Privacy Policy

1. Introduction

Voicemize (“we,” “us,” or “our”) is an AI-powered platform that transforms spoken conversations into clear, structured, and actionable information. By recording conversations, converting speech into text, and using artificial intelligence to organize what was said, Voicemize helps users generate summaries, key points, decisions, action items, and insights — so nothing important is forgotten, misunderstood, or lost.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. By accessing or using Voicemize, you agree to the terms of this Privacy Policy.

2. Information We Collect

2.1 Personal Information

When you register for and use Voicemize, we may collect the following personal information:

• Full name (first and last name)
• Email address
• Phone number
• Job title
• Profile picture
• Timezone and language preferences
• Gender (if provided)
• Organization/company name

2.2 Account & Authentication Data

• Hashed passwords (we never store passwords in plain text)
• One-time passcodes (OTPs) for email verification and password recovery
• Session tokens for maintaining your login
• Third-party authentication data when you sign in via social login providers (provider user ID, associated email, and display name)

2.3 Conversation & Audio Data

• Audio recordings of meetings, calls, and discussions that you upload or capture through the platform
• Audio metadata such as duration, file format, and detected language
• Transcription results — the text generated from your spoken conversations
• AI-generated knowledge outputs derived from transcriptions, including but not limited to:
  • Meeting summaries
  • Key points and highlights
  • Decisions made during conversations
  • Action items and follow-ups
  • Insights and analysis across multiple meetings

2.4 Payment Information

• Tokenized payment card information stored securely via our payment processor (we do not store full card numbers)
• Masked card details (last four digits, card brand, card type)
• Billing cycle and subscription payment history

2.5 Usage & Activity Data

• Activity logs recording actions performed within the platform (e.g., creating conversations, managing projects, generating knowledge outputs)
• Transcription and knowledge extraction usage metrics (minutes used, number of extractions)
• Subscription usage relative to plan limits

2.6 Device & Technical Data

• Device tokens for push notifications
• IP address and browser/device information collected via standard server logs

2.7 Organization & Team Data

• Organization details (name, status, creation date)
• Team member invitations (invitee email, role, invitation status)
• User roles and permissions within an organization
• Cross-meeting conversation history and project groupings shared within your organization

3. How We Use Your Information

We use the information we collect for the following purposes:

• Conversation Intelligence: To transcribe your spoken conversations, generate AI-powered summaries, extract key points, decisions, and action items, and organize insights across multiple meetings — turning voice into clarity.
• Multi-Language Support: To process and deliver transcriptions and knowledge outputs in your preferred language, including Arabic and English.
• Account Management: To create and manage your account, authenticate your identity, and maintain your profile.
• Organization Management: To associate you with your organization, manage team roles, and enforce permissions so teams can collaborate on shared conversations and projects.
• Conversation Tracking: To help teams track how ideas, decisions, and requirements evolve across multiple meetings over time, maintaining a reliable source of truth.
• Subscription & Billing: To process payments, manage subscription plans, send renewal reminders, and handle billing operations.
• Communication: To send you verification codes, subscription notifications, renewal reminders, and important service updates.
• Push Notifications: To deliver real-time updates about conversation processing status and other relevant events.
• Analytics & Improvement: To monitor usage patterns, improve our transcription and AI capabilities, and enhance the overall user experience.
• Security & Compliance: To detect and prevent fraud, enforce our terms of service, and maintain the integrity and security of our platform.
• Activity Logging: To maintain audit trails of user actions for security, troubleshooting, and accountability purposes.

4. Data Sharing & Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Within Your Organization: Other members of your organization may see your name, email, role, and shared conversations or projects based on their permissions. This enables teams to collaborate on meeting outcomes, track decisions, and share insights.
• Service Providers: With trusted third-party vendors strictly to provide the Service.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets.
• Protection of Rights: To protect the rights, privacy, safety, or property of Voicemize, our users, or the public.

5. Data Retention

• Account Data: Retained for as long as your account is active. Upon account deletion, personal data is soft-deleted and permanently removed after a reasonable retention period.
• Audio Files: Temporarily stored for transcription processing. Audio files are not permanently stored on our servers and are deleted after processing is complete.
• Transcriptions & Knowledge Outputs: Retained as part of your conversations for as long as your account is active or until you delete the conversation. This allows you to maintain a historical record of meeting outcomes and track how discussions evolve over time.
• Payment Records: Subscription and payment history is retained as required for financial and legal compliance.
• Activity Logs: Retained for security and auditing purposes for a reasonable period.
• Verification Codes: Automatically expire and are deleted shortly after their intended use.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Password hashing using industry-standard algorithms
• Encrypted data transmission
• Tokenized payment processing (no full card numbers stored)
• Soft-delete mechanisms to prevent accidental permanent data loss
• Role-based access control within organizations
• Activity logging for security monitoring

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Data Portability: Request your data in a structured, machine-readable format.
• Withdrawal of Consent: Withdraw consent for processing where consent is the legal basis.
• Objection: Object to the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at voicemize@gmail.com.

8. Children's Privacy

Voicemize is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by updating the “Last Updated” date at the top of this policy and, where appropriate, by sending a notification through the Service. Your continued use of Voicemize after any changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: voicemize@gmail.com