Privacy
Policy

We collect information in the following ways:

a. Information You Provide to Us

You may provide information directly when you:

• Fill out a contact or lead form
• Apply to be a design partner or participate in a pilot or beta
• Communicate with us via email or other channels

This may include:

• Name
• Email address
• Company name and role
• Phone number
• Any information you choose to share about your projects or workflows

b. Project and Workspace Data

When using Avoice, you may upload or connect project-related data, such as:

• Specifications
• Schedules
• Drawings
• Other documents or structured project information

This data is treated as confidential customer data and used solely to provide and improve the Services.

c. Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address
• Browser type and device information
• Pages viewed and interaction data
• Approximate location (city/country level)

We use standard analytics tools to understand usage patterns and improve the website.

We use the information we collect to:

• Provide, operate, and improve Avoice
• Evaluate and onboard design partners or pilot participants
• Communicate with you about the product, updates, or requests
• Provide customer support
• Monitor and improve performance, reliability, and security
• Comply with legal obligations

We do not sell your personal or project data.

We may share information only in the following limited circumstances:

• Service Providers: With trusted vendors who help us operate our website and infrastructure (e.g., hosting, analytics), under confidentiality obligations
• Legal Requirements: If required by law, regulation, or legal process
• Business Changes: In connection with a merger, acquisition, or sale of assets (with appropriate safeguards)

Your project data is never shared with other customers.

We take reasonable technical and organizational measures to protect your information, including:

• Secure cloud infrastructure
• Access controls and authentication
• Limiting internal access to authorized personnel only

However, no system is 100% secure, and we cannot guarantee absolute security.

We retain personal and project information only as long as necessary to:

• Provide the Services
• Fulfill the purposes described in this Policy
• Comply with legal and contractual obligations

If you leave the platform or request deletion, we will delete or anonymize your data within a reasonable timeframe, unless legally required to retain it.

Depending on your location, you may have rights to:

• Access the personal information we hold about you
• Request correction or deletion
• Object to or restrict certain processing

To make a request, contact us at privacy@avoice.co.

Avoice offers optional add-ins for Microsoft Outlook (“Avoice for Outlook”) and Gmail (“Avoice for Gmail”) that connect your email client to your Avoice workspace.

What the add-ins access

The add-ins access email content only when you actively invoke them. When invoked, an add-in can read the currently open email or thread and any attachments you select. The add-ins do not scan, read, or monitor your mailbox in the background.

What is sent to Avoice

Emails, threads, and attachments are sent to Avoice only when you choose to send them — for example, when you file an email or attachment to a project. Nothing is transmitted automatically or without your action.

What we store and why

Content you send to Avoice is stored in your practice’s workspace as project data, so it is available to you and your team within the Services (for example, in project records, submittals, or correspondence logs). It is treated as confidential customer data under this Policy.

Inserting files from Avoice

The add-ins also let you take files stored in Avoice and insert them directly into an email you are composing. This transfers the selected file from your workspace into your email client at your request.

Retention, deletion, sharing, security, and your rights

Data handled by the add-ins is subject to the same retention, deletion, sharing, security, and data-subject-rights terms as all other project and workspace data under this Policy (see Sections 3–6).

We use cookies and similar technologies to:

• Operate the website
• Understand usage and performance
• Improve user experience

You can control cookies through your browser settings.

Avoice may process data in countries other than your own. When we do, we apply appropriate safeguards to protect your information in accordance with applicable laws.

Avoice is not intended for use by individuals under the age of 16, and we do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date and, where appropriate, notify you.

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