Privacy Policy

WorkGena ("we", "us", "our") operates the WorkGena AI Voice Receptionist platform.

This policy describes how we collect, use, and protect your personal data in compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act).

Effective Date: April 2026

Last Updated: April 2026

1. Data We Collect

When you interact with our AI voice receptionist or use our dashboard, we may collect:

**Call Data:** Phone number, call duration, call start/end time, call outcome

**Booking Data:** Customer name, phone number, appointment date/time, staff assigned, service type

**Transcripts:** Conversation text between caller and AI agent (for quality and dispute resolution)

**Call Recordings:** Audio recordings (only when explicitly enabled by the business and with caller consent)

**Account Data:** Business name, email, location, staff details (provided by business owners)

**Usage Data:** Call minutes used, billing transactions, login activity

2. Purpose of Data Processing

We process your data for:

Scheduling and managing appointments

Providing AI voice receptionist services to businesses

Billing and usage tracking for business subscribers

Improving service quality and AI performance

Sending appointment confirmations and reminders via SMS

System monitoring and security

3. Data Retention

We retain data only as long as necessary:

Data Type	Retention Period
Call records	180 days
Transcripts	90 days
Call recordings	90 days (if enabled)
Usage/billing logs	365 days
Consent records	365 days
Webhook delivery logs	30 days
Notifications	365 days

After the retention period, data is automatically and permanently deleted.

4. Third-Party Services

We use the following third-party services to provide our platform:

Service	Purpose	Data Shared
LiveKit	Real-time voice communication	Call audio (transient)
Deepgram	Speech-to-text transcription	Call audio (transient)
Sarvam AI	Text-to-speech (Indian languages)	Text responses (transient)
OpenAI	AI language model, text-to-speech	Conversation context (transient)
ElevenLabs	Premium text-to-speech	Text responses (transient)
Fast2SMS	SMS notifications	Phone number, message text
Gmail SMTP	Email notifications	Email address, notification content
Razorpay	Payment processing	Payment details (when enabled)

"Transient" means data is processed in real-time and not stored by the third party beyond their standard processing.

5. Your Rights Under DPDP Act

As a data principal, you have the right to:

**Access:** Request a copy of your personal data we hold

**Correction:** Request correction of inaccurate data

**Erasure:** Request deletion of your personal data

**Nomination:** Nominate another person to exercise your rights

To exercise these rights, contact us at the details below.

6. Data Security

We protect your data using:

Encrypted connections (HTTPS/TLS) for all data transmission

Bcrypt password hashing for account credentials

Rate-limited login endpoints to prevent brute force attacks

HMAC-SHA256 signed webhook payloads

Tenant isolation ensuring no cross-business data access

Regular data cleanup per retention policy

7. Consent for Call Recording

If a business enables call recording, callers are informed at the start of each call with a consent message. Recording only proceeds after the consent message is played. Consent records are maintained in our database.

8. Cookies and Browser Storage

Our dashboard uses browser localStorage to store authentication tokens for your session. These tokens expire after 24 hours. We do not use tracking cookies or third-party analytics.

9. Children's Data

Our services are intended for businesses and their adult customers. We do not knowingly collect data from individuals under 18 years of age.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email to registered business owners.

11. Contact / Grievance Officer

For any privacy-related queries or to exercise your rights:

WorkGena

Email: support@workgena.com

Website: https://workgena.com

*This policy is compliant with the Digital Personal Data Protection Act, 2023 (India).*

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