Workforce Wave Privacy Policy

Introduction

Workforce Wave (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal data. Workforce Wave provides conversational AI, voice automation, and communication services for businesses and organizations operating in regulated and high-trust environments.

This Privacy Policy outlines how we collect, use, disclose, retain, and safeguard your information when you use our services, including voice and text-based communications.

Information We Collect

Personal Data

We may collect personally identifiable information (“Personal Data”) that you voluntarily provide when registering for, interacting with, or receiving services from Workforce Wave. This may include:

• First name and last name
• Email address
• Phone number
• Usage data such as IP address, browser type, device identifiers, timestamps, and pages visited
• Audio recordings of interactions with AI agents for quality assurance and compliance
• Sensitive information voluntarily communicated during interactions, such as client preferences or operational needs

Messaging-Specific Data (Non-Marketing)

For text-based communications, Workforce Wave may collect:

• Phone numbers used for service-related SMS or MMS
• Message content necessary to deliver requested services
• Message timestamps, delivery status, and opt-out status

Workforce Wave does not send marketing text messages without explicit consent.

Cookies and Tracking Technologies

We use cookies and similar technologies to support functionality, improve user experience, and analyze system performance. Cookie preferences may be managed through browser settings.

How We Use Your Information

We use collected information to provide, operate, maintain, and improve our services; enable voice and text communications requested by users or clients; monitor and evaluate AI agent performance for quality assurance; prevent fraud, misuse, or unauthorized access; comply with legal and regulatory obligations; and communicate service-related updates or confirmations.

Workforce Wave does not use personal data for cross-context behavioral advertising.

Disclosure of Data

Workforce Wave does not sell personal information.

We share data only with trusted third-party service providers necessary to deliver, maintain, and secure our services.

Categories of data disclosed may include identifiers for service delivery, audio recordings for quality assurance, and usage data for monitoring, diagnostics, and security.

Retention and Deletion of Data

Workforce Wave retains data only for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations.

• Personal data: deleted within 90 days after termination of services unless otherwise required
• Audio recordings: retained up to 12 months unless deletion is requested sooner
• Usage data: retained up to 18 months for analytics and troubleshooting

Legal Compliance and Consumer Rights

Workforce Wave adheres to applicable U.S. state privacy laws and federal regulations. Users may access, correct, or request deletion of their data.

Requests may be submitted via email or phone and are addressed within 30 days unless an extension is required.

Security Practices

Workforce Wave implements reasonable and industry-aligned security measures, including SOC 2–aligned controls, HIPAA-aligned safeguards where applicable, encryption of data in transit and at rest, strict access controls, continuous monitoring, and regular audits.

Text Messaging and Communications (Twilio Compliance)

Workforce Wave uses text messaging exclusively for service-related, non-marketing communications unless explicit marketing consent has been provided.

Users may opt out at any time by replying STOP. For assistance, reply HELP. Message and data rates may apply.

Accessibility and Policy Updates

Workforce Wave is committed to making this Privacy Policy accessible to all users. Updates will be published on our website and reflected by a revised date.

State and International Privacy Rights

Workforce Wave complies with applicable state privacy laws and honors GDPR rights for EEA residents, including access, correction, deletion, and portability.

AI Agent Privacy and Security

Workforce Wave AI agents operate under privacy-by-design principles with encrypted logging, restricted access, and configurable data handling aligned with client regulatory requirements.

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