Privacy Policy

1. Controller

The controller within the meaning of the FADP and the GDPR is Voxtra GmbH (in formation), Zurich. Contact: hello@voxtra.ch.

2. Scope and roles

This policy covers visitors to voxtra.ch and the public booking pages, practice owners and their staff who hold a Voxtra account ("Customers"), and people who call a practice ("Callers").

For caller data that the voice agent processes on a practice's behalf, the practice is the controller and Voxtra is the processor; this is governed by the Data Processing Agreement (DPA). This policy describes the processing for which Voxtra itself is the controller.

3. Data we process

• Website visitors: truncated IP address, browser, device and locale information, and pages visited; for the web analytics see section 10; for form submissions additionally name, email address, company, optional phone number and message.
• Practice accounts (Customers): name, email address, phone number, role, practice details such as name, address, services and opening hours, billing metadata, encrypted stored credentials, and logs of administrative actions.
• Callers (on the practice's behalf): phone number, call recording, automatically generated transcript, and booking details such as name, requested service, requested time slot, and any email address or notes provided.

4. Purposes and legal bases

We do not sell personal data, do not use it for advertising, and do not carry out automated individual decision-making with legal effect.

• Operating and securing the websites: legitimate interest.
• Answering contact and demo enquiries: pre-contractual measures or consent.
• Providing the service to Customers: contract performance.
• Invoicing and accounting: statutory retention obligations (Swiss CO 957 et seq.).
• Voice agent and appointment booking on the practice's behalf: the respective practice's legal basis (see its notice at the start of the call).
• Abuse and fraud prevention: legitimate interest.
• Web analytics (section 10): legitimate interest.

5. Retention

• Web analytics data (section 10): 12 months.
• Contact and demo enquiries: 24 months from last contact.
• Customer accounts: contract duration plus 12 months.
• Billing records: 10 years (Swiss CO Art. 958f).
• Call recordings: 30 days.
• Call transcripts: 12 months.
• Booking data processed for a practice: per the practice's instructions.
• Security and access logs: 12 months.

6. Recipients and sub-processors

We use sub-processors for hosting, telephony, speech processing, email and SMS delivery, and booking integrations. The authoritative list with locations and transfer mechanisms is maintained in Annex B of the Data Processing Agreement. Customers are notified of changes at least 30 days in advance.

We run the web analytics (section 10) on our own server; no further recipient is involved.

7. International transfers

We process data primarily in Switzerland and the EU. Where providers operate outside Switzerland and the EU (in particular Cloudflare, Twilio, Google and TextBee), transfers rely on the European Commission's Standard Contractual Clauses together with the Swiss addendum recognised by the FDPIC, supplemented by technical measures such as encryption.

8. Call recording

At the start of a call the voice agent announces that the call is handled by an automated assistant and recorded. By continuing the call, the caller consents; the caller may end the call at any time. The recording serves appointment mediation, quality assurance and dispute resolution.

9. Public practice pages

Our customers' booking pages are publicly accessible and indexed by search engines. Details a practice publishes on its page (name, services, logo, contact details) are thereby publicly visible. Requests for deletion or correction should be directed to the practice; we support the practice in fulfilling them.

10. Web analytics

On voxtra.ch, on the public booking pages (book.voxtra.ch) and in the practice portal (app.voxtra.ch) we measure usage with Umami, an open-source web analytics application that we run ourselves on our own server in the EU (Germany). No third party is involved: the measurement script is loaded from our own subdomain (analytics.voxtra.ch), and the data never leaves our infrastructure. Umami sets no cookies and stores nothing on your device.

For each page view we record: the page visited, the referring page, any campaign parameters in the link, browser, operating system, device type, screen size, browser language, and the country, region and city derived from the IP address; in addition, individual usage events without personal reference, such as which section of a page was read or which step of a booking was reached. The IP address itself is not stored: it is combined with the browser identification and a secret value that changes monthly into a hash that cannot be reversed and links visits to the same browser for at most one month. There is no tracking across other websites, and the data is not combined with other data, in particular not with booking or account data.

The purpose is to learn how many people visit our pages, which content is read, at which point a booking or setup is abandoned and from which sources visits originate, in order to improve the website and the booking flow. The legal basis is our legitimate interest (Art. 6(1)(f) GDPR); under the Swiss FADP this processing does not require consent. The data is deleted after 12 months at the latest.

You can refuse the measurement at any time. The switch below, and the same switch in the footer of the booking pages (book.voxtra.ch) and of the practice portal (app.voxtra.ch), sets a technical flag in your browser (local storage) that merely tells the script not to send anything; it applies to this browser on this device and is reset when you clear the site's data.

11. Your rights

For caller data, please direct requests to the practice responsible, which is the controller. Voxtra supports the practice in fulfilling them. For all other processing: hello@voxtra.ch.

• Access to the personal data we hold about you.
• Rectification of inaccurate data.
• Erasure, unless a statutory retention obligation applies.
• Restriction of processing and data portability, where applicable.
• Objection to processing based on legitimate interests.
• Withdrawal of consent without affecting the lawfulness of prior processing.
• Complaint to the Swiss Federal Data Protection and Information Commissioner (FDPIC, edoeb.admin.ch) or to your local supervisory authority.

12. Security

We protect data through encryption in transit and at rest, restrictive access rights, logging of administrative access, network segmentation, and database backups with a documented recovery procedure. The complete technical and organisational measures are described in Annex A of the DPA.

13. Children

The service is offered exclusively to businesses. We do not knowingly process children's data.

14. Changes

We may update this policy. We notify Customers of material changes at least 30 days in advance by email; the date above shows the current version.

15. Contact

Questions and access requests: hello@voxtra.ch. Supervisory authority in Switzerland: FDPIC, edoeb.admin.ch.