3 Customer Responsibilities
Customers determine the purposes for which their AI voice agents are configured and operated.
Customers are responsible for:
a. Ensuring that personal information supplied to the platform has been lawfully collected;
b. Providing required privacy notices and obtaining necessary consents or other legal authorisations;
c. Ensuring that call recording, monitoring, transcription and AI interactions comply with applicable laws;
d. Configuring appropriate access permissions and retention settings, where available;
e. Determining appropriate use of information collected during calls;
f. Complying with applicable marketing, telecommunications and privacy laws; and
g. Responding to privacy requests relating to information they control, with reasonable assistance from Octovox where appropriate.
5. AI Voice Processing
The Octovox platform uses artificial intelligence, speech recognition, speech synthesis and related technologies to facilitate automated voice conversations.
When an individual communicates with an AI voice agent, their speech and other information provided during the interaction may be processed to:
a. Understand the caller’s request;
b. Retrieve relevant information from authorised sources;
c. Generate appropriate responses;
d. Complete Customer-configured business processes;
e. Transfer the call to a human operator where configured; and
f. Maintain records of interactions where enabled.
AI processing may involve third-party technology providers that supply necessary speech, AI or infrastructure capabilities.
Customers are responsible for ensuring that individuals are informed when they are interacting with AI where disclosure is required by applicable law.
Octovox does not guarantee that AI-generated responses will always be accurate or appropriate. Customers are responsible for implementing suitable human oversight, particularly where interactions may affect significant individual rights or interests.
6. Call Recording and Transcription
The Octovox platform may enable Customers to record, transcribe, monitor and analyse voice communications.
Recording and transcription capabilities depend on the Customer’s configuration and enabled Services.
Customers are responsible for determining whether recording and monitoring are lawful and for providing any required notifications or obtaining any necessary consents.
Where recordings or transcripts contain personal information, that information is handled in accordance with this Privacy Policy and applicable contractual obligations.
Access to recordings and transcripts is subject to applicable account permissions and operational requirements.
Octovox may access recordings or transcripts where reasonably necessary to provide authorised technical support, investigate incidents, maintain the Services or fulfil other permitted service-related purposes.
7. Disclosure of Personal Information
Octovox may disclose personal information where reasonably necessary to provide, maintain, support or improve the Services, or where otherwise permitted or required by law.
Recipients may include:
7.1 Technology Service Providers
Third-party providers supporting:
a. Cloud hosting and infrastructure;
b. Telecommunications and voice connectivity;
c. Speech-to-text and text-to-speech processing;
d. Artificial intelligence and language processing;
e. Platform monitoring, security and operational support; and
f. Customer-authorised software integrations.
7.2 Customers and Authorised Users
Information processed through a Customer’s account may be accessible to that Customer and its appropriately authorised users.
7.3 Authorised Resellers
Where Services are supplied through an authorised reseller, we may share information reasonably necessary for onboarding, customer support, account management, service administration and billing.
7.4 Professional Advisers and Authorities
We may disclose information to professional advisers, regulators, law enforcement agencies or other parties where authorised or required by applicable law.
7.5 Business Transactions
Where Octovox is involved in a legitimate business sale, merger, restructuring or similar transaction, relevant information may be disclosed subject to appropriate confidentiality obligations and applicable privacy requirements.
Octovox does not sell Customer Data to third parties.
8. International Data Processing
Octovox operates a software platform that may rely on technology, telecommunications, AI and infrastructure providers located in different countries.
As a result, personal information may be stored, accessed or processed outside the country in which it was originally collected.
Where personal information is disclosed internationally, Octovox will take reasonable steps to comply with applicable cross-border privacy requirements.
These may include:
a. Assessing the privacy and security arrangements of relevant service providers;
b. Implementing appropriate contractual confidentiality and data protection obligations;
c. Applying available technical and organisational security measures; and
d. Ensuring that relevant legal requirements for international disclosures are satisfied.
Specific data storage locations, regional hosting commitments or restrictions on international processing may be addressed through separate contractual arrangements where offered and agreed.
9. Information Security
Octovox takes reasonable technical and organisational measures to protect personal information and Customer Data against unauthorised access, disclosure, alteration, destruction and loss.
Security measures may include, where appropriate:
a. Access controls and authentication;
b. Restrictions on access to Customer Data;
c. Security monitoring and logging;
d. Infrastructure and application security measures;
e. Software maintenance and vulnerability remediation;
f. Backup and recovery arrangements; and
g. Security incident investigation and response procedures.
No internet-based service or information system can be guaranteed completely secure.
Customers are responsible for maintaining the security of their own accounts, devices, networks, credentials and third-party integrations.
10. Security Incidents and Data Breaches
Where Octovox becomes aware of a security incident affecting Customer Data hosted by the platform, we will investigate the incident and take reasonable steps to contain and mitigate its effects.
We will notify the affected Customer or its authorised reseller without undue delay, where notification is appropriate or required.
Where required by applicable law, Octovox will make notifications to relevant regulatory authorities or affected individuals.
Where the Customer is responsible for notifying affected individuals or regulators, Octovox will provide reasonable assistance and relevant information to support the Customer’s compliance obligations.
11. Data Retention and Deletion
Octovox retains personal information and Customer Data for as long as reasonably necessary to:
a. Provide the Services;
b. Fulfil applicable contractual commitments;
c. Maintain security and operational records;
d. Meet legal, accounting or regulatory obligations;
e. Resolve disputes and investigate incidents; or
f. Support legitimate service administration purposes permitted by law.
Retention periods may differ depending on the type of information, applicable Customer settings, contractual arrangements and legal requirements.
Where the applicable retention period has expired, or information is no longer reasonably required, Octovox will take reasonable steps to delete, de-identify or otherwise securely dispose of the information, subject to applicable legal and operational requirements.
Following termination of a subscription, Customer Data will be retained, made available or deleted in accordance with applicable agreements, legal requirements and established retention procedures.
12. Access, Correction and Privacy Rights
Individuals may have rights under applicable privacy laws to:
a. Request access to personal information held about them;
b. Request correction of inaccurate or incomplete personal information;
c. Raise concerns about how their information has been collected, used or disclosed; and
d. Exercise additional privacy rights available under applicable law.
Requests relating to information managed by a Customer through the Octovox platform should ordinarily be directed to the relevant Customer in the first instance.
Where Octovox receives such a request, we may refer it to the relevant Customer or provide reasonable assistance in responding, subject to applicable privacy requirements.
Individuals may also contact Octovox directly regarding personal information for which Octovox is responsible.
We may need to verify an individual’s identity before processing a request.
13. Marketing Communications
Octovox may use business contact information to communicate with Customers, resellers, prospective customers and other business contacts about its products, services, events and relevant business activities, where permitted by applicable law.
Individuals may opt out of marketing communications using the unsubscribe method provided or by contacting us directly.
Operational, security, billing and other essential service communications may continue where necessary.
Octovox does not assume responsibility for marketing campaigns independently configured and conducted by Customers through the platform.
Customers are responsible for ensuring their outbound communications comply with applicable marketing and telecommunications laws.
14. Cookies and Website Analytics
Our website and platform may use cookies and similar technologies for purposes such as:
a. Maintaining website and account functionality;
b. Supporting authentication and session management;
c. Understanding website performance and usage;
d. Identifying technical issues; and
e. Improving user experience.
Where cookies or similar technologies require consent under applicable law, we will obtain that consent.
Users may manage certain cookie preferences through their browser settings or available website controls.
15. Third-Party Websites and Integrations
The Octovox website and platform may include links to third-party websites or integrations with third-party applications.
Third-party services may operate under their own privacy policies and contractual terms.
Where a Customer independently connects a third-party application, the Customer is responsible for assessing the privacy and security implications and ensuring that the integration is lawfully authorised.
Octovox is responsible for its own handling of personal information and does not control the independent privacy practices of third parties.
16. Changes to This Privacy Policy
Octovox may update this Privacy Policy to reflect changes to its Services, technology, data handling practices or applicable laws.
The latest version will be published on our website with its effective date.
Where changes materially affect the handling of personal information, we will take reasonable steps to provide appropriate notice where required by law.
17. Privacy Complaints
Individuals who have concerns about how Octovox handles personal information may contact us using the details below.
We will review privacy complaints and respond within a reasonable period, consistent with applicable legal obligations.
Individuals may also have the right to complain to a relevant privacy regulator, including the Office of the Privacy Commissioner in New Zealand or the Office of the Australian Information Commissioner where applicable.
18. Contact Information
For privacy enquiries, access or correction requests, complaints or other questions about this Privacy Policy, please contact:
Octovox Limited NZBN: 9429052101342 Website: https://www.octovox.ai Email: sales@octovox.ai
Where a privacy enquiry concerns information managed by a Customer using the Octovox platform, we may direct the individual to that Customer or coordinate an appropriate response.