Privacy Policy

Last updated: August 2, 2026

Welvanta AI ("Welvanta AI," "we," "us," or "our"), a service operated by mediaXtreme LLC, provides an AI-powered front-desk and call-handling service for appointment-based businesses. This Privacy Policy explains how we collect, use, and protect information in connection with our website and services. By using our website or services, you agree to this policy.

1. Information we collect

Information you provide. When you request a demo or contact us, we collect your name, business name, email, phone number, booking platform, number of locations, and any message you send.
Call and conversation data. When you engage our services, we process call audio, transcripts, summaries, caller-provided details, appointment information, and related communication data on behalf of your business.
Technical data. We may collect standard log information such as IP address, browser type, and pages viewed to operate and secure the website.

2. How we use information

To respond to demo requests, provide quotes, and communicate with you.
To deliver, configure, maintain, and improve the services.
To answer calls, assist callers, support scheduling workflows, send messages, and transfer calls as configured by your business.
To provide analytics, transcripts, summaries, and reporting to authorized users of your business.
To comply with legal obligations and enforce our terms.

3. Role of the business (data controller)

For call and customer data processed through the services, the business that engages Welvanta AI is the controller of that data and is responsible for its lawful use, for obtaining any required consents (including call-recording and messaging consent), and for the accuracy of the configuration and business rules it provides. Welvanta AI acts as a service provider/processor and processes such data according to the instructions of that business.

4. Third-party integrations

The services are designed to work alongside third-party platforms you authorize, such as calendars, booking systems, customer records, messaging providers, and payment processors. When you connect these systems, information is shared with them as needed to perform requested actions. Your use of those platforms is governed by their own terms and privacy policies. Integration availability depends on the third-party platform, account permissions, API access, configuration, and provider approval.

5. Messaging and calls

Calls may be recorded and transcribed where permitted and configured. SMS messaging is sent only for approved workflows and to recipients as configured by the business. Message and data rates may apply to recipients. Recipients can opt out of non-essential messages as provided by applicable law and carrier requirements.

6. SMS and text messaging

Welvanta AI sends text messages on behalf of the businesses that use it — appointment confirmations, reminders, booking changes, and, where the recipient has separately agreed to them, promotional messages. Text messages are only ever sent to a number whose owner has given express written consent to receive them. Consent to receive text messages is collected on its own — it is never bundled with consent to email or to phone calls, and it is never a condition of buying anything.

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. Mobile information will not be shared with third parties for marketing or promotional purposes. Consent is not a condition of purchase.

Program: Welvanta AI notifications.
Message frequency varies and depends on your activity.
Message and data rates may apply.
Reply STOP to any message to opt out. Reply HELP for help, or reach us through the contact form on our website.
Carriers are not liable for delayed or undelivered messages.

Opting out of text messages is honoured immediately and permanently. It does not affect your account or any other way we contact you.

7. Sharing of information

We do not sell personal information. We may share information with service providers who help us operate the services (such as cloud hosting, telephony, and AI processing vendors) under appropriate confidentiality and data-processing terms, with platforms you authorize, and where required by law or to protect our rights.

8. Data retention and security

We retain information for as long as needed to provide the services and for legitimate business or legal purposes, after which it is deleted or de-identified. We use reasonable administrative, technical, and organizational safeguards to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your choices and rights

Depending on your location, you may have rights to access, correct, delete, or restrict the use of your personal information. Requests relating to caller or customer data processed for a business should be directed to that business. For requests relating to information we hold as a business, contact us using the details below.

10. Children

The services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

12. Contact

Questions about this policy can be sent to sales@welvantaai.com.

This Privacy Policy is provided for general informational purposes and does not constitute legal advice. Please review it with qualified counsel to confirm it meets the requirements applicable to your business and jurisdiction.