Privacy Policy

1. Introduction

VoxDraft Ltd ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application VoxDraft ("the App").

We are registered in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address — Used for account authentication, communication, and support
• Display name (optional) — If you choose to provide one
• Profile picture (optional) — If you choose to upload one

2.2 Voice Recordings and Transcripts

When you use VoxDraft to record voice notes:

• Audio recordings — Your voice recordings are temporarily processed to convert speech to text
• Transcripts — The text generated from your voice recordings
• Formatted outputs — Emails, summaries, to-do lists, meeting notes, or blog drafts generated from your transcripts

2.3 Usage Data

We automatically collect:

• Device information (device type, operating system version)
• App usage statistics (features used, session duration)
• Error logs and crash reports
• Anonymous analytics data

2.4 Subscription Information

If you subscribe to VoxDraft Pro, we receive subscription status information from Apple App Store or Google Play Store via RevenueCat (see Section 4.3). We do not have access to your payment card details.

3. How We Process Your Voice Data

This section explains exactly how your voice recordings are processed:

3.1 Speech-to-Text Transcription (OpenAI Whisper)

Your audio recordings are sent to OpenAI's Whisper API for transcription. Important details:

• Audio is transmitted securely via encrypted HTTPS connection
• OpenAI processes the audio to generate text transcription
• OpenAI does not retain your audio data after processing is complete
• Your data is not used to train OpenAI's models (we use the API with data retention disabled)

3.2 Text Formatting (OpenAI GPT-4o-mini)

Your transcribed text is sent to OpenAI's GPT-4o-mini to format it into your chosen output (email, summary, etc.). Important details:

• Only the text transcript is sent (not the original audio)
• OpenAI processes the text to generate formatted output
• OpenAI does not retain your text data after processing
• Your data is not used to train OpenAI's models

OpenAI's Data Usage Policy: We use OpenAI's API with zero data retention settings. According to OpenAI's API data usage policy, API inputs and outputs are not used to train their models. For more information, see OpenAI's API Data Usage Policies.

4. Third-Party Services

4.1 Supabase (Data Storage)

We use Supabase to store your account information and note history:

• Your email address and account details
• Your saved transcripts and formatted outputs
• Note metadata (creation date, format type)

Supabase data is stored on secure servers with encryption at rest. See Supabase's Privacy Policy.

4.2 OpenAI (AI Processing)

As described in Section 3, we use OpenAI's Whisper and GPT-4o-mini APIs for voice transcription and text formatting. See OpenAI's Privacy Policy.

4.3 RevenueCat (Subscription Management)

We use RevenueCat to manage subscriptions and in-app purchases:

• RevenueCat receives your anonymous user ID and subscription status
• RevenueCat does not have access to your personal data or content
• Payment processing is handled entirely by Apple/Google

See RevenueCat's Privacy Policy.

5. How We Use Your Information

We use your information to:

• Provide and maintain the VoxDraft service
• Process your voice recordings and generate formatted text
• Authenticate your account and manage your subscription
• Send important service updates and notifications
• Respond to your support requests
• Improve our App and develop new features
• Detect and prevent fraud or abuse

6. Data Retention

• Voice recordings: Deleted immediately after transcription is complete
• Transcripts and outputs: Stored until you delete them or delete your account
• Account data: Retained until you request account deletion
• Usage analytics: Retained in anonymized form for up to 24 months

7. Your Rights (GDPR)

Under the UK GDPR and EU GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw consent at any time

To exercise any of these rights, please contact us at [email protected].

8. Account Deletion

You can request deletion of your account and all associated data at any time:

• In-App: Go to Settings → Account → Delete Account
• Online: Visit our Account Deletion Request page
• Email: Send a request to [email protected]

Upon receiving a valid deletion request, we will delete your account and all associated data within 30 days. This includes your profile information, saved notes, transcripts, and any other personal data stored in our systems.

9. Data Security

We implement industry-standard security measures:

• All data transmitted is encrypted using TLS 1.3
• Data at rest is encrypted using AES-256
• Access to personal data is restricted to authorized personnel only
• Regular security audits and vulnerability assessments
• Secure authentication using industry-standard protocols

10. Children's Privacy

VoxDraft is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected data from a child under 13, please contact us immediately at [email protected].

11. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence, including the United States (where OpenAI is based). We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy in the App and updating the "Last updated" date. Your continued use of the App after changes constitutes acceptance of the updated policy.

13. Contact Us

For any questions about this Privacy Policy or our data practices:

VoxDraft Ltd
Data Protection Inquiries
Email: [email protected]
Website: voxdraft.io

14. Supervisory Authority

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK: ico.org.uk/make-a-complaint