Service · Voice Agent
AI Phone Assistant: The Voice Agent That Answers Every Call
An ArkeonTech voice agent answers calls around the clock with a natural voice, handles questions, books appointments and writes call notes into your CRM in real time. Response latency under 2 seconds, German and English. At a fixed price after a free initial call, live in 4-6 weeks.
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- fixed price Model
- tailored Contract
- < 2 seconds Response
What is an AI phone assistant (voice agent)?
An AI phone assistant is software that handles inbound calls like a trained employee: it understands natural speech, replies with a human-like voice in under 2 seconds and completes tasks such as appointment booking, reservations or call routing - no hold music, 24/7.
- Natural voice and fluent dialogue in German and English
- Appointment booking straight into your calendar
- Real-time call notes and order confirmations into the CRM
- Smart handover to staff whenever a call needs a human
How much does an AI phone assistant cost?
At ArkeonTech you receive a fixed-price offer for a voice agent after a free initial call: a one-off setup for concept, voice/dialogue design and telephony integration (SIP), plus a monthly service for operation, monitoring and ongoing fine-tuning. The initial call scopes your exact case.
| Service | Included |
|---|---|
| Setup (one-off) | Dialogue design, telephony (SIP), calendar/CRM integration |
| Operation (monthly) | Hosting, monitoring, fine-tuning, updates |
| Initial call with live demo (free) | Scope and effort are clarified concretely |
Who benefits most from a voice agent?
Anywhere calls get lost or tie up staff: medical practices (appointment requests), restaurants (reservations), trades and real-estate agents (first enquiries outside office hours) and SMB service hotlines. The range runs from 5 to 250 employees, from a small practice to an industrial company. What decides it is not size but call volume: where calls regularly go unanswered or tie up staff, a voice agent pays off; at a handful of calls a day, well-configured call forwarding usually suffices.
- Company size: 5 to 250 employees
- Call volume that ties up staff or goes unanswered
- Typical sectors: hospitality, healthcare, industry, real estate, trades
- Conversations in German and English
When is a voice agent the wrong solution?
When calls are mainly about advice rather than handling a request. The agent records, books, confirms and transfers; it does not run a sales conversation weighing objections, and it makes no medical or legal decisions. For emergency and crisis lines it is unsuitable - those belong to a human. There is also a hard technical limit: without a SIP-capable connection the agent cannot be integrated, and if the phone system must not be touched, the project ends there. At a volume of a few calls per day, building a dialogue model cannot be justified anyway.
Is an AI phone assistant GDPR-compliant?
Yes. Callers are transparently informed at the start that they are talking to an AI assistant. Processing and hosting run on EU servers under data processing agreements; call data is stored only for its purpose and can be auto-deleted.
Which regulations apply to an AI phone assistant?
On the phone, two points come on top of the GDPR: since 2 August 2026 the EU AI Act has required callers to learn right at the start that they are speaking to an AI, and § 201 of the German Criminal Code (StGB) makes recording calls without consent a criminal offence. Medical practices, law firms and tax advisers must also protect professional secrecy under § 203 StGB. Under unfair competition law, what the assistant says is attributed to the company like its own statements: on 12 May 2026 the Higher Regional Court of Hamm classified the use of AI, such as a chatbot's answers, as a commercial practice of the operator. From 9 December 2026, Germany's new Product Liability Act applies as well, under which software counts as a product. The overview shows what usually applies; it does not replace legal advice for your specific case.
| Regulation | What it requires | What it means for your phone assistant |
|---|---|---|
| Art. 50 para. 1 AI Act | Callers must be able to tell that they are speaking to an AI; applies since 2 August 2026 and binds the provider, which includes a company that has the assistant developed and uses it under its own name | A spoken sentence at the start, for example: You are speaking with the AI assistant of ...; according to the European Commission's guidelines a tone or the word assistant alone is not enough, and in sensitive contexts such as health or financial advice, complaints or calls from older people it considers reminders during the call likely to be necessary |
| Art. 5(1)(f) and Art. 50(3) AI Act | Inferring the emotions of employees in the workplace has been prohibited since 2 February 2025, except for medical or safety reasons; deployers that have callers' emotions recognised from their voice have had to inform the callers since 2 August 2026 | Voice-based sentiment analysis only for callers, only with a notice and with a legal basis under the GDPR; it counts among the high-risk systems under Annex III with duties from 2 December 2027, and Germany's Data Protection Conference names the automated analysis of callers' mood as a case requiring an impact assessment (nos. 11 and 13) |
| § 201 StGB | Recording the privately spoken word only with consent | No recording without explicit consent; simplest is to capture the request as text and discard the audio |
| Art. 28 GDPR | A data processing agreement with every provider that processes call data on your behalf | Agreements for telephony, speech recognition and the language model |
| Art. 9 GDPR | Health data only with a special legal basis, in a medical practice usually Art. 9(2)(h) | Record health data as sparingly as possible, for example only the requested slot and a callback number |
| Art. 35 GDPR | A data protection impact assessment before launch where processing is likely to result in a high risk; the list of Germany's Data Protection Conference names customer support using AI as a typical field (no. 11) | A duty of the company or practice deploying the phone assistant; the service provider must support it (Art. 28(3)(f) GDPR), for example with a description of data flows and safeguards |
| § 203 StGB | Professionals bound by secrecy may involve service providers only if these are bound to confidentiality (paras. 3 and 4) | Every provider with access must be bound to confidentiality beforehand, for law firms and tax advisers in text form and with a briefing on criminal liability (§ 43e BRAO, § 62a StBerG); with large AI providers this often fails at abuse monitoring, which can only be switched off under enterprise contracts |
| § 87 para. 1 no. 6 BetrVG | Works council co-determination where the system can monitor employees' conduct or performance | For example, reports on who handles which callbacks; involve the works council before launch |
| Art. 22 GDPR, from 20 November 2026 also § 37a BDSG | No decision based solely on automated processing with legal or similarly significant effect, unless it is necessary for a contract, permitted by law or based on explicit consent; in the contract and consent cases the customer can obtain human intervention, express their point of view and contest the decision; if it relies on a score about future behaviour, such as payment default, § 37a BDSG gives the right, from 20 November 2026, to contest it, to express one's point of view and to a decision by a human | Information, appointment bookings or callback notes are not such a decision; if the phone assistant itself rejects applications or terminates contracts, this is only permitted under these exceptions and requires a route to a human who reviews the decision |
| § 5 UWG | No misleading statements, for example about qualifications; according to the Higher Regional Court of Hamm, the answers of an AI chatbot are commercial practices of its operator, even if the bot had only been trained on correct data (judgment of 12 May 2026, 4 UKl 3/25, final) | The same reasoning applies to a phone assistant: what it says is a statement by your company or practice; check the questions callers will foreseeably ask for false answers before launch and, where a correct answer cannot be ensured, store fixed answers or hand over to a human |
| Product Liability Act from 9 December 2026 | Software counts as a product; if a defect in the product causes personal injury or damage suffered by natural persons to property not used exclusively for professional purposes or to data not used professionally, the manufacturer is strictly liable, and this cannot be excluded by contract towards injured parties (sections 1 and 18) | The manufacturer is whoever develops the phone assistant or has it developed, and, unlike under the AI Act's disclosure duty, also whoever merely presents themselves as the manufacturer with their own name or brand (section 3); damage within your own business remains a matter of contract; phone assistants placed on the market or put into service by 8 December 2026 inclusive remain under the previous act (section 23) |
In depth in our articles:
Do you set the phone assistant up on site?
Yes, and with voice projects that often pays off. Unlike a chatbot, a phone assistant sits on your actual telephone system: numbers, extensions, forwarding rules, sometimes a legacy line nobody documented. Someone who knows both sides should be present when it goes live. ArkeonTech is based in Aalen in southern Germany and reaches most of the surrounding region within an hour, so the first test call happens together rather than over screenshots.
Who is your point of contact?
Michael Kaiser, owner of ArkeonTech and the engineer who builds the dialogue design and telephony integration himself. Business informatics (DHBW Heidenheim), B.Sc. Business Analytics (Aalen University), previously several years as an ERP consultant to mid-sized companies in Baden-Württemberg. When your numbers are switched over, the person on the line is the one who built the dialogue model - there is no sales or account layer in between.
Email: m.kaiser@arkeontech.de
FAQ
Frequently asked questions
Response latency is under 2 seconds - conversations feel fluent. When in doubt, the agent asks a clarifying question instead of guessing.
Yes, the EU AI Act has required it since 2 August 2026: the assistant must identify itself as an AI with a spoken sentence at the start of the call, for example: You are speaking with the AI assistant of Muster Ltd. According to the European Commission's guidelines a tone or the word assistant alone is not enough, and if a caller asks, the assistant must disclose that it is an AI.
The agent transfers the call to a staff member or records a callback request with all details. The call note is instantly available in your CRM.
Yes - integration uses the SIP standard and works with common PBX and VoIP providers. A dedicated extension for the agent is possible too.
Voice projects go live in 4-6 weeks: dialogue design, telephony integration, a test phase with real scenarios, then launch.
Especially there. Someone on a site cannot pick up, and a missed call is often a lost job. The agent answers, captures trade, address and urgency, and files the callback request with every detail.
Hear your voice agent before you decide
In a free initial call we play you a live demo and estimate your specific case.
- No obligation
- 20 min call
- GDPR compliant