Privacy Policy

Last updated on 27 June 2026 • How we collect, use, and protect your information.

This Privacy Policy explains how NovaForge Labs ("VachanAI", "we", "us", or "our") collects, uses, shares, retains, and protects information when you visit our website, create an account, or use the VachanAI artificial-intelligence voice agent platform and related products, APIs, and services (collectively, the "Services").

By accessing our website or using the Services, whether as a trial or paid user, you consent to the practices described in this Policy. This Policy should be read together with our Terms of Service.

Contents

  1. 1. Information We Collect
  2. 2. How We Collect Information
  3. 3. How We Use Information
  4. 4. Call Recordings & AI Voice Data
  5. 5. Cookies & Tracking
  6. 6. Financial Information
  7. 7. Sharing & Disclosure
  8. 8. Third-Party Websites
  9. 9. International Transfers
  10. 10. Data Retention
  11. 11. Data Security
  12. 12. Your Rights & Choices
  13. 13. Consent & Withdrawal
  14. 14. Children's Privacy
  15. 15. Changes to This Policy
  16. 16. Grievance Officer & Contact

1. Information We Collect

We collect two broad categories of information, together referred to as "Information":

1.1 Personal Information Information that identifies you, such as your name, business name, email address, phone number, billing details, KYC and identification documents, and any details you provide when registering, contacting us, or using the Services.
1.2 Usage & Technical Information Non-identifying information such as your IP address, device and browser type, log files, pages visited, feature usage, and analytics data that helps us operate, secure, and improve the Services.
1.3 Customer & Call Data Data you process through the Services, including contact lists, call metadata, call recordings, transcripts, and conversation prompts and outputs generated by your voice agents. See Section 4 for how we handle this data.

2. How We Collect Information

We collect Information: (a) directly from you when you register, configure agents, make payments, or contact us; (b) automatically as you use the Services, through cookies, logs, and analytics; and (c) from third parties such as payment gateways, telephony carriers, and integration partners acting on your instructions.

3. How We Use Information

We use Information for legitimate business purposes, including to:

  • Provide, operate, maintain, and secure the Services and your account;
  • Process registrations, payments, credits, and invoices;
  • Power voice agents, including speech recognition, natural-language understanding, and speech synthesis;
  • Provide call analytics, insights, and reporting;
  • Communicate with you about your account, support requests, and service notifications;
  • Send product updates and marketing where permitted, which you may opt out of;
  • Detect, prevent, and address fraud, abuse, and security incidents;
  • Comply with legal, telecom, and tax obligations.

4. Call Recordings & AI Voice Data

4.1 Processing for the Service To operate your voice agents, audio and text are processed in real time through speech and language models to understand callers and generate responses. Call recordings and transcripts may be stored where you enable them.
4.2 Your Responsibility for Consent Where you use the Services to call or record individuals, you are the controller of that data. You are responsible for providing all notices and obtaining all consents required by law before recording, transcribing, or processing any caller's voice or personal data.
4.3 Model Training We do not use your call recordings, transcripts, or Customer Data to train publicly shared or third-party AI models without your consent. We may use aggregated and de-identified data to maintain and improve the quality and safety of the Services.

5. Cookies & Tracking

We use cookies and similar technologies to enable core functionality, remember your preferences, measure usage, and support analytics and advertising (such as Google Analytics). You can control cookies through your browser settings; disabling some cookies may affect certain features of the Services.

6. Financial Information

Payments are processed by secure third-party payment gateways. Sensitive payment details such as full card numbers and bank credentials are collected and handled directly by those gateways and their card-network partners, and are not stored by us. We retain only limited transaction records needed for billing, accounting, and tax compliance.

7. Sharing & Disclosure

We do not sell, trade, or rent your Personal Information. We may share Information only as follows:

  • Service providers & sub-processors — trusted vendors (such as cloud hosting, telephony carriers, AI infrastructure, and analytics providers) who process Information on our behalf under confidentiality and data-protection obligations;
  • Legal & regulatory — where required by applicable law, court order, or governmental or telecom-regulatory request, or to protect the rights, property, or safety of any person;
  • Business transfers — in connection with a merger, acquisition, financing, or sale of assets, in which case Information may transfer to the successor entity;
  • With your direction — to integrations and third parties you choose to connect.

8. Third-Party Websites

The Services may link to or interoperate with websites and services we do not control. Their collection and use of information is governed by their own privacy policies, and we are not responsible for their practices. We encourage you to review those policies independently.

9. International Transfers

We and our sub-processors may store and process Information on servers located in India or other countries. Where Information is transferred across borders, we take reasonable steps to ensure it is protected consistent with this Policy and applicable law.

10. Data Retention

We retain Information for as long as your account is active or as needed to provide the Services, and thereafter as required to comply with our legal, tax, and regulatory obligations, resolve disputes, and enforce our agreements. Call recordings and transcripts are retained according to your account configuration; you should export any data you wish to keep before it is deleted. When Information is no longer required, we delete or de-identify it.

11. Data Security

We implement reasonable technical and organizational security measures — including encryption in transit, access controls, and monitoring — designed to protect Information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Your Rights & Choices

Subject to applicable law, you may have the right to:

  • Access, correct, or update your Personal Information;
  • Request deletion of your Personal Information;
  • Object to or restrict certain processing, and withdraw consent;
  • Request a copy of your data in a portable format;
  • Opt out of marketing communications at any time.

To exercise these rights, contact us using the details in Section 16. We may need to verify your identity before acting on a request.

14. Children's Privacy

The Services are intended for businesses and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date above, and where changes are material we will provide additional notice. Your continued use of the Services after the changes take effect constitutes acceptance of the updated Policy.

16. Grievance Officer & Contact

If you have questions, concerns, or grievances about this Policy or how your Information is handled, please contact our Grievance Officer. We aim to acknowledge and resolve grievances within one (1) month of receipt, or such longer period as may reasonably be required.

Grievance Officer: [Grievance Officer Name] Entity: NovaForge Labs Address: 219 Sector-A, Prajapat Nagar, Indore, M.P., India, 452009 Email: [email protected]