Cookie Policy
Effective Date: January 5, 2026
Last Updated: January 5, 2026
Version: 1.0
1. What Are Cookies and Similar Technologies?
Cookies are small text files stored on your device (computer, tablet, or smartphone) when you visit our website or use our Services. They help websites remember your preferences and provide enhanced functionality. Voice AI Portal also uses similar technologies including:
- Local Storage/Session Storage: Browser storage for application state and preferences
- Pixels/Trackers: Small images that collect usage data
- Device Fingerprinting: Techniques combining device/browser characteristics for security
This policy explains how we use these technologies, your choices, and our compliance with UK Privacy and Electronic Communications Regulations (PECR) and UK GDPR.
2. Legal Basis for Cookies
2.1 Strictly Necessary Cookies
No consent required under PECR if cookies are strictly necessary for:
- Providing the requested service (authentication, session management)
- Security (fraud prevention, CSRF protection)
- Core functionality (dashboard navigation, form submission)
2.2 Non-Essential Cookies
Explicit consent required under PECR and UK GDPR for:
- Analytics (Google Analytics)
- Performance monitoring
- Marketing or advertising (if implemented)
- Third-party tracking
Consent must be freely given, specific, informed, and unambiguous with equal prominence for accept/reject options.
3. Cookie Consent Banner
First-time visitors see a cookie consent banner explaining:
- Cookie types used
- Purposes of each category
- How to manage preferences
- Link to this Cookie Policy
Features:
- Granular choices: Accept all, reject non-essential, or customize
- Reject button: Equal prominence to “Accept”
- No pre-ticked boxes or “Continue browsing” implied consent
- Persistent: Preferences saved and respected across visits
- Withdraw consent: “Cookie Settings” link always accessible
Updated 2026 Compliance: Following DUAA/UK GDPR updates, analytics cookies may use legitimate interests where low-risk, but we obtain explicit consent for transparency.
4. Types of Cookies We Use
4.1 Strictly Necessary Cookies (No Consent Required)
| Cookie Name | Purpose | Duration | Domain |
|---|---|---|---|
auth-token | Supabase JWT authentication token | Session (24h max) | .voiceaiportal.com |
session-id | Maintain authenticated session state | Session | .voiceaiportal.com |
csrf-token | Cross-Site Request Forgery protection | Session | .voiceaiportal.com |
rbac-permissions | Role-Based Access Control permissions | 1 year | .voiceaiportal.com |
workspace-id | Current workspace context | Session | .voiceaiportal.com |
__cf_bm | Cloudflare Bot Management (security) | 30 min | .voiceaiportal.com |
__cfuid | Cloudflare security session | 1 year | .voiceaiportal.com |
Legal Basis: Strictly necessary for service provision (PECR exemption, UK GDPR legitimate interests).
4.2 Performance & Analytics Cookies (Consent Required)
| Cookie Name | Purpose | Duration | Provider | Domain |
|---|---|---|---|---|
_ga | Google Analytics unique visitor ID | 2 years | .google-analytics.com | |
_ga_* | Google Analytics session data | 2 years | .voiceaiportal.com | |
_gid | Google Analytics session ID | 24 hours | .voiceaiportal.com | |
_cf_perf | Cloudflare performance metrics | Session | Cloudflare | .voiceaiportal.com |
Data Collected: Page views, navigation paths, time on site, device info (IP anonymized)
Legal Basis: User consent (opt-in required)
4.3 Functional Cookies (Consent Required)
| Cookie Name | Purpose | Duration | Domain |
|---|---|---|---|
theme-preference | Light/dark mode preference | 1 year | .voiceaiportal.com |
timezone | User timezone setting | 1 year | .voiceaiportal.com |
dashboard-layout | Custom dashboard widget layout | 30 days | .voiceaiportal.com |
language | User interface language | 1 year | .voiceaiportal.com |
Legal Basis: User consent (preferences stored only with permission)
4.4 Security Cookies (No Consent Required)
| Cookie Name | Purpose | Duration | Provider | Domain |
|---|---|---|---|---|
__cfduid | Cloudflare fraud detection | 1 year | Cloudflare | .voiceaiportal.com |
cf_clearance | Cloudflare challenge completion | 30 min | Cloudflare | .voiceaiportal.com |
Legal Basis: Strictly necessary for security (PECR exemption)
5. Third-Party Cookies
We use cookies from trusted third parties:
5.1 Google Analytics
Purpose: Website and dashboard analytics to improve user experience
Cookies: _ga, _gid, _ga_*
Data Shared: Anonymized usage data, device info
Location: United States (SCCs + IP anonymization)
Opt-Out:
5.2 Cloudflare
Purpose: Security, DDoS protection, performance
Cookies: __cf_bm, __cfuid, cf_clearance
Data Shared: Security logs, traffic patterns
Location: EU-primary data centers
5.3 No Marketing/Advertising Cookies
Voice AI Portal does not currently use marketing, advertising, or retargeting cookies. If implemented in future, explicit opt-in consent will be required
6. Managing Your Cookie Preferences
6.1 Cookie Consent Management
Access Settings:
- Cookie Settings: Footer link or account menu → “Privacy & Cookies”
- Granular Controls: Enable/disable categories individually
- Withdraw Consent: Changes take effect immediately
- Clear All Cookies: Option to reset all preferences
Preference Storage:
- Cookie preferences stored in
cookie-consentcookie (strictly necessary) - Respected across all subdomains and devices (where possible)
6.2 Browser Controls
Manage cookies through your browser settings:
| Browser | Manage Cookies |
|---|---|
| Chrome | Settings → Privacy & Security → Cookies |
| Firefox | Settings → Privacy & Security → Cookies |
| Safari | Preferences → Privacy → Manage Website Data |
| Edge | Settings → Cookies → Manage and delete |
Note: Blocking strictly necessary cookies may prevent platform access.
6.3 Do Not Track (DNT)
We honor browser Do Not Track signals where technically feasible and respect user cookie preferences set via consent banner.
7. Cookie Audit and Scanning
Voice AI Portal conducts quarterly cookie audits using automated scanning tools to:
- Identify all cookies and tracking technologies
- Categorize by necessity and purpose
- Verify third-party compliance
- Update consent banner and this policy
- Ensure no unauthorized trackers
Last Audit: January 6th, 2026
Next Audit: March 15, 2026
8. Children and Special Categories
8.1 Children’s Privacy
Voice AI Portal Services are not directed to children under 18. We do not knowingly set cookies for users under 18 without parental consent.
8.2 Special Category Data
No cookies process special category data (health, race, religion, etc.).
9. International Data Transfers
9.1 EU Data Processing Priority
Primary EU Processing:
- Supabase: eu-central-1 (Germany)
- GCP: europe-west1 (Belgium)
- Resend: EU region
- Cloudflare: EU data centers prioritized
9.2 US Transfers (Google Analytics)
Safeguards:
- Standard Contractual Clauses (SCCs)
- IP address anonymization (last octet masked)
- Data retention limited to 26 months
- No cross-site tracking or remarketing
10. Changes to This Cookie Policy
We may update this Cookie Policy to reflect:
- Changes in technology or Service features
- Legal or regulatory requirements
- Audit findings or third-party changes
Notification:
- Material changes posted on website with prominent notice
- Cookie banner updated to reflect new categories
- Email notification for logged-in users (if email cookies enabled)
Effective Date: Changes effective immediately upon posting.
11. Contact Information
Data Protection Officer:
Email: [email protected]
Subject: “Cookie Policy Inquiry – [Your Company]”
For Cookie Issues:
- Technical problems: [email protected]
- Consent management: [email protected]
- Compliance concerns: [email protected]
Regulatory Authority:
Information Commissioner’s Office (ICO)
ico.org.uk
Last Updated: January 5, 2026
By using Voice AI Portal, you acknowledge that you have read and understood this Cookie Policy.