Last Updated: May 8, 2025
1. Introduction
Welcome to Versaia BV (“Versaia,” “we,” “us,” or “our”). We are committed to protecting your privacy and the security of your personal data. This Privacy Policy explains how we collect, use, share, and protect personal data, our websites https://www.versaia.ai/ and our interactions with business customers (“Customers”) and individuals who interact with Versaia when contacting our Customers (“End-Users”).
Versaia BV acts as a data controller for certain types of data and as a data processor on behalf of our Customers for other data. We comply with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Dutch Uitvoeringswet Algemene Verordening Gegevensbescherming (“UAVG”).
This Privacy Policy aims to inform you about:
- Who we are and how to contact us
- What personal data we collect and process
- The lawful bases for processing personal data
- How we use your personal data
- With whom we share your personal data
- International transfers of personal data
- How long we retain your personal data
- The security measures we have in place
- Your data protection rights and how to exercise them
- Our practices regarding call recording and consent
- Our use of cookies
It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions.
2. Who We Are and Contact Details
Data Controller (and Processor for certain services):
Versaia BV
John M. Keynesplein 4
1066EP Amsterdam
The Netherlands
Chamber of Commerce number: 96961686
Postal Address: John M. Keynesplein 4, 1066EP Amsterdam, The Netherlands
(Attn: Data Protection Officer)
3. Personal Data We Collect and Process
We collect and process different types of personal data depending on your interaction with us:
3.1. Data from Our Business Customers:
When you subscribe to Versaia, we may collect and process:
- Organisation information (company name, address, contact details, business information)
- Location information (such as business addresses and opening hours)
- Account information for designated staff (name, email address, hashed/encrypted passwords)
- Billing and subscription information
- Information necessary for integration with reservation and management systems
3.2. Data from End-Users:
When an End-User interacts with the AI Voice Agent:
- Call recordings and transcripts of conversations
- Phone number of the calling End-User
- Call metadata (date, time, duration, routing info)
- Name and any details provided during the conversation
Notice: End-Users are informed at the beginning of each call that the call is being recorded and that they are speaking with an AI agent.
3.3. Data from Website Visitors:
When you visit our Websites:
- Cookie data (managed by Cookieyes; stored locally on your device)
- Contact information if you contact us via forms or email addresses provided
3.4. Special Categories of Data:
We do not intentionally collect or process special categories of personal data (such as data revealing racial or ethnic origin, political opinions, religious beliefs, health data, or sexual orientation). End-Users are advised not to provide such information unless strictly necessary for their interaction.
4. Lawful Basis for Processing Personal Data
We process personal data on the following lawful bases under GDPR:
- Performance of a Contract: To provide and manage the Sonaia AI Voice Agent solution for our Business Customers.
- Legitimate Interests: For efficient telephony management, quality assurance, dispute resolution, service improvement, analytics, security, and direct marketing (to businesses).
End-Users are informed about call recording at the start of the call, and continued participation indicates awareness.
- Consent: For non-essential cookies via our cookie consent management tool.
- Legal Obligation: When necessary to comply with a legal or regulatory obligation.
5. How We Use Your Personal Data
We use personal data to:
- Provide, manage, and improve our Versaia services
- Enable telephony tasks, reservations, and customer interactions
- Integrate with reservation and management systems
- Provide access to call data and analytics for our Customers
- Respond to inquiries and provide support
- Analyze usage and improve service functionality
- Investigate and resolve complaints or disputes
- Monitor for security, prevent fraud and abuse
- Comply with applicable laws and regulations
- Inform Business Customers about services and offers (where permissible)
Automated decision-making:
The Versaia AI Voice Agent facilitates communication and task execution. No profiling or automated decisions are made that have legal or similarly significant effects on individuals. Human oversight is in place for quality assurance.
6. Data Sharing and Disclosure
We do not sell your personal data.
We may share personal data only:
- With our Business Customers (for their own call data)
- With trusted third-party service providers who perform services on our behalf, under contract and in compliance with data protection laws (e.g., cloud hosting, infrastructure, telephony, cookie management)
- As required by law, to protect rights and safety, or in response to lawful requests
- In the context of business transfers (e.g., mergers, acquisitions)
All third-party providers are contractually bound to process data only according to our instructions and GDPR compliance. We prioritize providers with robust data protection standards.
7. International Data Transfers
Some of our service providers may be located outside the European Economic Area (EEA). Where personal data is transferred internationally, we ensure adequate protection through mechanisms such as Standard Contractual Clauses (SCCs), adequacy decisions, or other safeguards as required by law.
All core data for the Sonaia platform (call recordings, transcripts, metadata, customer data) is hosted within the EU.
8. Data Retention
We retain personal data only as long as necessary to fulfill the purposes for which it was collected, and to comply with legal, regulatory, tax, or reporting requirements.
Call recordings and transcripts: Stored for one (1) year from the date of the call, then anonymized.
Business Customer account data: Retained for the duration of the customer relationship and as required by law.
Backup data: Regularly backed up, encrypted, and securely deleted after a defined period.
Upon expiry of the applicable retention period, data is securely deleted or anonymized.
9. Data Security
We have implemented appropriate technical and organizational measures to protect personal data against unauthorized access, loss, destruction, or alteration.
These measures include:
- Encryption (at rest and in transit)
- Strict access controls
- Infrastructure security using reputable providers
- Strong password and authentication policies
- Regular encrypted backups
- Employee training on data protection
- Incident response procedures
While we take security seriously, no method of electronic storage is 100% secure.
10. Your Data Protection Rights
Under GDPR and UAVG, you have rights including:
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object
- Rights related to automated individual decision-making and profiling
To exercise your rights as a Business Customer, contact our Data Protection Officer at info@versaia.ai.
If you are an End-User (caller), Versaia acts as Data Processor. Please direct data rights requests to the business you interacted with (the Data Controller). We will assist our Customers in handling such requests.
You have the right to lodge a complaint with the Dutch supervisory authority:
Autoriteit Persoonsgegevens
Website: https://www.autoriteitpersoonsgegevens.nl/
11. Call Recording
All calls handled by the Versaia AI Voice Agent are recorded.
End-Users are explicitly informed at the start of every call.
Call recordings are used by our Customers for managing inquiries, quality assurance, dispute resolution, and service improvement.
If you do not wish to be recorded, you may choose not to proceed with the call.
12. Cookies and Similar Technologies
Our Websites use cookies.
We use Cookieyes to manage consent for cookies.
Essential cookies are required for website functionality; others are subject to your consent.
You can manage preferences at any time via the cookie management tool.
13. Consent Management and Logging
Call recording: End-Users are informed at the start of each call; continued interaction indicates awareness.
Cookies: Consent for non-essential cookies is managed and logged via Cookieyes.
For Business Customers, processing is typically agreed within the service contract.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted with a new “Last Updated” date and, if material, may be communicated by other means. We encourage you to review this Policy periodically.
15. Language
This Privacy Policy is provided in English. A Dutch translation will be made available. In case of conflict, the English version prevails as permitted by law.
16. Governing Law
This Privacy Policy and our data practices are governed by the laws of the Netherlands and applicable EU regulations, notably the GDPR.
Contact:
For questions about this Privacy Policy or your data, contact us at: info@versaia.ai
