Legal

Privacy Policy

Last updated: 20 July 2026 · Effective immediately · Applies to voxasea.com and all VoxaSEA services

1. Who we are

VoxaSEA ("we", "us", "our") is an AI voice receptionist platform for appointment-based businesses in Southeast Asia. Our registered business is based in Malaysia. You can contact us at hello@voxasea.com.

2. What information we collect

We collect information in two contexts: from clinic owners who use VoxaSEA, and from patients who call clinics powered by VoxaSEA.

From clinic owners and staff:

  • Name, email address, and business details when you sign up or request early access
  • Clinic name, address, operating hours, and service information you provide
  • Payment information (processed securely via Billplz or Stripe — we do not store card details)
  • Usage data and dashboard interactions

From patients (via the AI voice assistant):

  • Name and phone number provided during calls
  • Appointment preferences and service enquiries
  • Call recordings and transcripts (used to power the service and for quality assurance)
  • WhatsApp contact for booking confirmations and reminders

3. How we use your information

  • To provide and improve the VoxaSEA platform and voice assistant service
  • To book appointments, send confirmations, and process deposits on behalf of clinics
  • To send WhatsApp messages and reminders that patients have consented to receive
  • To generate call summaries and revenue reports for clinic dashboards
  • To contact early-access applicants about product availability
  • To comply with applicable laws and regulations in Malaysia

We do not sell your personal data to third parties. We do not use patient call data to train AI models without explicit consent.

4. Data storage and security

All data is stored on servers in the AWS Asia Pacific (Singapore) region (ap-southeast-1). We use industry-standard encryption in transit (TLS 1.2+) and at rest (AES-256). Access to patient data is strictly scoped to the clinic whose patients interacted with the system — no clinic can access another clinic's data.

Call recordings are stored securely in Amazon S3 with server-side encryption. Access is controlled via pre-signed URLs that expire after a short period.

5. Data retention

  • Call recordings: retained for 90 days by default, configurable by the clinic
  • Call transcripts and summaries: retained for the duration of the clinic's subscription plus 30 days
  • Appointment and contact records: retained for the duration of the subscription plus 90 days
  • Early access enquiry emails: retained until you request deletion

You may request deletion of your data at any time by emailing hello@voxasea.com.

6. Third-party services

VoxaSEA uses the following third-party services to deliver the platform:

  • Retell AI or Vapi — voice AI infrastructure and call handling
  • Google Calendar — appointment booking integration (clinic owner authorises access)
  • WhatsApp Business API (Meta) — booking confirmations and reminders
  • Billplz / Stripe — payment processing for deposits
  • Amazon Web Services — cloud hosting and storage
  • Formspree — early access contact form processing

Each third party has their own privacy policy. We only share the minimum data required for each service to function.

7. Patient consent and WhatsApp messaging

Patients who call a VoxaSEA-powered clinic are informed at the start of the call that they are speaking with an AI assistant and that the call may be recorded. By continuing the call, patients consent to this recording and to receiving WhatsApp messages related to their appointment.

Patients may opt out of WhatsApp messages at any time by replying "STOP" to any message. Opted-out contacts will not receive further messages from VoxaSEA.

8. Your rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Withdraw consent for WhatsApp messaging at any time
  • Lodge a complaint with the relevant data protection authority in Malaysia

To exercise any of these rights, contact us at hello@voxasea.com. We will respond within 14 business days.

9. Cookies

The voxasea.com website uses minimal cookies — only those necessary for the site to function (such as form submission state). We do not use advertising or tracking cookies. We do not use Google Analytics or any third-party tracking scripts.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of VoxaSEA after changes constitutes acceptance of the updated policy. For material changes, we will notify active clinic accounts by email.

11. Contact

For any privacy-related questions or requests: