Privacy Policy

Last updated: June 2, 2026

Plain summary. Ravoqen provides an AI Virtual Assistant that handles calls, WhatsApp and social messages on behalf of businesses. We collect only the data we need to operate the service, store it securely in the European Union and never sell it.

1. Who we are

This Privacy Policy applies to the website ravoqen.com and the Ravoqen service (the "Service"). The data controller is the operator of Ravoqen ("Ravoqen", "we", "us"). For privacy questions, contact contact@ravoqen.com.

2. Data we collect

a. Information you give us

Account & demo requests — name, email, phone, company, country, industry, message.
Business configuration — answers, FAQs, calendar links, payment URLs, escalation phone numbers you provide so the assistant can act for you.
Billing data — handled by our payment processor; we only receive the subscription status and the last four digits of the card.

b. Information generated while using the Service

Conversations — call audio, call transcripts, chat messages, message metadata (channel, language, timestamp).
End-customer data — name, contact details, intent, appointment data captured during a conversation.
Operational data — usage minutes, success/failure events, error logs.

c. Information collected automatically

Website analytics — IP, browser, pages viewed (via cookies, see Cookie Policy).

3. How we use it

To operate the AI assistant (answer calls, reply on WhatsApp / Instagram / Facebook, book appointments, escalate to your team).
To deliver the dashboard, mobile app and reports.
To bill, support and improve the Service.
To comply with legal obligations.

4. Legal bases (GDPR)

Contract — running the assistant for paying customers.
Legitimate interest — securing the platform, abuse prevention, product analytics.
Consent — non-essential cookies, marketing emails.
Legal obligation — accounting, tax, lawful requests.

5. Sharing

We never sell personal data. We share data only with vetted processors who help us run the Service:

Cloud hosting (EU region).
Telephony, messaging and conversational-AI providers strictly necessary to deliver calls and messages.
Email delivery, error tracking, analytics.
Payment processor for invoicing.

All processors are bound by data-processing agreements. Where data is transferred outside the EU, we use Standard Contractual Clauses.

6. Retention

Conversation transcripts and audio: up to 12 months by default, configurable per customer.
Account and billing data: as long as the account is active, plus the legal retention period (typically 7 years for accounting).
Website analytics: up to 14 months.

6a. Healthcare and special-category data

Ravoqen is configured, by default, not to collect or store special-category data under Art. 9 GDPR. For clinics and other healthcare-adjacent customers, the assistant captures only the caller’s name and contact details, appointment date and time, and a short general reason for the visit (e.g. “consultation”, “follow-up”). It does not record, transcribe or store diagnoses, test results, prescriptions or other detailed medical information. Any deeper processing of health data is subject to a signed Data Processing Agreement and the safeguards required by Art. 9(2) GDPR — see the GDPR Statement and Terms of Service.

7. Your rights

You can request access, correction, deletion, restriction, portability, and objection. Write to contact@ravoqen.com. You also have the right to lodge a complaint with your national data protection authority.

8. Security

We use encryption in transit (TLS 1.2+), encryption at rest, access controls, audit logs and daily encrypted backups.

9. Children

The Service is for businesses. We do not knowingly collect data from anyone under 16.

10. Changes

We will publish updates on this page and, where required, notify you by email.