Privacy policy

RUVOX (ruvoxhub.com) is a CRM and booking platform for resorts, villas, homestays and venues. Businesses (“workspaces”) use the RUVOX web app and the RUVOX staff app for Android to manage leads, guests, bookings, calls and tasks.

Each workspace decides what information it keeps about its own guests and contacts; for that data the business is the data controller and RUVOX processes it on the business’s behalf. This policy explains what the RUVOX apps collect and why.

• Account details — staff name, email, role and sign-in activity, so people can sign in and access is controlled.
• Workspace records — leads, guests, agents, bookings, notes, tasks and files that staff enter.
• Call information (Android staff app, Smart Call Assistant) — for calls on the staff member’s phone: the phone number, time, direction (incoming, outgoing, missed) and duration. The number is matched against the workspace’s own records to show who is calling. Calls from numbers that are not in the workspace and are saved in the phone’s contacts, or that the staff member marks as personal, are treated as personal and are not uploaded.
• Phone contacts (optional) — read only on the phone, to recognise personal callers. Contacts are never uploaded.
• Voice notes — short notes a staff member chooses to record after a call. RUVOX never records phone calls.
• Photos and videos — taken by staff as proof for tasks and checklists.
• Location — only at the moment a staff member captures a task photo or video, to show where it was taken. RUVOX does not track location in the background.
• Device information — device model and app version, so staff and administrators can see and sign out signed-in devices.

• Call logs and phone state — to know the number of incoming, outgoing and missed calls and when a call ends, so the app can show caller details and offer a quick note afterwards.
• Display over other apps — to show the caller card on top of the phone’s dialer.
• Microphone — voice notes and dictation, only when the staff member starts them.
• Camera — task photos and videos.
• Location — to tag task photos and videos as above.
• Contacts — optional, on-device only, to skip personal calls.
• Notifications, biometrics — reminders, and unlocking the app with the phone’s fingerprint or face unlock (handled by the phone; RUVOX never receives biometric data).

Every permission can be turned off in the phone’s settings; the related feature then stops working.

When you send us a message or request a demo on this website, we keep the details you enter (such as your name, email, phone and property) to reply to you and follow up on your request. We also keep basic technical logs (such as IP address and browser type) to keep the site secure and prevent abuse.

If analytics is switched on, we use Google Analytics to understand how the site is used, with IP anonymisation. It sets cookies in your browser; you can block them in your browser settings without affecting how the site works.

Only to provide the service to the workspace: showing caller and guest details, keeping timelines of calls and activity, bookings, reminders, tasks and reports, and keeping accounts secure. If a workspace turns on AI features, note text may be sent to an AI service provider to fill in fields; it is not used to train their models. We do not sell personal data or use it for advertising.

Data is visible to the workspace’s own staff according to the roles the workspace sets. We use service providers for hosting, storage, email and messaging, bound by contracts to protect the data. We may disclose data where required by law.

Data is sent over encrypted connections (HTTPS) and each workspace’s data is kept separate at the database level. Workspace data is kept while the workspace is active; when a workspace is deleted, its records and stored files are deleted. Voice notes and files waiting to upload are kept on the phone only until they are uploaded.

Guests and contacts of a business should contact that business to access, correct or delete their information; we help the business respond. Staff can ask their workspace administrator, or write to us. Depending on where you live (for example India’s DPDP Act or the EU GDPR) you may have rights to access, correct, delete or object to processing of your data.

RUVOX is a business tool and is not directed at children under 18.

Questions or requests: [email protected]. We will post changes to this policy on this page.