Privacy,
explained.

1. Scope

This Policy applies to the VoxaPulse website, accounts, browser extension, meeting interpretation, transcripts, support, billing, and related services. It does not cover third-party meeting platforms, websites, or services, which apply their own policies. An organization providing your account may control its workspace data and your access to it.

2. Information we collect

We collect account identifiers and credentials; organization and profile details; subscription, transaction, and billing records; meeting settings, participant roles, consent choices, language selections, and session metadata; support communications; device, browser, IP address, security, usage, and diagnostic data; and cookie or local-storage preferences.

If you connect Google, we receive read-only meeting titles, schedules, organizers, invitees, response status, display names, and available join and leave activity. We do not request Gmail, Drive, Calendar write access, or Google Meet media access.

4. Optional transcripts

We save transcript text only when the required participants consent. Saved transcripts may include source speech, translated text, speaker labels, and timing information. Participants should avoid speaking sensitive information that is not needed for the meeting.

5. Sources

We obtain information directly from you and meeting participants; from the organization that provides your account; automatically from your browser, device, and use of the Service; and from service providers such as meeting, identity, payment, fraud-prevention, cloud, and AI-processing providers. We may also receive information when someone invites you to a meeting or contacts support about you.

6. How we use information

We use information to provide and personalize the Service; process speech and translations; authenticate users; maintain consent and audit evidence; complete transactions; provide support; secure, debug, and improve reliability; enforce our Terms; prevent fraud and abuse; comply with law; and communicate about accounts, safety, and material service changes.

Google API data is used only to identify and display the connected meeting, synchronize attendance, operate requested features, and protect the Service. Our use and transfer of Google API data follows the Google API Services User Data Policy, including Limited Use.

7. How we disclose information

We disclose information to contracted providers that help deliver the Service; to your organization and meeting participants according to workspace and meeting settings; in a business transaction such as a merger, financing, or sale; to protect rights, safety, and security; and when required by law. Providers may process information only for contracted purposes and subject to appropriate safeguards.

8. No sale or behavioral advertising

VoxaPulse does not sell personal information for money and does not share personal information for cross-context behavioral advertising. We do not use meeting audio or transcript content to build advertising profiles. Optional product analytics can be disabled on the Cookie Policy page.

9. Retention

Raw meeting audio is not retained. Consented transcripts and ordinary technical logs are generally retained for 30 days unless deleted sooner. Account data is retained while the account is active and for a limited period afterward. Consent, security, transaction, tax, financial, and audit records may be retained for up to seven years or longer when law, litigation, fraud prevention, or a valid legal hold requires it.

10. Data location

VoxaPulse is based in Canada. Primary service data is hosted in theHetzner FSN1 (Falkenstein, Germany) region. Contracted cloud, AI, identity, payment, support, and other providers may process information in the United States or other countries. Those countries may have different privacy laws, and information may be subject to lawful access requests.

11. Your privacy choices

Depending on where you live, you may request access to, correction of, deletion of, or a portable copy of personal information; withdraw consent; object to or restrict certain processing; or appeal our response. You may also opt out of any sale, targeted-advertising sharing, or qualifying profiling if those practices are introduced. We will not discriminate against you for exercising a privacy right.

12. Exercising your rights

Submit a request through the Contact page or the privacy controls in your account. Describe the request and the account or meeting involved. We may verify identity and authority before responding. An authorized agent may submit a request where permitted by law, but we may require proof of authorization. We aim to respond within the time required by applicable law.

13. Cookies and tracking

We use essential cookies or similar storage for sessions, security, preferences, consent, and service operation. Optional aggregate product analytics requires your choice. VoxaPulse does not respond to legacy “Do Not Track” signals; where legally required, we honor recognized opt-out preference signals for applicable sale or sharing.

14. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls and encryption where appropriate. No transmission or storage system is completely secure. You are responsible for protecting credentials and should notify us promptly if you suspect unauthorized access.

15. Children

The Service is not directed to children under 13, and we do not knowingly collect personal information from them. Users must be at least 18 to create an account. If you believe a child provided information without legally valid authorization, contact us so we can review and delete it where required.

16. Changes

We may update this Policy to reflect changes in the Service, law, or our practices. We will post the revised Policy with a new effective date and provide additional notice when required. Material changes do not retroactively reduce your rights without a valid legal basis.

17. Contact

For privacy questions, complaints, or rights requests, use the VoxaPulse Contact page or the privacy-request controls in your account. If we cannot resolve a concern, you may have the right to contact the privacy or data-protection authority where you live.