Scope
This policy forms part of the Terms of Service. It applies where Todvob processes personal data on behalf of a customer ("you"), for example the phone numbers, voices and conversations of the people your AI agent talks to.
Processing on your instructions
- We process personal data only to provide the Service and as you instruct through your configuration and use of it.
- Our staff and contractors are bound by confidentiality and access data only when needed, for example to provide support you request or to investigate abuse.
- We use the sub-processors listed in our Privacy Policy. We will give at least 30 days’ notice of a new sub-processor; you may object on reasonable data-protection grounds.
- We help you respond to requests from the people whose data you control, and with security, breach notification and impact assessments where required.
What is processed
| Category | Examples | Purpose |
|---|---|---|
| Contact data | Phone numbers, names and variables in your call lists | Placing and identifying calls |
| Conversation data | Transcripts, AI replies, call results, leads | Running the agent, reporting results to you |
| Audio | Live call and voice audio | Speech recognition and voice synthesis in real time |
| Usage data | Call times, durations, minutes used | Billing, limits, quality |
| Technical data | IP addresses, device and security logs | Security and abuse prevention |
Retention schedule
| Data | How long we keep it |
|---|---|
| Account and workspace data | While the account is open; deleted within 30 days of closure (after the export window) |
| Conversations, transcripts, call results, leads | Until you delete them or close the workspace |
| Contact and campaign lists | Until you delete them or close the workspace |
| Knowledge documents | Until you delete them or close the workspace |
| Call audio | Not stored after the call unless call recording is enabled; streamed to speech providers only for real-time processing |
| Opt-out ("do not call") records | Kept while the workspace exists so people who opted out are never called again |
| Invoices and payment records | As long as tax and accounting law requires (generally up to 6 years) |
| Database backups | 14 days, then automatically overwritten |
| Security and access logs | Up to 90 days |
Deleting an item in the dashboard removes it from the live database immediately; copies in backups expire within 14 days.
Security measures
- Encryption in transit (HTTPS/TLS) for the website, API and real-time media connections.
- Workspace isolation and role-based access control; least-privilege administrative access.
- Hashed passwords, encrypted telephony credentials, scoped API keys shown only once.
- Calling safeguards: allowed-country checks, calling hours, opt-out list, concurrency limits.
- Automated backups, monitoring and audit logs of important changes.
Personal data breaches
If we become aware of a breach affecting personal data we process for you, we will notify you without undue delay, describe what happened, what data is affected and what we are doing, and help you meet your own notification duties.
End of service
When your workspace is closed, you can request an export of your data within 30 days. After that we delete it from live systems; backups expire within 14 days.
Signed agreement
If your organisation needs a signed Data Processing Agreement, for example under the GDPR, email support@todvob.com.
Questions about this document? Email support@todvob.com.