Privacy Policy

1. Introduction

PlazmaWave ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By using our website, you agree to the terms of this Privacy Policy. If you disagree with any part of this policy, please discontinue use of our site.

2. Information We Collect

We may collect the following types of information:

• Contact information: name, email address, phone number, and business name provided through our contact form.
• Usage data: pages visited, time spent on pages, referring URLs, and browser/device information collected automatically.
• Cookies: session cookies required for site security (CSRF protection). We do not use tracking or advertising cookies.
• Voice conversation data: if you use our AI Voice Advisor (Z), your voice input is processed in real time. This includes audio, a full text transcript of the conversation, and any information you voluntarily provide during the call such as your name, email address, and business details.
• AI-extracted lead data: at the end of a voice call, our AI automatically extracts structured data including your name, email, a summary of your message, and an interest level assessment. This data is used to pre-fill our contact form and follow up with you.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide requested services.
• Send service-related communications.
• Improve our website and services.
• Comply with legal obligations.

We do not sell, trade, or rent your personal information to third parties.

4. Voice Interactions & Recording

Our website features an AI Voice Advisor. By initiating a voice call through the widget on our website, you acknowledge and consent to the following:

• Recording: voice calls may be recorded and transcribed for quality assurance, service improvement, and lead capture purposes.
• AI processing: your conversation is processed in real time by artificial intelligence. The voice advisor is not a human. Responses are AI-generated.
• Data extraction: at the end of each call, structured data including your name, email address, message, and interest level may be automatically extracted from the conversation and transmitted to our servers.
• Transcript storage: call transcripts and summaries may be retained by our service providers in accordance with their own data retention policies.

You are not required to use the voice widget. You may always use our text-based contact form instead.

5. Third-Party Services

Our website uses third-party services to operate certain features, including bot protection, font delivery, real-time voice communication, AI language processing, and speech transcription. Each provider operates under its own privacy policy. By using our website, you acknowledge that your data may be processed by these providers as necessary to deliver the features you use.

We do not sell your data to any third party. Third-party services are used solely to operate and improve our website and services.

6. AI Processing

Conversations with our AI Voice Advisor are processed using large language model (LLM) and automated speech recognition technology provided by third-party service providers. By engaging with the voice widget, you understand that:

• Your spoken input is transmitted to and processed by third-party AI systems in real time.
• AI responses are generated automatically and are not reviewed by a human before delivery.
• While we configure our AI to be accurate and helpful, AI-generated responses may not always be complete, current, or error-free.
• Conversation data may be processed by our service providers in accordance with their own terms and data handling policies.

7. Account & Billing Data

For clients who access our client portal, we collect and store account credentials, billing information, support tickets, and invoice history. This data is used solely to manage your account and deliver our services.

• Passwords are hashed and never stored in plain text.
• Billing information is processed through our payment provider. We do not store full payment card details on our servers.
• Account activity including logins, ticket submissions, and invoice records may be logged for security and auditing purposes.

We make every reasonable effort to ensure the integrity and security of account and billing data, including access controls, encrypted transmission, and regular security reviews. However, no system is entirely immune to risk and we cannot guarantee absolute data integrity.

8. Data Security

We implement reasonable security measures to protect your personal information, including CSRF token validation on all form submissions, encrypted SMTP for email transmission, and access-controlled server environments.

Voice call data transmitted through Vapi and Daily.co is encrypted in transit using industry-standard TLS/WebRTC encryption.

No method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected or as required by law:

• Contact form inquiries: retained for a maximum of 2 years.
• Voice call transcripts and lead data: retained as needed to follow up on your inquiry. Temporary call data files on our server are deleted immediately after being read.
• Account and billing records: retained for the duration of the client relationship and as required for financial and legal compliance.

Third-party sub-processors (Vapi, Deepgram, Anthropic) maintain their own data retention schedules governed by their respective policies.

10. Your Rights

You have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate personal information.
• Request deletion of your personal information, subject to legal obligations.

To exercise these rights, contact us at contact@plazmawave.com.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. Continued use of our website after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy, contact us at:

• Email: contact@plazmawave.com
• Website: plazmawave.com