Privacy Policy

1. Information We Collect

1.1 Account Information

When you create a VoiceTrack account, we collect:

• Email address (for authentication and communication)
• Name (from your authentication provider)
• Profile picture (if provided by authentication provider)
• Account creation and last login dates

1.2 Meeting Data

When you use our transcription services, we collect:

• Audio recordings of your meetings
• Generated transcriptions and summaries
• Meeting metadata (title, date, duration, participants)
• Usage data (credits consumed, features used)

1.3 Technical Information

We automatically collect certain technical information:

• Device information (operating system, app version)
• Usage analytics (feature usage, error logs)
• Network information (IP address for security purposes)
• Performance metrics (app crashes, loading times)

2. How We Use Your Information

Purpose	Data Used	Legal Basis
Provide transcription services	Audio recordings, account info	Contract performance
AI processing and improvements	Aggregated usage data	Legitimate interest
Customer support	Account info, support requests	Contract performance
Security and fraud prevention	Technical information, usage patterns	Legitimate interest
Marketing communications	Email address, usage preferences	Consent (opt-in)

3. AI Processing and Third Parties

3.1 AI Service Providers

We use reputable AI service providers to process your audio recordings:

• Audio is processed in secure, encrypted environments
• AI providers are bound by strict data processing agreements
• Processing is limited to transcription and analysis services
• AI providers do not retain or use your data for their own purposes

3.2 Cloud Storage

We use secure cloud storage services (Wasabi S3) to store your data with:

• End-to-end encryption in transit and at rest
• Regular security audits and compliance certifications
• Geographic data residency controls

4. Data Retention and Deletion

4.1 Retention Periods

• Active accounts: Data retained while account is active
• Inactive accounts: Data deleted after 2 years of inactivity
• Deleted accounts: Data permanently deleted within 30 days
• Legal obligations: Some data may be retained longer if required by law

4.2 Your Deletion Rights

You can delete your data at any time:

• Individual meetings can be deleted from the app
• Account deletion removes all associated data
• Contact us for specific data deletion requests

5. Your Privacy Rights

5.1 Access and Portability

You have the right to:

• Access all personal data we hold about you
• Export your data in machine-readable formats
• Request copies of your transcriptions and recordings

5.2 Correction and Deletion

You can:

• Update your account information directly in the app
• Request correction of inaccurate information
• Delete specific meetings or your entire account

5.3 Marketing Preferences

You can:

• Opt out of marketing emails at any time
• Manage notification preferences in the app
• Request to be removed from all marketing communications

6. Data Security

6.1 Technical Safeguards

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Regular security audits and penetration testing
• Multi-factor authentication for sensitive operations

6.2 Organizational Safeguards

• Employee background checks and security training
• Limited access to personal data on a need-to-know basis
• Regular security awareness training
• Incident response procedures

7. International Data Transfers

VoiceTrack operates globally. We may transfer your data to countries outside your jurisdiction, always with appropriate safeguards:

• Standard Contractual Clauses for EU data transfers
• Adequacy decisions where available
• Binding Corporate Rules for internal transfers

8. Children's Privacy

VoiceTrack is not intended for children under 13 years old. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will delete the information immediately.

9. Cookies and Analytics

9.1 Website Cookies

Our website uses cookies for:

• Essential functionality (language preferences, session management)
• Analytics (understanding how visitors use our site)
• Performance optimization (caching, load balancing)

9.2 Mobile App Analytics

Our mobile app collects anonymized usage analytics to improve the user experience. You can opt out of analytics in the app settings.

10. Business Transfers

In the event of a merger, acquisition, or sale of assets, personal data may be transferred. We will notify affected users and ensure the new entity honors this privacy policy or provides equivalent protection.

11. Legal Disclosures

We may disclose personal information when required by law or to:

• Respond to legal requests or court orders
• Protect our rights, property, or safety
• Investigate potential violations of our Terms of Service
• Comply with regulatory requirements

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

• Notify users of material changes via email
• Post updates on our website and app
• Provide 30 days notice before changes take effect
• Maintain previous versions for reference