Customer Privacy Policy
Last updated: 28 April 2026
This Customer Privacy Policy explains how Vocalinn collects, uses, stores and protects personal data relating to hotels, hospitality businesses, employers, recruiters and business users who visit our website or use our platform.
This policy does not apply to candidates completing interviews through Vocalinn. Candidates should refer to our Candidate Privacy Policy.
1. Who we are
Vocalinn provides an AI voice interview platform for hotels and hospitality businesses.
Our platform helps hotels create job openings, invite candidates, conduct AI-assisted voice interviews, review interview summaries, and manage candidate screening more efficiently.
Vocalinn is operated by:
Company name: Luis Nunes
Address: Lisbon, Portugal
Email: hello@vocalinn.com
Website: https://vocalinn.com
2. Who this policy applies to
This policy applies to:
hotel owners;
hotel general managers;
recruiters;
HR users;
hiring managers;
business users;
people who contact Vocalinn;
visitors to our website;
users who create or manage a Vocalinn account.
3. Personal data we collect
We may collect the following personal data from hotel and business users:
name;
business email address;
company or hotel name;
job title or role;
country or business location;
login details;
account settings;
subscription plan;
billing information;
payment status;
invoices and transaction records;
support messages;
product feedback;
usage activity within the platform;
IP address;
browser and device information;
website analytics data, where applicable.
We may also collect information you provide when you contact us, book a demo, create an account, subscribe to a plan, request support or use the Vocalinn platform.
4. How we use customer data
We use customer data to:
create and manage customer accounts;
provide access to the Vocalinn platform;
allow hotels to create job openings;
allow hotels to invite and review candidates;
manage subscriptions and billing;
process payments;
provide customer support;
respond to enquiries;
send service-related emails;
send product updates;
monitor platform performance;
improve the platform;
prevent fraud, abuse and unauthorised access;
comply with legal, tax and accounting obligations.
5. AI-assisted features
Vocalinn provides AI-assisted tools to help hotels review candidate interviews.
These tools may include:
interview transcription;
interview summaries;
candidate scoring;
candidate ranking;
highlights based on job requirements;
screening support.
Hotel users remain responsible for reviewing AI-generated outputs and making final hiring decisions.
Vocalinn does not make hiring decisions on behalf of hotels.
6. Customer responsibilities when using candidate data
When a hotel uses Vocalinn to invite candidates and review interviews, the hotel is usually responsible for deciding why and how candidate personal data is used in the recruitment process.
Hotels using Vocalinn are responsible for:
having a lawful basis to process candidate data;
informing candidates about the recruitment process;
using candidate data only for appropriate recruitment purposes;
reviewing AI-generated outputs before making decisions;
ensuring that final hiring decisions are made by humans;
avoiding discriminatory or unlawful hiring practices;
responding to candidate privacy requests where required;
ensuring that their use of Vocalinn complies with applicable employment and data protection laws.
Vocalinn acts mainly as a technology provider processing candidate interview data on behalf of the hotel.
More details may be provided in our Data Processing Agreement.
7. Legal bases for processing customer data
Where data protection laws such as the GDPR apply, we may process customer data based on:
Contract
We process customer data where necessary to provide the Vocalinn service, manage accounts, process subscriptions, provide support and operate the platform.
Legitimate interests
We may process data to improve our platform, prevent fraud, secure our services, communicate with customers and understand how our website and product are used.
Legal obligations
We may process data where required for tax, accounting, regulatory or legal compliance.
Consent
Where required, we may ask for consent before sending certain marketing communications or using non-essential cookies.
8. Payments and billing
Payments may be processed by third-party payment providers such as Stripe.
Vocalinn does not store full credit card details.
Payment providers may collect and process payment information according to their own privacy policies and security standards.
We may store billing details, invoices, payment status and transaction records as required for accounting, tax and legal purposes.
9. Marketing communications
We may contact business users with product updates, onboarding messages, service information or relevant marketing communications.
You may opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us at:
hello@vocalinn.com
Even if you opt out of marketing emails, we may still send service-related messages, such as billing notices, security alerts, account updates or important legal notices.
10. Cookies and analytics
Our website and platform may use cookies or similar technologies.
Some cookies are necessary for the website or platform to work properly, such as login, authentication, security and session management.
We may also use analytics or performance tools to understand how visitors and customers use our website and platform.
Where required by law, we will request consent before using non-essential cookies or tracking technologies.
You can control cookies through your browser settings. Disabling some cookies may affect how the website or platform works.
11. Who we share customer data with
We may share customer data with trusted service providers that help us operate Vocalinn.
These may include providers for:
cloud hosting;
database storage;
voice call infrastructure;
AI processing;
email delivery;
customer support;
payment processing;
analytics;
security and infrastructure;
error monitoring.
These providers may only process data as necessary to provide their services to us.
We may also share data if required by law, regulation, court order, legal process or to protect our rights, users or platform.
We do not sell customer personal data.
12. Subprocessors and third-party providers
Vocalinn may use third-party providers to operate the platform.
These may include, depending on our technical setup:
OpenAI or other AI model providers;
Anthropic or other AI model providers;
Vapi or similar voice infrastructure providers;
Deepgram or similar transcription providers;
ElevenLabs or similar voice technology providers;
Bubble or other app infrastructure providers;
Cloudflare or other infrastructure/security providers;
Stripe or other payment providers;
email and support service providers.
We may update our providers as the platform evolves.
Where required, we use appropriate contractual and technical safeguards with our providers.
13. International data transfers
Some service providers used by Vocalinn may process personal data outside your country of residence or outside the country where your business is located.
Where required, we use appropriate safeguards designed to protect personal data during international transfers.
14. How long we keep customer data
We keep customer data only for as long as necessary for the purposes described in this policy.
Account data
We keep account data while the customer account is active.
After cancellation or account closure, we may keep certain account data for a limited period where necessary for legal, billing, tax, security or business record purposes.
Billing data
Billing, invoice and transaction records may be kept for the period required by tax, accounting and legal obligations.
Support data
Support messages may be kept for a reasonable period to help us resolve issues, improve our service and maintain business records.
Candidate data
Candidate interview data is covered by our Candidate Privacy Policy and, where applicable, our Data Processing Agreement.
15. Security
We use reasonable technical and organisational measures to protect customer data.
These may include:
secure infrastructure providers;
encrypted connections;
account authentication;
access controls;
restricted internal access;
monitoring and logging;
backup procedures;
security reviews.
No digital service can guarantee absolute security, but we work to protect personal data using commercially reasonable safeguards.
16. Your rights
Depending on applicable law, you may have the right to:
access your personal data;
correct inaccurate data;
request deletion;
object to certain processing;
restrict processing;
request a copy of your data;
withdraw consent where processing is based on consent;
complain to a data protection authority.
