VaaniMitra Privacy Notice
Last Updated: August 20, 2026
VaaniNova Technologies Private Limited ("VaaniNova", "we", "us", or "our") operates VaaniMitra, an AI-powered business communication, customer relationship management, and automation platform.
VaaniMitra helps businesses manage customer conversations and automate repetitive work through AI voice agents, CRM tools, messaging automation, appointment scheduling, email and calendar integrations, and other business workflows.
This Privacy Notice explains what information we collect, why we collect it, how we use it, when we may share it, how long we keep it, and the choices available to you.
Privacy at a Glance
If you want the short version before reading the full notice:
What information do we collect?
Depending on how you use VaaniMitra, we may process account information, business information, CRM data, phone numbers, call recordings, transcripts, messages, appointment information, email and calendar information, technical information, and other information needed to provide the services you use.
Why do we use it?
We use information to operate VaaniMitra, provide AI calling and automation, manage CRM information, schedule appointments, send communications, provide integrations, maintain security, support customers, and improve our services.
Do we sell personal data?
No. We do not sell personal data.
We may share personal data with service providers and other third parties when necessary to provide VaaniMitra, operate our business, comply with law, protect our services, or when you direct us to do so. These disclosures are not sales of personal data.
Do we use customer conversations to train AI models?
We do not use customer conversation data, call recordings, transcripts, CRM records, connected email content, or other customer business data to train general-purpose AI models without explicit permission, applicable contractual authorization, or another lawful basis that permits such use.
What if a business uses VaaniMitra to call me?
The business using VaaniMitra is generally responsible for how it collects and uses your information, including applicable requirements around consent, call recording, AI disclosure, and communications.
Can I request deletion?
Depending on the type of information and your relationship with VaaniMitra, you may be able to delete information, disconnect integrations, close your account, or submit a privacy request.
Where may information be processed?
VaaniMitra is operated by an India-based company, but some technology and service providers may process information in India, the United States, the European Union, or other countries.
1. Who We Are
VaaniMitra is a product operated by VaaniNova Technologies Private Limited, an India-based technology company building AI-powered software for businesses.
VaaniMitra may provide features including:
- AI-powered inbound and outbound calling;
- AI voice receptionists and conversational agents;
- Customer relationship management (CRM);
- Lead management;
- Call recording and transcription;
- AI-generated call summaries;
- WhatsApp and messaging automation;
- Appointment scheduling;
- Google Calendar integrations;
- Gmail and email automation;
- Business workflow automation;
- APIs and webhooks;
- Third-party integrations;
- Analytics and reporting; and
- Other AI and business automation features introduced in the future.
Because VaaniMitra connects different business functions, information processed through the Platform may come from several sources and may be used across multiple features. Your access to and use of all VaaniMitra services are governed by this Privacy Notice and our Terms of Service / Terms & Conditions.
2. When We Are the Data Controller and When We Are the Data Processor
There are two common ways personal data is handled through VaaniMitra.
When you use VaaniMitra directly—for example, when you create an account, manage your subscription, contact our support team, or use our website—VaaniNova may determine how your personal data is processed for those activities.
When your business uses VaaniMitra to process information about its customers, patients, leads, employees, or other contacts, your business generally determines why that information is collected and how it should be used.
In those situations, the business may act as the Data Fiduciary or otherwise be responsible for the relevant processing, while VaaniNova generally acts as a Data Processor or service provider processing information on behalf of that business.
For example, if a clinic uses VaaniMitra to answer patient calls, record or transcribe conversations, update its CRM, and schedule appointments, the clinic generally determines the purpose of processing the patient's information. VaaniMitra provides the technology needed to perform those activities.
Where we process personal data on behalf of a business customer, we generally process that information according to the customer's instructions, our contractual commitments, and applicable law.
If you have questions about how a particular business uses your information through VaaniMitra, you may need to contact that business directly.
3. Information You Provide Directly
The information we collect depends on how you interact with VaaniMitra and which features you choose to use.
3.1 Contact Information
You may provide information such as:
- First and last name;
- Email address;
- Phone number;
- Business contact information;
- Communication preferences; and
- Other contact details you choose to provide.
We may use this information to create and manage your account, communicate with you, provide customer support, process requests, and send service-related communications.
Where permitted by law, we may also use your contact information to send product updates or marketing communications.
3.2 Account Information
When you create or manage a VaaniMitra account, we may collect:
- Account credentials;
- One-time passwords or authentication information;
- Name and email address;
- Business or organization name;
- Subscription information;
- Products and features you use;
- Account preferences;
- Usage limits or credits; and
- Information provided during onboarding.
We use account information to authenticate you, provide access to the Platform, manage your account, provide support, and maintain the security of our services.
3.3 Business Information
If you use VaaniMitra for your business, you may provide information such as:
- Business name;
- Business category;
- Business address;
- Business phone number;
- Website;
- Operating hours;
- Services offered;
- Locations;
- Team members;
- Business rules;
- Communication preferences;
- AI agent instructions; and
- Automation settings.
This information may be used to configure VaaniMitra and provide business-specific services.
4. CRM and Customer Information
VaaniMitra may provide CRM functionality that allows businesses to manage their customers, leads, prospects, patients, clients, and other contacts.
Depending on how the business configures the Platform, CRM information may include:
- Name;
- Phone number;
- Email address;
- Address or location;
- Customer or lead ID;
- Lead status;
- Tags;
- Notes;
- Previous interactions;
- Call history;
- Appointment information;
- Follow-up information;
- Communication history;
- Business-specific fields; and
- Information obtained through integrations.
Businesses determine what information they enter into their CRM and how they use that information.
If VaaniNova processes this information on behalf of a business customer, we generally process it according to that customer's instructions.
5. Voice Calls and Conversational Data
Voice calling is a core part of VaaniMitra.
When a business uses VaaniMitra to make or receive calls, we may process information such as:
- Caller and recipient phone numbers;
- Call date and time;
- Call duration;
- Call status;
- Call routing information;
- Call recordings, where enabled;
- Speech-to-text transcripts;
- Conversation history;
- AI-generated responses;
- AI-generated summaries;
- Intent or classification information;
- Information extracted from conversations;
- Appointment information;
- Lead information; and
- Other information provided during the conversation.
The exact information processed depends on how the business configures its AI agent and calling workflow.
5.1 Call Recording and Caller Notice
Some VaaniMitra features allow businesses to record calls.
If a business chooses to record a call, the recording may be processed to provide features such as:
- Transcription;
- Call summaries;
- Quality review;
- Lead qualification;
- CRM updates;
- Follow-up automation; and
- Conversation analysis.
Whether a call should be recorded, whether the caller must be notified, and whether consent or another lawful basis is required depends on the circumstances and applicable law.
We recommend that businesses using call recording provide an appropriate automated notice at the beginning of the call, explaining, where appropriate, that the call may be recorded, transcribed, processed by AI, or otherwise handled for the purposes described by the business.
Businesses using VaaniMitra are responsible for determining the appropriate notice, consent mechanism, and retention period for their particular use case.
6. AI Processing
VaaniMitra uses artificial intelligence to understand conversations, generate responses, and automate business tasks.
Depending on the features being used, AI may be used to:
- Understand what a caller is asking;
- Respond to customer questions;
- Qualify leads;
- Collect information;
- Summarize conversations;
- Extract structured information;
- Classify conversations;
- Update CRM records;
- Schedule appointments;
- Generate follow-up actions;
- Create messages or emails; and
- Trigger business workflows.
Some AI functionality may rely on third-party AI, speech recognition, text-to-speech, cloud, or infrastructure providers.
These providers may process information on our behalf as necessary to provide the relevant functionality.
7. AI-Generated Information
VaaniMitra may create information based on conversations and other data processed through the Platform.
This may include:
- Call summaries;
- Conversation classifications;
- Lead scores or categories;
- Extracted customer information;
- Suggested follow-up actions;
- Appointment information;
- AI-generated messages;
- AI-generated responses; and
- Other structured information created by automated systems.
AI-generated information may not always be completely accurate. Businesses should review important AI-generated information before relying on it for decisions that may significantly affect an individual.
8. WhatsApp and Messaging Automation
VaaniMitra may provide WhatsApp, SMS, or other messaging automation features.
Depending on the messaging service and features used, we may process:
- Phone numbers;
- Names;
- Message content;
- Message timestamps;
- Delivery information;
- Conversation history;
- Message templates;
- Attachments or other content;
- Customer preferences; and
- Automation information.
For example, a business may use VaaniMitra to send appointment confirmations, reminders, follow-up messages, lead notifications, customer service messages, and other business communications.
Third-party messaging providers may independently process information under their own privacy policies and terms. Businesses using messaging automation are responsible for ensuring that their communications comply with applicable laws, consent requirements, and the rules of the relevant messaging platform.
9. Google Calendar and Calendar Integrations
VaaniMitra may connect with Google Calendar and other calendar services. If you connect a calendar, we may process information necessary to provide the requested functionality.
Depending on the permissions you grant, this may include:
- Calendar availability;
- Event titles;
- Event dates and times;
- Event descriptions;
- Attendee information;
- Appointment information; and
- Calendar identifiers.
Calendar access allows VaaniMitra to check availability, schedule/update/cancel appointments, avoid scheduling conflicts, and trigger automated workflows. We request access strictly to information that is reasonably necessary for the integration. You may disconnect an integration or revoke permissions at any time.
10. Gmail and Email Automation
VaaniMitra may provide Gmail and other email integrations. If you connect an email account, the information we may process can include:
- Email addresses;
- Sender and recipient information;
- Subject lines;
- Email content;
- Email timestamps;
- Thread information;
- Attachments; and
- Labels and related metadata.
Connecting an email account does not give us unlimited permission to use your email information for unrelated purposes. We use connected email information solely to provide the functionality you request and for purposes described in this Privacy Notice.
11. Other Third-Party Integrations
VaaniMitra is designed to work with other business applications and services (CRM systems, telephony providers, AI services, payment gateways, messaging tools, APIs, webhooks, and productivity apps).
When you connect a third-party service, we may receive information from that service or send information to it when necessary to provide the functionality you requested. The third-party provider independently processes your information under its own privacy policy.
12. Information We Receive From Other Sources
We may receive personal information from sources other than you:
13. Information We Collect Automatically
When you visit our website or use VaaniMitra, certain information may be collected automatically:
- IP address and approximate location;
- Browser type, operating system, and device identifiers;
- Login activity, session information, and pages accessed;
- Referral information, error logs, and performance metrics;
- API activity and security events.
14. Cookies and Similar Technologies
We may use cookies, local storage, pixels, SDKs, and logging technologies to keep users signed in, remember preferences, measure performance, detect security threats, and prevent fraud. You can control or block cookies via browser settings.
15. How We Use Personal Data
Depending on how you use VaaniMitra, we use personal data to:
- Provide and operate the Platform, create and manage accounts, and authenticate users;
- Provide AI voice agents, handle calls, and generate transcripts/summaries;
- Provide CRM functionality and manage customer/lead interactions;
- Schedule appointments, send WhatsApp/email communications, and execute workflows;
- Process subscriptions and billing;
- Maintain platform security, detect fraud, and resolve technical issues;
- Comply with applicable laws and enforce agreements.
16. Customer Data and AI Model Training
We do not use customer conversation data, call recordings, transcripts, CRM records, connected email content, or other customer business data to train general-purpose AI models without explicit permission, applicable contractual authorization, or another lawful basis that permits such use.
We also do not sell personal data.
We may use aggregated, de-identified information that cannot reasonably identify an individual for service analytics, security, performance measurement, and platform reliability.
17. Service Providers and Third Parties
We work with third-party service providers (cloud hosting, database, LLMs, speech-to-text, TTS, telephony, email delivery, payments, security) that process personal data on our behalf under appropriate security and confidentiality agreements.
18. Disclosure of Personal Data
We disclose personal data in limited circumstances:
- To Service Providers: To operate, secure, and maintain the Platform.
- To Connected Services: When you connect third-party integrations.
- For Legal Reasons: To comply with court orders, laws, investigations, or protect rights and safety.
- During Business Transactions: In connection with a merger, acquisition, or asset sale.
- With Your Consent: When you explicitly authorize us to do so.
19. International Data Processing
VaaniNova is based in India. However, third-party infrastructure and AI processors may process data in India, the United States, the European Union, or other countries. We take reasonable steps to ensure appropriate contractual and technical safeguards as required by applicable law.
20. Data Retention
We retain personal data for as long as reasonably necessary to provide the services, fulfill business purposes, or comply with legal and tax obligations. Call recordings, transcripts, and CRM logs are retained according to the customer's configuration and instructions.
21. Deletion of Personal Data
Users can delete CRM records, call history, disconnect integrations, close accounts, or submit deletion requests. Information required for legal compliance, tax, or fraud prevention will be isolated and retained only as required.
22. India Data Protection and Your Rights
VaaniNova is based in India, and our processing of personal data may be subject to India's Digital Personal Data Protection Act, 2023 (DPDP Act) and applicable rules.
Under the DPDP framework, individuals ("Data Principals") have rights including:
- The right to access information about their personal data and its processing;
- The right to request correction of inaccurate or incomplete information;
- The right to request deletion where applicable;
- The right to withdraw consent where processing is based on consent;
- The right to nominate a representative and raise grievances with our Grievance Officer.
If VaaniMitra processes your information on behalf of a business customer, you may need to exercise these rights through that business as the Data Fiduciary.
23. Responsibilities of Businesses Using VaaniMitra
Businesses using VaaniMitra are responsible for ensuring that their use is lawful, including providing required caller notices, obtaining necessary recording/AI consent, adhering to telecom/TRAI rules, and configuring proper retention periods.
24. Consent and Withdrawal of Consent
Where processing is based on consent, you may withdraw consent at any time without affecting prior lawful processing.
25. Security
We employ encryption in transit, role-based access, automated monitoring, backups, and organizational safeguards to protect data.
26. Your Communication Preferences
You can opt out of promotional communications at any time. Essential service and security notices cannot be opted out of while maintaining an active account.
27. Third-Party Websites and Services
We are not responsible for the privacy practices of third-party platforms you choose to link with VaaniMitra.
28. Children's Personal Data
VaaniMitra is built for businesses and does not knowingly collect information from children.
29. Changes to This Privacy Notice
We may update this Notice periodically. Material updates will be highlighted with a revised "Last Updated" date.
30. Contact Us and Privacy Requests
If you have questions, privacy requests, or grievances, please reach out to us:
31. Governing Law
This Privacy Notice is governed by and construed in accordance with the laws of India, including the Digital Personal Data Protection Act, 2023.
A Note From VaaniNova
"We built VaaniMitra to help businesses communicate better and spend less time on repetitive work. That also means we have a responsibility to handle the information flowing through the Platform carefully. Our goal is to build VaaniMitra as a long-term business platform where privacy, security, transparency, and responsible AI are part of the product—not something added later."
Need to review our contractual agreements?
Read our official rules, usage guidelines, and service terms.