Privacy Policy

Last updated: [DD Month YYYY] — draft, pending legal review

This policy explains how Tuva Euro B.V., trading as phone-assistant.ai ("we", "us", "our"), collects, uses, and protects personal data when you use our website, request a demo, or use our AI voice receptionist service ("the Service"). We are the data controller for the purposes described below.

1. What data we collect

Depending on how you interact with us, we may collect:

• Contact and business details you provide when requesting a demo or contacting us — name, email, phone number, business name, and information about your business (e.g. menu, opening hours, listing details) shared so we can configure a demo.
• Call data processed through the Service on behalf of our business customers — including call audio, transcripts, and information shared by callers (such as reservation details) — where phone-assistant.ai acts as a data processor for our customer, who remains the data controller for their end callers' data.
• Website usage data — standard technical information such as IP address, browser type, pages visited, and referring pages, collected via cookies or similar technologies (see Section 6).
• Correspondence — records of emails or messages you send us.

2. Why we process this data

• To provide the Service — answering, transcribing, and acting on calls on behalf of our business customers (performance of a contract).
• To respond to demo requests and enquiries — preparing and delivering the personalised demo you requested (performance of a contract / pre-contractual steps).
• To operate and improve our website and Service — including security, troubleshooting, and analytics (legitimate interest).
• To meet legal obligations — such as bookkeeping and tax requirements under Dutch law.
• To send you marketing communications, only where you have opted in, and you may withdraw consent at any time.

3. AI processing

The Service uses artificial intelligence — including speech-to-text, text-to-speech, and language-model providers — to understand and respond to calls. These providers act as our subprocessors and only process data as necessary to deliver the Service, under contractual data protection terms. We do not use call content to train third-party general-purpose AI models.

4. Data hosting and international transfers

We host customer and call data within the European Union. Where a subprocessor is located outside the EU/EEA, we ensure an appropriate transfer mechanism is in place (such as the European Commission's Standard Contractual Clauses) before any transfer occurs.

5. How long we keep data

We retain personal data only as long as necessary for the purposes described above:

• Demo request and enquiry data: up to 24 months, or until you ask us to delete it.
• Call recordings and transcripts: retained according to the retention period agreed with the relevant business customer, typically no longer than necessary for that business's operational and legal needs.
• Financial and invoicing records: retained for the statutory period required under Dutch tax law (currently 7 years).

6. Cookies

Our website uses essential cookies required for the site to function, and — where you consent — analytics cookies to help us understand how the site is used. You can manage cookie preferences through your browser settings at any time.

7. Sharing your data

We do not sell personal data. We share data only with:

• Subprocessors who help us deliver the Service (e.g. cloud hosting, AI/voice providers, communications infrastructure), bound by data processing agreements.
• Professional advisers (e.g. accountants, legal counsel) where necessary.
• Authorities, where required by law.

8. Your rights

Under the GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request erasure of your data
• Restrict or object to certain processing
• Request a portable copy of your data
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us at privacy@phone-assistant.ai. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

9. Security

We apply appropriate technical and organisational measures — including encryption in transit, access controls, and regular review of our subprocessors — to protect personal data against unauthorised access, loss, or misuse.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by an updated "last updated" date at the top of this page.

11. Contact

Tuva Euro B.V., Industriestraat 40, 7482 EZ Haaksbergen, The Netherlands.
privacy@phone-assistant.ai

This document is a draft template prepared for phone-assistant.ai and has not been reviewed by a qualified lawyer. Please have it reviewed for compliance with applicable law before publishing.