Privacy Policy

1. Who we are

Vocalis provides an AI-powered receptionist and email agent that answers calls, books appointments, sends reminders and follow-ups, reads and triages a connected email inbox, drafts replies, and exchanges text messages on behalf of the healthcare and service businesses (such as clinics) that subscribe to our service. When a business uses Vocalis, we process information on that business’s behalf as well as to operate our own service.

Operator and contact: MYNTZ INC (dba Vocalis), 7045 N Chestnut Ave Ste 102, Fresno, CA 93720, United States. Privacy contact: Michael Pritsky, michaelpritsky@gmail.com (you may also reach us at support@vocalis.team), +1 559-515-0604.

2. Information we collect

• Contact details you or a business provide — such as your name, mobile phone number, and email address.
• Communications — call recordings and transcripts, the content of text messages, and, where you have connected a mailbox, the email messages Vocalis reads and the drafts it creates.
• Connected-account data — the OAuth tokens and account identifiers you authorize when you connect a Google or Microsoft account (see Section 4).
• Appointment and service details you provide, such as the reason for your call, appointment times, and follow-up requests.
• Consent records — whether and how you opted in to receive text messages, and any later opt-out.
• Technical data from our website, such as device and usage information collected through standard logs.

3. How we use your information

• To answer your calls and messages and respond to your requests.
• To read, classify, and label email in a connected inbox and to prepare draft replies for a person to review and send.
• To schedule, confirm, remind you of, and follow up on appointments, including creating and reading calendar events in a connected calendar.
• To send you service and account notifications you have consented to receive.
• To operate, secure, and improve the Vocalis service.
• To comply with legal, regulatory, and safety obligations.

4. Connected accounts: Google and Microsoft (OAuth) data

Vocalis’s email agent works with Gmail and Microsoft 365 mailboxes, while calendar booking can connect to Google Calendar. A business explicitly authorizes each connection through Google’s or Microsoft’s standard OAuth consent flow. We request only the permissions (“scopes”) needed to provide those features, and we describe each one below.

Gmail and Google Calendar share one verified Google identity in each workspace. Reconnecting the same identity preserves the other Google product only when its access remains granted. Choosing a different Google identity disconnects incompatible Google state and clears stale calendar routing. Microsoft 365 email is an independent connection and can remain connected alongside Gmail and Google Calendar.

Google scopes we request and how we use them

We deliberately do not request full-mailbox access (https://mail.google.com/). gmail.modify is the narrowest scope that supports reading, labeling, and drafting together.

Microsoft / Outlook scopes we request and how we use them

A Microsoft 365 or Outlook mailbox can be connected independently, including while Google is connected. The current Microsoft integration covers email only; Outlook Calendar is coming soon. Vocalis uses these Microsoft Graph permissions:

• Mail.ReadWrite — read messages in the connected inbox to classify and label them and to create draft replies (the Microsoft equivalent of gmail.modify); Vocalis never sends on its own with this scope.
• Mail.Send — send an email as the connected account only when a person explicitly clicks “Send” on a reviewed draft.
• User.Read / email / profile / openid / offline_access — identify the connected account and maintain the connection.

How connected-account data is stored and retained

We store the OAuth access and refresh tokens and minimal derived data — such as the connected account’s email address, message and thread identifiers, applied labels, classification results, and the drafts Vocalis prepares — in the app’s database. Tokens are held only for as long as the connection is active. We retain connected-account data for as long as needed to provide the features above, and we delete it when you disconnect the account or request deletion (see below), except where we must retain a limited record to comply with law.

Google API Services User Data Policy — Limited Use

Vocalis's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, and consistent with those Limited Use requirements, Vocalis:

• only uses Google user data to provide and improve the user-facing features described in this policy (reading, classifying, labeling, and drafting email; sending on explicit user action; and calendar booking);
• does not transfer Google user data except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with user notice and consent;
• does not use Google user data for advertising, and does not sell it;
• does not use Google user data to train generalized or non-personalized AI/ML models; and
• does not allow humans to read Google user data unless (a) you have given specific consent to the messages read, (b) it is necessary for security purposes (such as investigating abuse) or to comply with applicable law, or (c) the data has been aggregated and anonymized.

We apply these same limitations to Microsoft account data.

AI processing and third-party models

Vocalis uses AI models to classify incoming email and to prepare draft replies for a person to review. This AI processing is performed by Anthropic’s Claude models accessed through Amazon Bedrock, which act as our service providers (subprocessors) under contract and process the data only on our instructions. Google user data sent to these models is used solely to produce the specific output you requested — a classification, a label, or a draft — and is never used to develop, train, retrain, or improve any generalized, foundation, or non-personalized AI/ML model. Amazon Bedrock does not use prompts or model outputs to train its own or any third party’s models, and Anthropic does not train its models on data submitted through its API. Consistent with the Google API Services User Data Policy Limited Use requirements, Workspace API user data is never transferred to any third-party AI/ML service that would use it to develop or improve that service’s models.

Disconnecting and deleting connected-account data

You can disconnect Gmail or Microsoft 365 email at any time from the connections/settings area of the Vocalis console. Disconnecting Gmail stops Gmail access; Google Calendar can remain connected when its Calendar access is still granted to the same shared Google identity. Disconnecting Microsoft 365 stops that independent email connection without changing Google. Removing the complete shared Google connection removes its stored credentials and stops all Google access. You may also revoke Vocalis’s access directly from your Google Account (Security → Third-party access) or Microsoft account settings. To request deletion of connected-account data we hold, email support@vocalis.team; we will delete it promptly except where retention is required by law.

5. Text messaging (SMS/MMS) and your mobile information

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell, rent, lease, or otherwise share your mobile phone number or your SMS/text-messaging opt-in consent with any third parties or affiliates for their marketing or promotional purposes. Text-messaging originator opt-in data and consent are never shared with any third parties.

Information may be shared only with subcontractors and service providers that help us deliver the messaging service (for example, our telecommunications and messaging providers), and only so they can perform those services for us. All other data-use categories described in this policy exclude text-messaging originator opt-in data and consent.

If you opt in to text messages, message frequency varies. Message and data rates may apply. You can reply STOP at any time to unsubscribe, or HELP for assistance. See our SMS Terms & Conditions for full program details, and our SMS sign-up & consent page for how consent is collected.

6. Email communications

Vocalis sends transactional email from notifications@vocalis.team on behalf of the businesses that use our service, and to operate the service. These emails include appointment confirmations and reminders, callback and follow-up notices, and account or service notifications. We do not send unsolicited bulk email, and we do not use purchased or rented lists.

How we collect email addresses and consent. We only email people who provided their email address to a business (for example, during a phone call or on the business’s intake form) or who hold a Vocalis business account. We never buy, rent, or scrape email addresses.

We do not sell, rent, or share your email address with third parties or affiliates for their marketing or promotional purposes. Email addresses are shared only with service providers that help us deliver the email (such as our email-sending provider), and only so they can perform that service for us.

How to opt out (unsubscribe). You can opt out of non-essential emails at any time using the unsubscribe link in the email, or by emailing support@vocalis.team. We honor opt-out requests promptly.

Bounces and complaints. We monitor delivery and automatically stop emailing addresses that hard-bounce or report a complaint; suppressed addresses are not emailed again.

7. How we share information

We share information only as needed to run the service: with the business you are communicating with; with service providers and subprocessors acting on our behalf under contract (such as telephony, messaging, hosting, cloud, and analytics providers); and when required by law or to protect rights and safety. We never sell your personal information, we never share mobile opt-in data or consent with third parties for marketing, and we never use Google or Microsoft account data for advertising or model training.

8. Data retention and security

We retain information for as long as needed to provide the service, comply with our legal obligations, resolve disputes, and enforce our agreements, after which we delete or de-identify it. Disconnecting a product stops that product’s access. A shared Google token may be retained while Gmail or Google Calendar remains connected; it is deleted when the complete Google connection is removed or when you request deletion. Microsoft connection data is deleted when Microsoft 365 is disconnected or when you request deletion. We use administrative, technical, and physical safeguards — including encryption in transit and access controls — designed to protect your information.

9. Your choices and rights

You may opt out of text messages at any time by replying STOP, and opt out of non-essential emails using the unsubscribe link or by emailing support@vocalis.team. You may disconnect any connected Google or Microsoft account, and you may request access to, correction of, or deletion of your personal information by contacting us using the details below. Depending on where you live, you may have additional rights under applicable privacy laws.

10. Children

Vocalis is not directed to children under 13, and we do not knowingly collect personal information from them.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice.

12. Contact us

MYNTZ INC (dba Vocalis)
7045 N Chestnut Ave Ste 102, Fresno, CA 93720, United States
Email: support@vocalis.team · michaelpritsky@gmail.com
Phone: +1 559-515-0604