Privacy Policy

Last updated: January 8, 2026

Vodacis LLC ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our products, or engage with our services.

1. The VODACIS Privacy Advantage

Your Data Stays With You: Unlike cloud-based communication platforms, VODACIS products are designed to run entirely on your own infrastructure. This means:

• Your call audio, video, and transcripts are processed and stored on YOUR servers
• AI transcription happens locally on your hardware—nothing is sent to external servers
• We have no access to your meeting content, recordings, or transcripts
• You maintain complete control over your communication data

This architecture is specifically designed for organizations that require data sovereignty, regulatory compliance, and complete privacy.

2. Information We Collect

2.1 Information You Provide

When you interact with our website or request our services, we may collect:

• Contact Information: Name, email address, phone number, company name
• Account Information: Username, password (hashed), billing information
• Communication: Messages you send us, support requests, feedback
• Business Information: Company size, industry, deployment requirements

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent on pages, referring website
• IP Address: Used for security and approximate geographic location

2.3 Information We Do NOT Collect

Because VODACIS operates on-premise, we do NOT have access to:

• Your call recordings or meeting content
• Transcripts generated by the AI system
• Meeting participant information
• Any data processed by your VODACIS installation

3. How We Use Your Information

We use the information we collect to:

• Process your orders and deliver products/services
• Provide customer support and respond to inquiries
• Send important updates about your subscription or products
• Improve our website and services
• Comply with legal obligations
• With your consent, send marketing communications (you can opt out anytime)

4. Information Sharing

We do not sell your personal information. We may share information only in these limited circumstances:

• Service Providers: Trusted vendors who help us operate our business (payment processing, email delivery, website hosting) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: For any other purpose with your explicit permission

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL)
• Secure password hashing
• Access controls and authentication
• Regular security assessments

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

• Provide our services and support
• Comply with legal obligations
• Resolve disputes and enforce agreements

When retention is no longer necessary, we securely delete or anonymize your information.

7. Your Rights and Choices

Depending on your location, you may have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Opt-Out: Unsubscribe from marketing communications
• Data Portability: Receive your data in a portable format

To exercise these rights, contact us at privacy@vodacis.com.

8. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Remember your preferences
• Analyze website traffic and usage patterns
• Improve user experience

You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any information.

10. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

11. International Data Transfers

If you are accessing our website from outside the United States, please be aware that your information may be transferred to and processed in the United States. By using our Services, you consent to this transfer.

12. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our Services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Vodacis LLC
Email: privacy@vodacis.com
Texas, USA