JAESP AI ("JAESP AI", "Cognivox", "we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use the Cognivox platform, our website, or communicate with us via phone, SMS, email, or other communication channels.
Who This Policy Applies To
This Privacy Policy applies to information we collect from:
- Visitors to JAESP AI and Cognivox websites.
- Businesses and users who create, administer, or use Cognivox accounts.
- People who call, text, email, chat with, or otherwise communicate with businesses that use the Cognivox platform.
Information We Collect
We may collect the following information:
- Name
- Phone number
- Email address
- Business information
- Appointment details
- Conversation transcripts
- Call recordings, where legally permitted
- SMS, email, chat, and other communication content
- Calendar availability and calendar event details
- Connected account metadata and authorization information for integrations
- Device and browser information
- IP address
- Usage analytics
How We Use Your Information
We use your information to:
- Provide AI-powered customer communication services.
- Process conversations using automated systems to understand intent and respond.
- Schedule appointments.
- Send appointment confirmations and reminders.
- Respond to customer inquiries.
- Create call transcripts, summaries, action items, and customer request records.
- Connect with calendars, CRM systems, telephony providers, and other integrations.
- Improve our products and services.
- Maintain account security.
- Comply with legal obligations.
AI Processing
Cognivox uses automated and AI-powered systems to help businesses communicate with customers. These systems may process voice, SMS, email, chat, transcripts, calendar information, and related business context to understand customer requests, generate responses, schedule appointments, summarize conversations, create follow-up tasks, and route conversations to the appropriate team members.
Cognivox is designed to support business communication workflows. It should not be used to provide emergency services, legal advice, medical diagnosis, or other professional advice unless a qualified human provider is involved as required by law and business policy.
Calls, Recordings, and Transcripts
When you communicate by phone with a business that uses Cognivox, your call may be processed in real time, transcribed, summarized, or recorded, depending on the business's configuration and applicable law. We use call content to provide the requested service, help the business respond to you, improve service quality, and maintain accurate records of customer requests and outcomes.
Please avoid sharing sensitive personal, financial, health, or confidential information unless it is necessary for your request and appropriate for the business you are contacting.
Calendar and Business Integrations
Cognivox may connect with third-party services such as Google Calendar, Microsoft Outlook, CRM systems, scheduling tools, email providers, telephony providers, and messaging providers. When a business connects an integration, we may access and use the minimum information needed to provide the requested functionality, such as checking availability, creating or updating appointments, sending confirmations, or routing customer requests.
For calendar integrations, this may include calendar availability, event details, connected account metadata, and authorization tokens. We use this information only to provide Cognivox features selected by the business, such as appointment lookup, booking, cancellation, rescheduling, reminders, and operational follow-up.
SMS Messaging
If you choose to receive SMS messages from JAESP AI or businesses using the Cognivox platform, you may receive:
- Appointment confirmations
- Appointment reminders
- Customer support messages
- Service updates
- Follow-up communications
Message frequency varies depending on your interactions. Message and data rates may apply. You may opt out at any time by replying STOP. For assistance, reply HELP or contact us through our website.
Consent
We send SMS messages only to users who have provided appropriate consent through our website, applications, forms, phone conversations, or other approved opt-in methods. You may withdraw your consent at any time.
Sharing of Information
We do not sell your personal information.
We may share information with trusted service providers solely to provide our services, such as cloud hosting, communications, analytics, payment processing, and customer support.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Data Security
We use industry-standard administrative, technical, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction.
Data Retention
We retain personal information only as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.
Managing or Deleting Your Information
Businesses using Cognivox may manage customer records, conversation history, prompt settings, calendar connections, and other account information through the Cognivox platform. Connected calendar or business software integrations can be disconnected by authorized account users.
You may request access, correction, export, or deletion of your personal information by contacting us. If your information was collected through a business using Cognivox, we may direct your request to that business or process it according to our contractual obligations with that business.
Your Rights
Depending on your jurisdiction, you may have the right to:
- Access your personal information.
- Correct inaccurate information.
- Request deletion of your information.
- Withdraw consent.
- Request a copy of your personal data.
To exercise these rights, contact us using the information below.
Third-Party Services
Our platform may integrate with third-party providers such as cloud hosting, telephony providers, email providers, payment processors, calendar services, and CRM systems. These providers process information only as necessary to deliver requested services and under applicable contractual obligations.
We do not use information obtained from connected calendar services for advertising or to sell user data. We do not transfer Google user data to third parties except as necessary to provide or improve user-facing Cognivox features, comply with law, or protect the security and integrity of our services.
Children's Privacy
Our services are not directed to children under the age of 13, and we do not knowingly collect personal information from children.
Changes to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated effective date.
Contact
For privacy questions, contact support@jaesp-ai.com.