Privacy Policy

Effective Date: November 1, 2025

ValenceAI ("we", "us", or "our") is committed to respecting your privacy and protecting your data. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website https://valenceai.io, use ValenceAI (including our WhatsApp-based field data capture and our voice AI assistant), or otherwise interact with us.

By using our services, you agree to the terms of this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email, phone number, employer/role (e.g. Medical Representative, Field Line Manager, PMT, or leadership), and other contact details of the individuals who use ValenceAI on behalf of our pharma clients.
• Field Voice Data: Voice notes and any resulting transcripts submitted by field users over WhatsApp after doctor/HCP visits, along with the metadata tagged to them (e.g. product and region).
• Field & Business Data: Information derived from those voice notes and from connected client systems, such as doctor/HCP names and visit details, product discussion, objections, competitor mentions, sentiment, follow-up commitments, DCR visit records, sales and stockist data, and campaign data.
• Communications Data: Messages exchanged over WhatsApp Business (onboarding, confirmations, nudges, reminders, doctor summaries) and conversations with our voice AI assistant.
• Usage Data: Data on IP address, browser/device, pages visited, and diagnostics when you use our website or platform.

2. How We Use Your Information

We use your information to:

• Operate and maintain ValenceAI
• Convert voice notes into structured data (e.g. doctor, product, objection, competitor, sentiment, follow-up) using speech-to-text and AI/NLP models
• Map that structured data with client-provided sales, DCR, doctor and product master data to generate insights and role-based recommendations for MRs, FLMs, PMT/Marketing, and leadership
• Power our voice AI assistant to answer product and objection-handling questions and surface doctor history
• Send nudges, pending-action reminders, and doctor summaries over WhatsApp
• Personalise and improve our offerings, communicate and provide support, analyse trends and usage, prevent fraud, and comply with applicable laws

3. Sharing Your Information

We do not sell, trade, or share your personal information for marketing purposes.

ValenceAI operates as a layer on top of systems our pharma clients already use, and information may pass through or be mapped with the following categories of third-party platforms as directed by our clients: WhatsApp Business (Meta), CRM/SFA systems (e.g. Salesforce, Zoho), ERP systems (e.g. ERPNext), and productivity platforms (e.g. Google Workspace, Microsoft Teams). These providers process data only to deliver the service and under their own applicable terms.

4. Data Retention

We retain voice notes, transcripts, and derived field data only as long as necessary to provide the service, support the doctor/MR history features described above, or as required by law or our agreement with the relevant client.

5. Security of Your Information

We use encryption, access controls, and audits to protect voice data and derived business information. However, no method of transmission or storage is 100% secure.

6. Cookies and Tracking Technologies

• Track user behavior and traffic
• Improve performance
• Store preferences

Manage preferences via your browser settings.

7. Changes to This Policy

Updates may occur. We’ll update the “Effective Date” accordingly.

8. Contact Us

ValenceAI