This Privacy Policy describes how Enovitec Group LLC ("Company", "we", "us", or "our"), the owner and operator of Novitrac ("Novitrac", "Platform"), collects, uses, discloses, and safeguards personal information when you access or use novitrac.com, app.novitrac.com, or any connected APIs, voice platforms, and services (collectively, the "Services").
Please read this Privacy Policy carefully. By accessing or using the Platform, you acknowledge that you have read and understood this policy.
1. Data Controller & Legal Entity
Enovitec Group LLC is the legal entity responsible for the processing of your personal data as a data controller when managing your account, billing, and direct interactions with Novitrac.
When you use Novitrac to initiate calls, process form submissions, record conversations, or manage recipient leads, you (the Customer) act as the Data Controller, and Enovitec Group LLC acts as a Data Processor executing services on your instruction.
2. Information We Collect
A. Information Provided Directly by You
- Account & Contact Data: Name, business email address, phone number, billing address, company name, and login credentials.
- Payment Information: Credit card details and payment billing history (processed via secure, PCI-compliant third-party payment processors).
- Customer Content & RAG Data: Training documents, knowledge base uploads, prompt scripts, visual workflow rules, form configurations, and contact lists uploaded to train or execute AI voice agents.
B. Telecommunication & Platform Usage Data (Processed on Your Behalf)
- Call & Voice Audio Recordings: Audio stream data, voice synthesis inputs, transcribed call logs, sentiment analysis outputs, call duration, and call disposition results.
- Telecommunications Telemetry: Origination/destination phone numbers, call routing metadata, carrier transmission signals, packet timing, MOS quality scores, and latency metrics.
- Form & CRM Submissions: Lead fields, appointment booking metadata, and integrated webhook event data.
C. Automatically Collected Technical Data
Log files, IP addresses, browser types, operating systems, cookie identifiers, device information, and interaction data from visits to novitrac.com and app.novitrac.com.
3. How We Use Your Information
We use collected data for legitimate business purposes, including to:
- Provide, maintain, host, and optimize the Novitrac platform and voice infrastructure.
- Process telecommunications routing, text-to-speech synthesis, speech-to-text transcription, and automated AI conversational workflows.
- Execute post-call actions, including SMS delivery, email notifications, calendar scheduling, and webhook triggers.
- Monitor system health, latency, network security, fraud prevention, and carrier compliance.
- Manage account billing, customer support requests, and service updates.
- Comply with legal obligations, regulatory enforcement, and lawful requests.
4. How We Share & Disclose Information
We do not sell, rent, or trade your personal data or your end-users' conversation data to third parties for commercial marketing purposes. We share data only with trusted service providers strictly necessary to operate the Platform:
- Telecommunication Carriers & Aggregators: To route voice calls, obtain phone numbers, and transmit SMS messages across global networks (e.g., Twilio, direct carrier routes).
- Speech Synthesis & AI Providers: To execute real-time speech-to-text, text-to-speech synthesis, and natural language model generation (e.g., ElevenLabs, OpenAI).
- Cloud Infrastructure & Storage: Secure cloud hosting, database servers, and content delivery networks.
- Payment Processors: PCI-DSS compliant payment gateways for handling billing transactions.
- Legal & Regulatory Authorities: When required by law, subpoena, court order, or to enforce our Terms of Service and protect against legal liability or fraud.
5. AI Processing & Model Training Disclosures
Processing Role: Novitrac routes prompts, voice snippets, and call context to state-of-the-art AI model providers to generate real-time conversational responses.
No Public Model Training: We mandate enterprise data protection settings with our core AI infrastructure providers. Your proprietary RAG documents, client phone call audio, and transcribed customer conversations are not used to train public, third-party foundation models.
6. Call Recording & Consent Responsibilities
Novitrac provides technological capabilities for recording, transcribing, and processing telephone calls.
Customer Responsibility: You acknowledge and agree that you are solely responsible for ensuring legal consent (including one-party or two-party consent laws, TCPA requirements, and international call privacy regulations) before recording or monitoring any conversation via the Platform.
Novitrac provides automated consent announcement tools (e.g., pre-call IVR disclosures), but the legal obligation to enforce notification rests entirely with you.
7. Data Retention & Security
Security: We implement industry-standard administrative, physical, and technical safeguards (including TLS/SSL encryption in transit and AES encryption at rest) designed to protect data against unauthorized access, loss, or misuse.
Retention: We retain personal information for as long as your account remains active or as needed to provide Services, resolve disputes, enforce legal agreements, and maintain carrier audit trails. Call logs and audio transcripts are retained based on customer account retention configurations or until deleted by the user.
8. Your Privacy Rights (CCPA / GDPR / State Laws)
Depending on your geographic location, you (and the individuals whose data you input into the Platform) may have the following rights regarding personal data:
- Right to Know / Access: Request details on the categories and specific pieces of personal data collected.
- Right to Correction: Request correction of inaccurate or incomplete personal information.
- Right to Deletion / Erasure: Request deletion of personal data, subject to legal and regulatory exceptions.
- Right to Opt-Out / Restrict: Limit or restrict certain processing activities.
- Non-Discrimination: We will not discriminate against you for exercising any of your legal privacy rights.
To exercise these rights, please contact us at contact@novitrac.com.
9. Third-Party Links & External Services
The Platform may contain links or integration hooks to third-party services (e.g., custom webhooks, CRMs, Google Sheets). We are not responsible for the privacy practices, policies, or data handling of external third-party services once data leaves our system.
10. Children's Privacy
The Platform is directed exclusively at businesses and professionals. It is not intended for use by children under the age of 18. We do not knowingly collect or solicit personal information from individuals under 18 years of age.
11. International Data Transfers
If you access Novitrac from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where our servers and central databases are located. We take appropriate steps to ensure data is protected in accordance with applicable cross-border data transfer laws.
12. Updates to This Privacy Policy
We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our legal obligations, platform capabilities, or business practices. Updates will be posted on this page with a revised "Effective Date". Continued use of the Platform after changes are posted constitutes acceptance of the revised Privacy Policy.
13. Contact Information
For privacy-related questions, data subject access requests, or legal inquiries, please contact:
Legal Entity: Enovitec Group LLC (Novitrac Platforms)
Email: contact@novitrac.com
Location: Buffalo, NY