Privacy Policy
VaaniNova Technologies Private Limited • Last Updated: September 2026
At VaaniNova Technologies Private Limited (“VaaniNova”, “we”, “our”, or “us”), we take data privacy, security, and digital transparency with utmost seriousness. This Privacy Policy explains how we collect, use, store, process, and protect information when you interact with our websites, products, and services, including our flagship product VaaniMitra AI.
VaaniNova is committed to handling personal data responsibly and transparently. Our data practices are designed with applicable Indian data protection and information technology laws and regulations in mind, including the Digital Personal Data Protection Act, 2023 and other applicable legal requirements.
We review our privacy and data-handling practices as our products, technology, and applicable legal requirements evolve.
Zero Data Monetization
We do not sell or rent personal data or customer call data to third-party advertisers. We use information only for providing, securing, supporting, and improving our services, or for other purposes described in this Privacy Policy.
Data Security
We implement reasonable technical and organizational measures designed to protect personal data against unauthorized access, disclosure, alteration, loss, or misuse.
User Control & Deletion
Customers may have the ability to access, manage, export, or request deletion of information processed through our services, subject to applicable law, contractual requirements, and technical limitations.
01.Introduction & Scope
VaaniNova Technologies Private Limited (incorporated in India with registered headquarters in Patna, Bihar) operates corporate websites, intelligent business tools, and conversational voice automation technologies, including VaaniMitra AI.
This Privacy Policy applies to:
- Business Clients: Clinics, salons, companies, and professionals who subscribe to VaaniNova services or deploy VaaniMitra.
- Callers & End Users: Individuals who place inbound telephone calls or receive automated communications from systems configured by our business clients.
- Website Visitors: Anyone browsing
vaaninova.com,vaanimitra.in, or related subdomains.
02.Data Fiduciary and Data Processor Roles
Depending on the nature of the service and the information being processed, VaaniNova may act as a Data Fiduciary or as a Data Processor under applicable law.
VaaniNova as Data Fiduciary
For information relating to our own business operations, such as account information, customer communications, billing, subscriptions, website interactions, and administrative matters, VaaniNova may determine the purposes and means of processing and may therefore act as a Data Fiduciary.
VaaniNova as Data Processor
When a business customer uses VaaniMitra to process information relating to its customers or callers, VaaniNova may process such information on behalf of that business customer as a Data Processor, subject to the applicable service agreement and instructions of the customer.
The applicable role may depend on the specific service, data, and processing activity involved.
03.Information We Collect
The information we collect depends on how you interact with VaaniNova and which products or services you use.
A. Information You Provide to Us
When you register for an account, request a product demonstration, or configure VaaniMitra, we may collect: business name, authorized contact name, email address, phone number, physical address, industry classification, operating hours, and service catalogs.
B. Call & Conversational Data
When a customer interacts with a VaaniMitra-enabled business phone line, our systems may process information necessary to provide the configured service. This may include call metadata such as call duration, timestamp, caller phone number, appointment information, and other information provided during the conversation.
Where specific features such as call recording or transcription are enabled, voice recordings or transcripts may also be processed.
C. Technical & Operational Logs
For security, telephony QoS, and uptime verification, we may log IP addresses, browser agents, network latency, SIP handshake statuses, and diagnostic error reports.
04.How We Use Information
We use the data we collect solely for legitimate business operations:
- Delivering the Service: Answering inbound calls, handling customer inquiries, booking appointments, and notifying staff.
- Calendar & Notification Sync: Locking booked slots into Google Calendar and dispatching confirmations and location details via authorized channels.
- Customer Support & Billing: Assisting you with technical setup, troubleshooting call forwarding, and generating tax invoices.
- Fraud Prevention & Security: Detecting suspicious traffic, preventing telecom abuse, and maintaining platform reliability.
05.Voice Processing & Responsible AI
VaaniMitra uses artificial intelligence and machine learning technologies for speech recognition, language understanding, response generation, and text-to-speech functionality.
Depending on the configuration of the service, voice and conversational information may be processed to understand customer requests, generate responses, complete configured workflows, and provide business communication services.
We do not use customer call data for unrelated advertising purposes.
Where information is processed for service diagnostics, security, troubleshooting, or improvement, we apply appropriate safeguards and access controls consistent with the applicable purpose and legal requirements.
07.Security & Data Retention
We implement reasonable technical and organizational measures designed to protect personal data against unauthorized access, disclosure, alteration, loss, or misuse. Depending on the service and technology involved, these measures may include encrypted communications, access controls, authentication mechanisms, monitoring, logging, and secure infrastructure practices.
Call transcripts and audio recordings, where applicable, are retained only for as long as reasonably necessary to provide the relevant service, comply with applicable legal or contractual requirements, resolve disputes, maintain security, or fulfill other legitimate business purposes.
08.Your Privacy Rights
Subject to applicable law and the role in which VaaniNova processes your personal data, you may have rights relating to your personal data.
To exercise an applicable right, please contact us using the details below. We may request information necessary to verify your identity and process your request.
09.Privacy Contact & Grievance Redressal
If you have any questions, concerns, or complaints regarding our processing of personal data, you may contact us using the details below:
We will review privacy-related requests and complaints and respond within the timeframe applicable under relevant law and our internal grievance-handling procedures.