Effective Date: March 25, 2026
Civitae Voice is a product of Aetheria Systems LLC ("Aetheria," "we," "us," or "our"). We are committed to protecting the confidentiality and integrity of personal information collected through the Civitae Voice platform, including the marketing website (civitae.io), the administration portal (app.civitae.io), and the voice dispatch service. This policy describes what data we collect, how we use it, and your rights regarding that information.
When you sign up for Civitae Voice, we collect: agency name, authorized contact name, email address, phone number, street address, city, state, ZIP code, agency type, and EIN/Tax ID (required for SMS registration).
When callers use your non-emergency dispatch line, the Civitae Voice agent processes the call in real time. Call metadata (caller phone number, call duration, timestamps) and structured dispatch data (call type, collected fields, reference numbers) are stored to provide the service. Call audio is processed by our voice AI provider (ElevenLabs) for real-time transcription and is not retained by Aetheria after the call ends.
If your agency enables SMS follow-up, caller phone numbers and message content are transmitted via Twilio to deliver one-time, caller-requested text messages. We do not enroll callers in recurring messaging. Each SMS is individually authorized by the caller during their call.
Payment processing is handled by Stripe. We do not store credit card numbers or full payment credentials on our servers. Stripe's privacy policy governs the handling of your payment data.
When you visit our websites, we collect IP addresses, browser type, device information, pages visited, and referring URLs. We use analytics tools (PostHog) for traffic insights. We do not use advertising or behavioral tracking cookies.
We share data with the following providers solely to deliver the service:
We do not sell, rent, or trade personal information to third parties for marketing purposes.
Account and agency data is retained for the duration of your subscription and for a reasonable period afterward to comply with legal and regulatory requirements. Call dispatch data is retained according to your agency's configured retention policy. You may request deletion of your data at any time by contacting us.
We implement commercially reasonable administrative, technical, and organizational safeguards to protect data against unauthorized access, disclosure, alteration, or destruction. All data in transit is encrypted via TLS. Access to production systems is restricted to authorized personnel.
Subject to applicable law, you may request to:
To exercise these rights, contact us at [email protected].
Callers who contact your non-emergency dispatch line interact with an AI-powered agent. Caller phone numbers are collected as part of standard telephony. If a caller requests an SMS follow-up, their phone number is used solely to deliver that one-time message. Callers may reply STOP at any time to opt out of future messages, or HELP for assistance. We do not use caller data for marketing or share it with third parties beyond what is necessary to deliver the dispatch service.
We may update this policy from time to time. Changes will be posted on this page with a revised effective date. Continued use of the service after changes constitutes acceptance of the updated policy.
For questions about this privacy policy or your data, contact:
Aetheria Systems LLC
[email protected]