Last updated: 19 September 2026

Privacy Policy

This Privacy Policy explains how Flarepoint Marketing Ltd., doing business as “VoxGate” (“VoxGate”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information when you:

visit our website at vox-gate.com or www.vox-gate.com (the “Website”);
join our waitlist;
use our software-as-a-service platform and any related applications (collectively, the “Service”).

By accessing or using the Website or Service, you agree to this Privacy Policy. If you do not agree, please do not use the Website or Service.

1. Who we are and how to contact us

Flarepoint Marketing Ltd., doing business as “VoxGate”
Incorporation number: BC1502750 (British Columbia, Canada)
1301-125 Milross Avenue, Vancouver, BC V6A 0A1, Canada
Email: [email protected]

VoxGate acts as: a data controller (or “organization”) for personal information we collect about Website visitors, waitlist subscribers, and our direct customers (e.g. detailing shops and related businesses); a data processor / service provider for personal information we process on behalf of our customers about their own clients (for example, car owners whose details are added into the Service).

2. What information we collect

2.1. Information you provide to us

Account and business information

Name, business name, and role/title
Email address and phone number
Shop address or service area
Login credentials (such as a password, which is stored in hashed form)

Waitlist and marketing

Name and email address
Business type, services you offer, or other information you submit in forms
Any additional information that you choose to provide to us when joining the waitlist or requesting information

Support and communication

Information contained in messages you send to us (email, chat, support tickets, contact forms)
Feedback, feature requests, and testimonials (if you choose to provide them)

2.2. Information we process on behalf of our customers (Client Data)

When a customer (for example, a detailing shop) uses the Service, we process information about their own clients (“Client Data”), which may include:

Client name and contact details (phone number, email, address)
Vehicle details (make, model, year, color, license plate, VIN if provided)
Requested or completed services (e.g. PPF, tint, ceramic coating, washes, detailing packages)
Quotes, appointment dates and times, booking history, job notes
Phone call data, such as call time, duration, and phone numbers, and—if enabled by the customer and permitted by applicable law—call recordings and transcripts
Voice notes and AI intake data, such as voice messages recorded by you or your staff and the associated transcripts generated by AI
Website form submissions, such as information submitted by clients through quote or booking forms embedded on the customer's website
Tags, internal notes, and other CRM entries added by the shop's staff

Our customers are responsible for obtaining all necessary consents and providing appropriate notices to their clients before using features that involve call listening, call recording, voice transcription, or automated SMS/email follow-ups.

2.3. Information collected automatically

When you access the Website or use the Service, we automatically collect certain information, such as:

Device and browser information (IP address, browser type and version, operating system, device identifiers)
Usage information (pages visited, buttons clicked, features used, time spent, referring URLs)
Log data (timestamps, error logs, diagnostics, performance data)

We may use cookies, local storage, and similar technologies to support functionality (e.g. keeping you logged in) and to understand how the Service is used. Depending on your location, you may have options to manage or disable certain cookies.

2.4. Information from Google accounts you connect

Signing in with Google and connecting Google Calendar are optional. We receive information from Google only after you grant permission on Google's consent screen, and only for the permissions described below.

Your unique Google account identifier, email address and verification status, name, and profile picture (permissions: openid, userinfo.email, userinfo.profile)
We use this to create and identify your VoxGate account, confirm whether the email address is verified, and show you which Google account is connected. When you use the AI assistant, we also use your account name (or email address if no name is available) to identify you and handle requests such as “assign this job to me.”

Google Calendar

A dedicated calendar that VoxGate creates in your Google account, and the job events we write to it (client name and vehicle details in the title; scheduled start and end times; and services, status, price, technician, client phone number, and notes in the description)
We request openid and email permissions to identify and show the connected Google account. The only Calendar-specific permission we request is calendar.app.created, which is limited to calendars created by VoxGate. We cannot see, read, or change your personal calendars, or any other calendar in your Google account.
So that your calendar stays up to date while you are not signed in, we store a Google refresh token in encrypted form

You can disconnect Google Calendar at any time in the Service's settings, or revoke VoxGate's access from your Google account at myaccount.google.com/permissions. When you disconnect in the Service's settings, we delete the stored refresh token and connection record and attempt to delete the dedicated calendar and its events. If Google cannot complete that deletion, you can delete the calendar manually. If you revoke access through Google instead, Google invalidates the token, but we retain the encrypted token and connection record until you disconnect in the Service's settings. Because we can no longer access the calendar after revocation, you must delete it manually if you want it removed.

3. How we use personal information

We use personal information for the following purposes:

Providing and operating the Service

Creating and managing user accounts
Enabling CRM, quotes, appointment scheduling, job management, and related features
Enabling AI-driven features such as call transcription, voice intake, automated follow-ups, and analytics

Operating AI and automation features

Transcribing calls and voice notes where enabled
Analysing conversations and form submissions to help create or update quotes, jobs, and client profiles
Sending automated follow-up messages, reminders, and notifications as configured by our customers

Customer support

Responding to inquiries and support requests
Investigating and resolving technical issues and incidents
Providing onboarding, training, and product updates

Improvement, research, and analytics

Monitoring and analysing usage and performance of the Service
Developing, testing, and improving features and user experience
Generating aggregated or anonymized statistics to understand trends and product performance

Marketing and communication

Sending service-related communications (e.g. changes to features, security alerts, billing notices)
Sending marketing communications where permitted by law, with the ability to unsubscribe or opt out

Legal, security, and compliance

Preventing, detecting, and investigating fraud, abuse, and security incidents
Enforcing our Terms & Conditions and other policies
Complying with legal obligations and responding to lawful requests from authorities

4. Legal bases for processing (where applicable)

Where privacy laws such as the GDPR or UK GDPR apply, we rely on the following legal bases to process personal information:

Performance of a contract – to provide and operate the Service you requested.
Legitimate interests – for purposes such as improving the Service, preventing abuse, and ensuring security, where those interests are not overridden by your rights and freedoms.
Consent – for certain activities, such as some marketing communications or particular cookies/trackers, where consent is required. You may withdraw your consent at any time.
Legal obligation – where we must process data to comply with applicable laws and regulations.

5. How we share information

We do not sell personal information. In the United States and in Canada outside Quebec, we use advertising cookies and similar technologies (the Meta Pixel and Meta Conversions API) by default to measure our advertising; under some U.S. state laws this may be considered “sharing” for cross-context behavioral advertising. You can opt out at any time through “Your privacy choices” on our website or by enabling Global Privacy Control in your browser. Elsewhere we use these technologies only with your consent. See our Cookie Policy for details.

We may share personal information in the following circumstances:

Service providers and subprocessors

We use third-party providers to help us deliver the Service (for example, hosting providers, telephony and SMS providers, AI model providers, analytics tools, payment processors, and email services). These providers are authorized to process personal information only as needed to perform services for us and are contractually required to protect it.

Our customers (shops)

Client Data belongs to our customers. We provide access to this data to authorized users within the customer's account, in accordance with their configuration and permissions.

Authorized organization users

If a user's profile was first created through Google, we display that user's current VoxGate profile name to authorized users in the same organization and include it in authorized organization exports and configured external calendar sync as described in Section 2.4. We share the name only, never the user's Google account email or other Google profile fields.

Business transfers

If VoxGate is involved in a merger, acquisition, financing, reorganization, sale of assets, or other business transaction, personal information may be transferred to another entity as part of that transaction, subject to appropriate confidentiality and data protection safeguards.

Legal and safety requirements

We may disclose information if we believe in good faith that doing so is reasonably necessary to:

comply with applicable laws, regulations, or legal processes;
respond to lawful requests from authorities;
protect the rights, property, or safety of VoxGate, our users, or others;
enforce our Terms & Conditions or investigate potential violations.

6. Google user data and Limited Use

VoxGate'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:

We use Google user data only to provide and improve user-facing features you request — creating and identifying your VoxGate account, processing subscription billing when you choose a paid plan, providing AI assistance you request, and creating and updating the VoxGate calendar in your Google account.
We transfer Google user data to third parties only when you consent and the transfer is necessary to provide or improve those user-facing features, including sharing your account email with Stripe, our payment processor, when you choose a paid plan, sharing your account email and, when included in message content, your account name with Resend, our email delivery provider, to deliver welcome, invitation, password reset, email verification, trial, quote, appointment, and job messages, and sharing your account name (or email address if no name is available) with our contracted AI model provider when you use the AI assistant; when necessary for security purposes; when required by applicable law; or as part of a business transfer described in Section 5 after obtaining your explicit prior consent.
We do not use or transfer Google user data for advertising, and we do not sell it.
Other than your profile name shown to members of your organization as described in Section 2.4, we do not allow humans to read Google user data unless we have your explicit consent for specific data, when necessary for security purposes (such as investigating abuse), when required by applicable law, or when the data has been aggregated and is used for internal operations in accordance with applicable law. Coworkers never get access to your Google account email or other Google profile fields.
We do not use or transfer Google user data to create, train, or improve generalized or non-personalized artificial intelligence or machine learning models.

7. International transfers

The Service may be hosted or processed on servers located outside your province, state, or country. By using the Service, you understand that your information may be transferred to and stored in jurisdictions that may have different data protection rules than your home jurisdiction.

Where required by law, we implement appropriate safeguards for international transfers, such as contractual protections.

8. Data retention

We retain personal information for as long as necessary to:

provide the Service and maintain your account;
fulfil the purposes described in this Privacy Policy;
comply with legal, accounting, or reporting obligations;
resolve disputes and enforce our agreements.

We may allow customers to configure certain retention settings (for example, how long to retain call recordings or messages). We may also anonymize or aggregate information so that it no longer identifies an individual, and we may use that information for analytics and product improvement.

9. Security

We use reasonable physical, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures may include encryption in transit (HTTPS), access controls, and monitoring.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

10. Your rights and choices

Depending on your location and applicable law, you may have certain rights regarding your personal information, such as:

the right to access the personal information we hold about you;
the right to request correction or updating of inaccurate or incomplete information;
the right to request deletion of your personal information, subject to legal or contractual obligations;
the right to object to or restrict certain forms of processing;
the right to withdraw consent where processing is based on consent;
the right to lodge a complaint with a data protection authority.

If you are an end-client of one of our customers (for example, a car owner whose data is stored by a detailing shop using our Service), you should direct your requests (access, correction, deletion, etc.) to that business. We will assist our customers in responding to such requests where required by law or by our agreements.

For requests regarding information we control directly (such as your account or waitlist information), you can contact us at [email protected]. We may need to verify your identity before fulfilling certain requests.

11. Text messages (SMS)

If you provide your mobile phone number to us or to a detailing business using our Service (for example, when booking an appointment or requesting a quote), you may receive service-related text messages, such as booking confirmations, appointment reminders, and occasional post-service follow-ups (including invitations to leave a review). Message frequency varies depending on your bookings and interactions. Message and data rates may apply.

You can opt out of text messages at any time by replying STOP to any message, or reply HELP for assistance. Consent to receive text messages is not a condition of purchasing any goods or services.

No mobile phone numbers or SMS opt-in consent data are shared with, or sold to, third parties or affiliates for their marketing or promotional purposes.

12. Children's privacy

Our Website and Service are intended for business users and are not directed to children. We do not knowingly collect personal information from children under the age of 16. If you believe that a child has provided us with personal information, please contact us so that we can take appropriate steps to delete such information if required.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was last revised. We may provide additional notice (such as via email or within the Service) if we make material changes.

Your continued use of the Website or Service after an updated Privacy Policy becomes effective constitutes your acceptance of the revised Policy. If you do not agree to the changes, you should stop using the Website and Service.

14. Contact us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

[email protected]
Flarepoint Marketing Ltd. (doing business as “VoxGate”)
1301-125 Milross Avenue
Vancouver, BC V6A 0A1, Canada