Privacy Policy

Last updated: febbraio 14, 2026

1. Data Controller

The Data Controller for personal data processing is:

2. Data Collected

Koecall.ai collects and processes the following personal data:

2.1 Registration Data

• First and last name
• Email address
• Phone number
• Date of birth (optional)
• Preferred language

2.2 Call Data

• Text transcripts of conversations with the AI assistant
• Date, time, and duration of calls
• Calling phone number (for identification)
• Language used during the call

2.3 Technical Data

• IP address
• Browser and device type
• Web platform access logs

3. Purpose of Processing

Personal data is processed for the following purposes:

• Service delivery: Providing the personalized AI voice assistant
• Identification: Recognizing the user by phone number when making a call
• Personalization: Improving the experience based on previous conversations
• Conversation history: Allowing the user and authorized caregivers to view transcripts
• Reminders: Managing appointments and reminders mentioned during conversations
• Service communications: Sending service-related notifications
• Service improvement: Analyzing aggregated data to improve the AI

4. Legal Basis for Processing

Data processing is based on:

• Consent (Art. 6.1.a GDPR): For registration and use of the service
• Contract performance (Art. 6.1.b GDPR): For providing the requested service
• Legitimate interest (Art. 6.1.f GDPR): For security and service improvement

5. Processing Methods

Data is processed using electronic tools and automated procedures, with appropriate security measures.

5.1 How the Service Works

5.2 Third-Party Services

For service delivery we use:

• Microsoft Azure: Cloud infrastructure and communication services
• Azure Cognitive Services: Speech recognition and synthesis
• OpenAI: Conversational AI models (gpt-realtime)

All providers are GDPR compliant and have signed appropriate data processing agreements.

6. Data Retention

Personal data is retained for the following periods:

• Account data: For the duration of the contractual relationship and for 5 years thereafter
• Conversation transcripts: 12 months from the date of the call
• Technical logs: 90 days
• Billing data: 10 years for tax obligations

The user can request early deletion of data at any time.

7. Data Sharing

Personal data is not sold to third parties. It may be shared with:

• Authorized caregivers: If the user has authorized a family member or caregiver, they can access conversation history
• Service providers: Microsoft Azure, OpenAI (as data processors)
• Competent authorities: If required by law

8. Data Subject Rights

Under GDPR, the user has the following rights:

• Access (Art. 15): Obtain confirmation of processing and a copy of data
• Rectification (Art. 16): Correct inaccurate data
• Erasure (Art. 17): Request deletion of data ("right to be forgotten")
• Restriction (Art. 18): Restrict processing in certain cases
• Portability (Art. 20): Receive data in a structured format
• Objection (Art. 21): Object to processing
• Withdraw consent (Art. 7): Withdraw consent at any time

To exercise these rights, contact: sales@koecall.ai

The user also has the right to lodge a complaint with the Data Protection Authority.

9. Security

We adopt appropriate technical and organizational security measures:

• Data encryption in transit (TLS 1.3) and at rest (AES-256)
• Secure user authentication
• Data access limited to authorized personnel
• Certified cloud infrastructure (Microsoft Azure)
• Regular backups and disaster recovery procedures
• Continuous security monitoring

10. Cookies

The website uses technical cookies necessary for operation:

• Session cookies: To maintain user session
• Preference cookies: To store selected language
• Consent cookies: To store cookie preferences

We do not use profiling or third-party advertising cookies.

For detailed information about cookies used, see our Cookie Policy.

11. Changes to Privacy Policy

We reserve the right to modify this Privacy Policy. Significant changes will be communicated via email or through a notice on the platform. Continued use of the service after changes constitutes acceptance of the same.

12. Contact Us

For privacy-related questions or to exercise your rights: