Privacy Policy

1. Scope and Roles

This Privacy Policy describes how VNOD Corporation (“VNOD”) handles personal information in connection with Aivanix (the “Platform”). The Platform is offered to business customers across industries. For call content handled on a business customer’s behalf, that business ordinarily decides why and how caller data will be used and VNOD processes it to deliver the requested service, subject to VNOD’s independent legal obligations. For VNOD’s own account administration, invoicing, security and business operations, VNOD may determine its own purposes. The precise legal allocation may vary by activity and applicable law.

2. Information We Collect

Account and business information: contact name, business identity, email, phone, subscription and billing status, account permissions and support communications. Call Metadata: calling and called numbers when available, call direction, timestamp, duration, answer/no-answer status, routing and transfer details, technical call events and related identifiers. Call Content: speech or audio processed to deliver enabled functions, stored recordings only where enabled and supported, verbatim or approximate transcripts, caller-provided information, voicemail content, AI agent responses, summaries, classifications and call-related notes. Service Analytics: volume counts, missed-call rates, usage and service-performance measures. Technical data: login events, device/browser information, IP addresses, service logs, configuration and security events. Billing data: invoices, payment status and transaction references; payment processors may separately handle payment-card details for Customer subscriptions.

3. Sources

We receive information directly from Customers and Authorized Users, from Callers during interactions with Customer phone services, from communication and processing systems necessary to deliver the Platform, from Customer-enabled integrations, and through use of the dashboard, cookies or similar technologies where applicable.

4. Purposes of Processing

We process call data to provide and administer the Platform, including answering, receiving, routing, transcribing, displaying and classifying calls; enabling AI agent interactions configured by the Customer; recording where enabled and authorized; showing call histories, caller numbers and answered/unanswered call statistics; generating summaries, reporting, usage records and customer-requested analytics; managing access, accounts, technical support, security, diagnostics and fraud prevention; and permitted quality review of identifiable call content to measure and improve the accuracy and performance of the Platform. Where reasonably necessary for those disclosed functions, identifiable information may be processed under applicable law.

We do not sell identifiable Caller information, publish confidential transcripts, or use identifiable call audio or transcripts to train general-purpose AI models without an independent lawful basis and any required notice or consent.

5. Analytics and Separation of Purposes

We use aggregated or effectively anonymized operational metrics and patterns for service performance, benchmarking, capacity planning, product development and platform improvements, including after termination where lawful and where neither a Caller nor a Customer can reasonably be identified, with proportionate re-identification controls. Neither individuals nor identifiable business Customers will be named in public comparative reports without a valid legal basis. Data-subject rights, confidentiality duties and statutory retention or deletion obligations take precedence over these analytics uses.

Operational analytics may include AI answering performance, transcription accuracy indicators, recurring call categories and call-routing patterns. Where source data can identify individuals or business Customers, VNOD limits its use to disclosed service-related purposes or another independently authorized purpose; information is not considered anonymous merely because direct identifiers have been removed.

6. Notice, Consent and Caller Choices

Businesses using the Platform are expected to inform Callers when calls are answered by an AI agent where required by law, and when calls are recorded, transcribed or otherwise analyzed, and to explain the specific purposes of those activities. Notice should be meaningful and given at the beginning of the interaction. Continuing after a clear notice may support implied consent in ordinary circumstances, but more sensitive information can require express consent. Where legally required, businesses must provide an appropriate alternative to recording.

The Customer is responsible for configuring appropriate notices and obtaining valid consent where required; VNOD provides available technical configurations without representing that every use case is compliant, and complies with its own applicable duties. Processing may occur in real time to generate a transcript even when no permanent audio recording is stored. Individuals should direct questions about the business’s reasons for collecting call information to that business in the first instance.

Where VNOD reasonably requests proof of the applicable notice or consent arrangement to address a material compliance concern, the Customer may be asked to provide its scripts, consent records or configuration evidence, subject to lawful minimization and appropriate security protections.

7. AI Agents and AI-Generated Results

An AI agent may answer and converse with Callers on behalf of a business, using information and instructions supplied by that business. AI processing may also transform live conversation audio into text, summaries or classifications. Transcripts, AI agent responses, summaries, classifications and call outcomes may contain errors, omissions or inferred information that is not a statement by the Caller, and should not be treated as definitive or verified records. Callers should not be subjected to significant or sensitive decisions based solely on an unreviewed output.

8. Disclosure, Service Providers and Authorized Access

Call information is displayed to the subscribing Customer and its Authorized Users based on configured permissions. We may disclose information to telecommunications, hosting, voice-processing, AI-processing, security, support and billing providers under appropriate contractual restrictions for service delivery. We may disclose information to lawful authorities where required, to professional advisers under confidentiality obligations, or as part of a corporate transaction subject to legal requirements and reasonable confidentiality safeguards. We do not sell personal information to advertising companies or data brokers. Third-party AI providers process information under their own terms, which vary by provider and configuration; we apply the data-use settings available to us.

Further details concerning categories of service providers, processing locations or material processing changes will be provided through appropriate channels when required by applicable law or an executed agreement.

9. International Processing and Canadian Storage

Primary Platform records are stored using infrastructure located in Canada. Certain telecommunications transmissions, live audio and AI processing, temporary service logs and service support activities may involve access, processing or storage outside Canada. Such processing may subject data to the laws of the relevant jurisdiction. We use contractual, organizational and technical safeguards as appropriate and provide additional disclosures where required. Canadian storage of primary records should not be understood as a guarantee that all processing occurs only in Canada.

10. Security

We maintain reasonable safeguards designed to protect data from unauthorized access, loss, misuse and disclosure, including role-based access, controls for data in transit and storage, and appropriate vendor oversight. The particular protections depend on the type of data and feature. Security controls are designed according to the sensitivity of the information and the operational characteristics of the relevant service. This Policy does not claim that telephone conversations are end-to-end encrypted. No system can be guaranteed completely secure.

11. Access by Personnel

Access to Customer Content is limited to personnel and authorized providers with a legitimate operational, support, security or legal need, subject to appropriate confidentiality and access protections. Access activities may be logged or reviewed where supported. Customers control access by their own Authorized Users and are responsible for their internal permission settings.

12. Data Retention

We retain account records while needed to maintain the relationship and as required for billing, security, legal and dispute-resolution purposes. Call-related content and metadata may have different retention periods determined by enabled features, account configuration, contractual schedules, technical necessities and legal requirements. We delete or de-identify information once it is no longer needed for the applicable purposes, subject to legally justified exceptions, backups and litigation holds. Where no binding retention schedule is specified, this Policy does not promise automatic removal after a particular number of days. Customers may request available export and deletion options.

VNOD maintains an internal retention and deletion schedule for distinct categories of information, including recorded audio where enabled, transcripts, call metadata, access/security logs and backups. Any specific contractual retention or deletion commitment is established in the applicable Order or signed addendum; customers with statutory retention requirements should confirm the applicable settings before relying on the Platform. Certain copies may be subject to short-lived technical processing or documented lawful preservation exceptions.

13. Privacy Rights, Requests and Complaints

Subject to applicable law, individuals may request access to or correction of personal information, information about its use, or withdrawal of consent where legally available. Verification, legal exceptions and retention duties may apply. Because a business Customer ordinarily controls the business purpose of Caller records, Callers should ordinarily contact that business first, without limiting any right to contact VNOD directly at hello@vnodx.com. We will cooperate with the business or respond in our own capacity as required by law.

Affected individuals may complain to the relevant privacy regulator, including the Office of the Privacy Commissioner of Canada where it has jurisdiction. We do not require waiver of statutory privacy rights as a condition of using the Platform.

14. Cookies and Dashboard Technology

The Platform may use necessary cookies or similar session technologies for sign-in, security and functionality and may use optional analytics technologies where disclosed and permitted by law. Browser settings may restrict cookies, but disabling necessary cookies can affect dashboard functionality. If optional tracking is deployed, VNOD will provide any legally required notice and choices.

15. Marketing Communications

We may send business Customers service notices and lawful promotional communications in accordance with applicable consent and unsubscribe requirements. The Customer is responsible for the legality of its own messages and outbound campaigns using the Platform. Caller information collected to handle a Customer’s phone calls is not repurposed for VNOD’s independent promotional lists without a separate lawful basis.

16. Promotional References Versus Personal Information

A contractual permission to list a subscribing business as a commercial customer and display its business logo does not authorize disclosure of Caller identities, telephone numbers, recordings, transcripts or other personal information for promotion. Publication of identifiable testimonial recordings or case studies containing personal information requires separate lawful authorization and any necessary consent.

17. Sensitive Information and Special Sectors

Conversations may incidentally include sensitive personal information. Customers should limit collection to what is necessary and avoid collecting unnecessary sensitive details. The Platform is not designed to collect payment card data from Callers. Regulated processing—such as health information, financial records or biometric voice-identification data—may require enhanced notices, valid express consent, specialized agreements or additional safeguards. Standard availability of the Platform is not a representation that every regulated use is authorized or compliant.

18. Children and Vulnerable Individuals

The Platform is a business communication service, not a service marketed directly to children. Calls may nonetheless contain information about minors or vulnerable people. Customers are responsible for implementing appropriate safeguards and lawful authority for such processing; VNOD will handle the information under applicable privacy obligations and relevant contractual instructions.

19. Security Incidents

We investigate suspected unauthorized access and take proportionate containment and remediation steps. We notify affected business Customers, regulators and individuals where applicable law requires, taking account of relevant thresholds and response obligations. Customers remain responsible for any legally required notices within their own role.

20. Corporate Changes

Information may be transferred in connection with a merger, financing, reorganization or asset transaction only in compliance with applicable privacy law, appropriate confidentiality protections and required notices.

21. Updates to This Policy

We may revise this Privacy Policy to reflect material changes to our practices, technology or law. We will provide advance notice of material changes where required and indicate the effective date of the updated version. A change in purpose that legally requires new consent will not be justified solely by publishing an updated policy.

22. Contact and Effective Date

VNOD Corporation, Ontario, Canada. Privacy inquiries, access requests and complaints may be sent to hello@vnodx.com. VNOD has designated an individual accountable for its compliance with applicable privacy law. Effective date: October 19, 2026. Version 1.7.