Privacy Policy

1. Introduction

Smart Hub LLC, a New Mexico limited liability company doing business as VoiceRef ("VoiceRef," "we," "us," or "our"), respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the VoiceRef platform at getvoiceref.com (the "Service").

This policy applies to all users of the Service, including hiring managers, recruiters, and job references who interact with VoiceRef via phone calls or SMS messages.

2. Information We Collect

2.1 Information You Provide

• Account information: Name, email address, and authentication credentials (via Google OAuth or Magic Link)
• Candidate information: Candidate name, email, phone number, job title, and company
• Reference information: Reference name, phone number, email, company, job title, and relationship to candidate
• Payment information: Billing details processed securely through Stripe (we do not store credit card numbers)

2.2 Information Collected During Calls

• Call recordings: Audio recordings of AI-conducted reference interviews (references are informed of recording at the start of each call)
• Call transcripts: Text transcriptions of reference interviews generated from audio recordings
• Call metadata: Call duration, timestamp, call status, and technical identifiers
• AI analysis results: Evaluation scores, hiring recommendations, and summary reports generated by our AI analysis

2.3 Information Collected via SMS

• Consent responses: SMS replies (YES/NO/STOP) from references regarding consent to participate
• Phone number data: Phone numbers used for consent requests and call delivery
• Web-based consent: Consent responses submitted via the web consent link included in SMS messages

Mobile information (including phone numbers and SMS consent data) will not be shared with or sold to third parties or their affiliates for marketing or promotional purposes.

2.4 Automatically Collected Information

• Usage data: Pages visited, features used, and interactions with the dashboard
• Device information: Browser type, operating system, and IP address
• Log data: Server logs, error reports, and performance data

3. How We Use Your Information

We use collected information for the following purposes:

• Provide the Service: Process reference checks, conduct AI phone interviews, generate analysis reports, and deliver results
• Consent management: Send SMS consent requests to references and process their responses
• Account management: Create and manage your account, authenticate your identity, and process payments
• Communication: Send transactional emails (reports, confirmations, notifications) and respond to support inquiries
• Service improvement: Analyze usage patterns to improve the platform, fix bugs, and develop new features
• Compliance: Ensure compliance with TCPA, applicable privacy laws, and our Terms of Service
• Security: Detect and prevent fraud, abuse, and unauthorized access

4. Third-Party Service Providers

We use the following third-party services to operate the platform. Each processes data only as necessary to provide their specific function:

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information only in the following circumstances:

• With service providers: As described in Section 4, strictly to operate the platform
• With your consent: When you explicitly authorize sharing
• For legal compliance: When required by law, legal process, or government request
• To protect rights: To enforce our Terms, protect our rights, or ensure the safety of our users
• Business transfers: In connection with a merger, acquisition, or sale of assets (with prior notice)

Reference check reports are shared only with the hiring manager/recruiter who initiated the reference check.

We do not share, sell, or provide mobile phone numbers, SMS consent data, or any mobile-derived information to third parties or their affiliates for marketing or promotional purposes under any circumstances.

6. Call Recording and Transcription

VoiceRef records and transcribes reference check calls conducted through its AI-powered interview agent. Recordings are made using ElevenLabs Conversational AI and are processed as follows:

Purpose

Recordings are used solely to generate accurate transcripts for professional reference evaluation reports.

Access

Access to audio recordings is limited to authorized personnel and service providers who need access to operate, secure, support, review, or document the service. Recruiters and hiring organizations receive the evaluation report and transcript summary only. Raw audio recordings are not shared with recruiters unless explicitly enabled and disclosed. Recordings are not sold and not shared for advertising or marketing purposes; they may be processed by authorized service providers acting on VoiceRef's behalf under confidentiality obligations.

Retention

Audio recordings are retained for 90 days from the date of the call, after which they are permanently deleted from VoiceRef's configured storage. Transcripts may be retained for up to 12 months for audit and dispute resolution purposes.

Third-Party Processors

Calls are processed through ElevenLabs (voice AI platform). ElevenLabs is configured to retain call data for 90 days. VoiceRef requires all processors to maintain confidentiality, security, and compliance with applicable data protection laws.

Consent

Recording consent is collected prior to the call via our web consent page, where participants must affirmatively check a dedicated recording consent checkbox. Participants are also notified at the start of each call that it is being recorded.

Objection

If a participant declines to be recorded during the call, the interview is terminated immediately and no substantive content is collected. The requesting recruiter is notified to arrange an alternative reference method.

7. Data Retention

• Account data: Retained as long as your account is active. Deleted within 30 days of account closure.
• Audio recordings: Retained for 90 days from the date of the call, then permanently deleted. See Section 6 for full recording policy.
• Call transcripts: Retained for up to 12 months for audit and dispute resolution purposes.
• Reference check reports: Retained for the duration of the customer's subscription. Customers may delete individual reports at any time.
• Consent records: Retained for 5 years for TCPA compliance documentation.
• Payment records: Retained as required by tax and financial regulations (typically 7 years).
• Server logs: Retained for 90 days for debugging and security purposes.

8. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption in transit (TLS/HTTPS) for all data transmissions
• Encryption at rest for stored data
• Access controls and authentication requirements for all systems
• Regular security reviews and updates
• Webhook signature validation for all third-party integrations

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Request your data in a structured, commonly used format
• Opt-out: Opt out of marketing communications at any time
• Withdraw consent: Withdraw consent for data processing where consent is the legal basis

To exercise any of these rights, contact us at hello@getvoiceref.com. We will respond within 30 days.

10. Rights for References

If you are a job reference who has been contacted by VoiceRef, you have the following rights:

• Consent: You will always be asked for explicit consent before any call is placed. You may decline at any time.
• Opt-out: Reply STOP to any SMS to permanently opt out of all future communications.
• Information: You may request information about what data we hold about you.
• Deletion: You may request deletion of your data by contacting hello@getvoiceref.com.
• Skip questions: During a call, you may decline to answer any question.
• End the call: You may end the call at any time by hanging up.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information held by businesses
• The right to opt out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise your CCPA rights, contact us at hello@getvoiceref.com or write to us at the address listed below.

12. International Data Transfers

Our Service is hosted in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States. By using the Service, you consent to the transfer of your information to the United States.

13. Cookies and Tracking

The Service uses essential cookies for authentication and session management. We do not use third-party advertising cookies or cross-site tracking technologies. Essential cookies are necessary for the Service to function and cannot be disabled.

14. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will promptly delete it.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. For significant changes, we may also send email notification to registered users.

16. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: