Last updated: 15 October 2026

At Votiko, we handle information for our clients and their customers every day, so we take privacy seriously. This policy explains what personal information we collect, how we use and protect it, and the choices you have when you visit votiko.com, use our services or apply to join our team.

1. Who we are

Votiko is a BPO and IT services company. We provide 24/7 call answering, live chat and email support, sales and appointment setting, virtual assistance, Airbnb and property support, data services and digital marketing to businesses worldwide.

We operate from three offices:

• Surat, India: B-108 1st Floor ICC Complex, Sagrampura, Surat, Gujarat 395002
• Canton, USA: 43650 Simsbury St, Canton, MI 48187
• Ottawa, Canada: 12 Deerfield Dr, Nepean, ON K2G 3R6

“Votiko”, “we” and “us” refer to Votiko Solutions private ltd.

2. Information we collect

We collect only the information we need to serve you well:

• Contact details: your name, email, phone number and company name when you fill in our contact or 7-Day Free Trial form, email us or use live chat.
• Client information: billing details and the information required to deliver our services.
• Job applications: your CV, experience and contact details.
• Technical data: IP address, browser, device and pages visited, collected through cookies.
• Public business data: business contact details from public sources such as company websites, used to introduce our services.

We do not ask for sensitive information, such as health details or passwords, through our website.

3. How we use your information

We use your information to:

• Respond to your enquiries and set up free trials.
• Deliver, manage and improve our services.
• Handle billing and meet our legal and tax obligations.
• Train our team and maintain service quality.
• Review job applications.
• Share updates about our services, where you have agreed or the law allows.
• Protect our systems and prevent fraud.

We never sell your personal information.

4. Data we handle on behalf of our clients

When we answer calls, chats and emails, support Airbnb guests or manage data for a client, that information belongs to our client. We act as a data processor and:

• Use it only for the work we have been hired to do.
• Protect it under a written agreement with confidentiality and data protection terms.
• Return or securely delete it when the engagement ends, unless the law requires otherwise.

If you are a customer of one of our clients, please contact that business first about your data. We will help them respond.

5. Calls, chats and recordings

Calls and chats may be recorded or monitored for quality, training, dispute resolution and security. If a call is recorded, you will be informed at the start, as required by the law in your area. Our website live chat is answered by real people, and transcripts are saved so we can follow up properly.

Recordings are kept for up to [90 days], unless a client agreement or the law requires a different period, and only authorised staff can access them.

6. Cookies and tracking technologies

Our website uses cookies, small files stored in your browser, to work properly and improve your experience:

• Essential cookies keep the site secure and functioning.
• Analytics cookies (such as Google Analytics) show us how visitors use our pages.
• Marketing cookies help us measure our ads and campaigns.

You can manage your cookie choices at any time through our cookie banner or your browser settings.

7. How we share information

We do not sell, rent or trade your information. We share it only when needed:

• Within Votiko, across our offices in India, the USA and Canada.
• With trusted service providers for hosting, telephony, CRM, email, chat, payroll and payments, who must keep it secure.
• With our clients, when we collect information on their behalf.
• With professional advisers, such as lawyers and auditors.
• With authorities, when required by law.

If Votiko is merged or acquired, your information may transfer to the new owner and will remain protected under this policy.

8. International transfers

To provide round-the-clock support, our teams in India, the USA and Canada work together, so your information may be accessed outside your country. Wherever it is handled, we protect it with written agreements, secure systems and strict access controls. For EU and UK clients, we can put Standard Contractual Clauses in place on request.

9. Data retention and security

We keep personal information only as long as we need it for the purpose it was collected, or as required by law. For example, enquiries are kept for up to 2 years, call recordings for up to 90 days and job applications for up to 1 year. After that, we delete or anonymise it.

To keep your information safe, we use:

• Secure logins, multi-factor authentication and need-to-know access.
• Encrypted connections and protected systems.
• Confidentiality agreements and regular training for all staff.
• A clear plan to respond quickly to any security incident.

10. Your privacy rights

Depending on where you live, you have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or outdated.
• Request deletion of your information.
• Withdraw your consent or opt out of marketing.

These rights are protected by laws including India’s Digital Personal Data Protection Act, 2023, Canada’s PIPEDA, US state privacy laws and the GDPR. To make a request, email info@votiko.com. We will verify your identity and respond within 30 days.

11. Marketing and telemarketing

We only send marketing to people who want to hear from us. Every email includes an unsubscribe link, and you can ask us to stop calling or texting you at any time.

Whether we call on our own behalf or for a client, our outbound calling, telemarketing and appointment setting follow the applicable rules, including the TCPA and National Do Not Call Registry (USA), CASL and the National DNCL (Canada), and TRAI and DND regulations (India).

12. Children, job applicants and third-party links

Children: Our services are designed for businesses. We do not knowingly collect information from anyone under 18. If you believe a child has shared details with us, contact us and we will delete them.

Job applicants: We use your application details only for recruitment. With your permission, we may check references. If you are not selected, we may keep your CV for up to 1 year for future roles, unless you ask us to delete it sooner.

Third-party links: Our website links to our social media pages and other websites. These sites have their own privacy policies, which we encourage you to read.

13. Changes and contact us

We may update this policy as our services and privacy laws change. When we do, we will update the “Last updated” date above and notify clients of any significant changes.

If you have questions or requests about your information, we’re here to help:

• Email:  info@votiko.com
• Phone: +1 630-923-8375
• Address: B-108 1st Floor ICC Complex, Sagrampura, Surat, Gujarat 395002

We acknowledge complaints within 48 hours and aim to resolve them within 30 days.