Privacy Policy

1. Privacy at a Glance

General Information

The following information provides a simple overview of what happens to your personal data when you visit this website or use our AI phone receptionist. Personal data is any data that can be used to personally identify you.

Data Collection on This Website

Who is responsible for data collection on this website?
Data processing on this website is carried out by the website operator. You can find their contact details in the Legal Notice (Imprint).

How do we collect your data?
Your data is collected in part by you providing it to us (e.g., when contacting us). Other data is collected automatically or with your consent by our IT systems when you visit the website. This primarily includes technical data (e.g., internet browser, operating system, or time of page access).

What do we use your data for?
Some of the data is collected to ensure error-free provision of the website. Other data may be used to analyze your usage behavior. When using our AI phone receptionist, data is processed to provide the service (call handling, appointment booking).

What rights do you have regarding your data?
You have the right at any time to obtain free information about the origin, recipients, and purpose of your stored personal data. You also have the right to request the correction or deletion of this data. If you have given consent to data processing, you can revoke this consent at any time for the future.

2. Hosting and Content Delivery Networks (CDN)

We host the contents of our website with the following provider:

External Hosting

This website is hosted externally. The personal data collected on this website is stored on the servers of the host(s). This may include IP addresses, contact requests, meta and communication data, contract data, contact details, names, website access logs, and other data generated through a website.

External hosting is carried out for the purpose of fulfilling contracts with our prospective and existing customers (Art. 6(1)(b) GDPR/DSGVO) and in the interest of secure, fast, and efficient provision of our online services by a professional provider (Art. 6(1)(f) GDPR/DSGVO).

3. General Information and Mandatory Disclosures

Data Protection

The operators of this website take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with applicable data protection regulations and this privacy policy.

Please note that data transmission over the internet (e.g., communication by email) may have security vulnerabilities. Complete protection of data from third-party access is not possible.

Data Controller

The data controller responsible for data processing on this website is:

Serhat Cakmaktepe
Phone: +49 152 02878515
Email: info@vokaro.net

The data controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of processing personal data (e.g., names, email addresses, etc.).

Storage Duration

Unless a more specific storage period has been stated within this privacy policy, your personal data will remain with us until the purpose for data processing no longer applies. If you assert a legitimate request for deletion or revoke consent to data processing, your data will be deleted unless we have other legally permissible reasons for storing your personal data.

Revocation of Your Consent to Data Processing

Many data processing operations are only possible with your express consent. You can revoke consent already given at any time. The legality of data processing carried out prior to the revocation remains unaffected by the revocation.

Right to Data Portability

You have the right to have data that we process automatically on the basis of your consent or in fulfillment of a contract handed over to you or to a third party in a common, machine-readable format.

Access, Deletion, and Correction

Within the framework of applicable legal provisions, you have the right at any time to free information about your stored personal data, its origin and recipients, and the purpose of data processing, and, if applicable, a right to correction or deletion of this data. For this and other questions on the subject of personal data, you can contact us at any time.

4. Data Collection on This Website

Contact Form and Email Contact

If you send us inquiries via contact form or email, your details from the inquiry form, including the contact data you provided there, will be stored by us for the purpose of processing the inquiry and in case of follow-up questions. We will not share this data without your consent.

This data is processed on the basis of Art. 6(1)(b) GDPR (DSGVO) if your inquiry is related to the fulfillment of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective processing of inquiries directed to us (Art. 6(1)(f) GDPR/DSGVO).

5. AI Phone Receptionist and Telephony

Use of the AI Phone Receptionist

Important Notice: You are speaking with an AI assistant
When calling through our service, you interact with an AI-powered phone receptionist. This complies with the transparency obligations of the EU AI Act (Art. 50).

No Recording by Default

Vokaro does NOT record phone calls by default. Only text transcripts are created for service delivery (e.g., appointment booking, inquiry processing). These are stored temporarily and automatically deleted after 14-30 days.

Optional Recording (Only with Consent)

In certain cases, audio recording for quality assurance may occur. This only takes place after prior explicit consent pursuant to Art. 6(1)(a) GDPR (DSGVO) and Section 3 TDDDG (German Telecommunications Privacy Act). You will be explicitly asked during the call and can decline the recording.

Legal basis: Section 201 of the German Criminal Code (StGB) prohibits secret recording of conversations. Recording only occurs with documented consent of all participants.

Data Processed During Telephony

When using our AI phone receptionist, we process the following data:

• Phone number (anonymized/hashed)
• Conversation content (text transcript only, no audio storage without consent)
• Date and time of the call
• Call duration
• Scheduled appointments or recorded inquiries

Legal Basis and Retention Periods

Processing is carried out for contract fulfillment (Art. 6(1)(b) GDPR/DSGVO) or based on our legitimate interest in providing our service (Art. 6(1)(f) GDPR/DSGVO).

Retention periods:

• Transcripts: 14-30 days (automatic deletion)
• Appointment bookings: until the appointment is completed + 6 months
• Audio recordings (only with consent): maximum 90 days
• Contract-relevant documents: in accordance with statutory retention periods (German Commercial Code HGB, German Fiscal Code AO)

Third-Party Providers and Data Processing

For the technical provision of our telephony service, we use the following data processors:

• Hetzner Online GmbH (Server Hosting) - Data center in Nuremberg, Germany
• Deepgram Inc. (Speech Recognition/STT) - EU endpoint (api.eu.deepgram.com), data processing in the EU
• Twilio Inc. (Telephony Infrastructure) - DPA included in Terms of Service
• LiveKit Inc. (Media Routing) - EU region pinning active, DPA with Standard Contractual Clauses
• Cartesia Inc. (Speech Synthesis/TTS) - DPA with Standard Contractual Clauses pursuant to Art. 46 GDPR (DSGVO)
• OpenAI LLC (AI Language Processing) - EU Data Residency, DPA available
• Brevo (Sendinblue) (Email Delivery) - Data center in France (EU)

Data processing agreements (DPA) pursuant to Art. 28 GDPR (DSGVO) are in place with all service providers, including appropriate technical and organizational measures (TOMs) and Standard Contractual Clauses (SCCs) for transfers to third countries.

Data Transfers to Third Countries

Where data transfers to the USA occur, we ensure that providers are certified under the EU-US Data Privacy Framework or use Standard Contractual Clauses (SCCs) pursuant to Art. 46 GDPR (DSGVO). We minimize international data flows and evaluate EU-regional alternatives.

6. Special Notices

Telecommunications Secrecy (Section 3 TDDDG)

We observe telecommunications secrecy and protect the content and circumstances of telecommunications. Access to call data is granted only on a strict need-to-know basis. All employees and service providers are bound by confidentiality obligations.

No Outbound Advertising Calls

Vokaro does not make unsolicited advertising calls (Section 7 UWG, German Unfair Competition Act). Outgoing calls are exclusively transactional (e.g., appointment confirmations) and only with prior documented consent pursuant to Section 7a UWG.

Data Minimization

We collect only the data necessary for the respective purpose (Art. 5(1)(c) GDPR/DSGVO). Special categories of personal data (health data, etc.) are only processed when expressly required and legally permissible (Art. 9 GDPR/DSGVO).

7. Your Rights

You have the following rights regarding your personal data:

• Right of access (Art. 15 GDPR/DSGVO)
• Right to rectification (Art. 16 GDPR/DSGVO)
• Right to erasure (Art. 17 GDPR/DSGVO)
• Right to restriction of processing (Art. 18 GDPR/DSGVO)
• Right to data portability (Art. 20 GDPR/DSGVO)
• Right to object (Art. 21 GDPR/DSGVO)
• Right to withdraw consent (Art. 7(3) GDPR/DSGVO)
• Right to lodge a complaint with a supervisory authority (Art. 77 GDPR/DSGVO)

To exercise your rights, please contact us at info@vokaro.net or by phone at +49 152 02878515.