Privacy Policy

Effective Date: September 1, 2024.

Introduction

At VocalBrief (“we,” “us,” or “our”), we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you use our website vocalbrief.com (the “Site”) and our services (collectively, the “Services”).

By accessing or using our Services, you agree to the collection and use of your information in accordance with this Privacy Policy. If you do not agree with these terms, please do not access the Site or use our Services.

Please read this Privacy Policy carefully to understand our practices regarding your information and how we will treat it.

1. Information We Collect

We may collect and process the following types of information:

a. Personal Information

• Account Information: When you register for an account, we collect information such as your full name, email address, and password.
• Authentication Data: If you sign up using third-party authentication services (e.g., Google, Microsoft, Apple), we collect your basic profile information from those services.
• Contact Information: When you contact us for support or inquiries, we collect your name, email address, and any other information you choose to provide.

b. User Content

• Recordings: Audio and video files that you upload or record using our Services.
• Transcriptions and Text Products: Transcripts, summaries, action items, AI recommendations, and other text products generated from your recordings.
• Metadata: Information related to your recordings, such as file names, upload dates, recording duration, and associated metadata.

c. Usage Data

• Service Usage Information: Details about how you use our Services, including feature usage, pages viewed, and interactions within your account.
• Log Data: Technical information automatically collected when you access the Site, including your IP address, browser type and version, device type, operating system, referral URLs, pages visited, and the date and time of each visit.

d. Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience, analyze usage, and provide tailored content. For more information, please see the Cookies and Tracking Technologies section below.

e. Payment Information

• Transaction Data: When you make a purchase, our third-party payment processor (e.g., Stripe) collects your payment information. We do not store your full credit card details on our servers.

2. How We Use Your Information

We use the information we collect for various purposes, including:

• Providing Services: To operate, maintain, and provide you with all features of our Services, including processing your recordings and generating transcriptions and AI-powered text products.
• Account Management: To manage your account, authenticate your identity, and provide customer support.
• Improving Services: To analyze usage and trends to improve the quality and functionality of our Services.
• Communications: To send you administrative notifications, updates, security alerts, and support messages.
• Marketing: To inform you about features, surveys, newsletters, offers, promotions, and events we think may be of interest to you (you can opt out at any time).
• Payment Processing: To process your transactions and manage billing through our secure payment processor.
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements.
• Protecting Rights: To protect the rights, property, or safety of VocalBrief, our users, or the public as required or permitted by law.

3. Legal Bases for Processing (For EEA and UK Users)

If you are located in the European Economic Area (EEA) or the United Kingdom, we rely on the following legal bases under the General Data Protection Regulation (GDPR):

• Consent: With your consent, we process your personal data for specific purposes.
• Contract Performance: Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Legitimate Interests: Processing is necessary for our legitimate interests, such as improving our Services, ensuring security, and conducting marketing activities.
• Legal Obligation: Processing is necessary to comply with legal obligations.

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

a. Service Providers

We engage trusted third-party companies and individuals to perform services on our behalf. These may include:

• Cloud Service Providers: For data storage, hosting, and processing.
• Authentication Services: For user authentication and account management.
• AI and Processing Services: For providing AI functionalities, such as transcription, summarization, and analysis.
• Payment Processors: For secure handling of payments and subscriptions.
• Search Services: For indexing and providing search capabilities.
• Task Management Tools: For managing asynchronous tasks and background processing.

These service providers have access to your personal information only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

b. Legal Compliance and Protection

We may disclose your information:

• To comply with applicable laws, regulations, legal processes, or governmental requests.
• To enforce our Terms of Service and other agreements.
• To protect the rights, property, or safety of VocalBrief, our users, or others.

c. Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our Site of any change in ownership or use of your personal information.

d. With Your Consent

We may share your personal information with third parties when we have your consent to do so.

5. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including countries where data protection laws may differ from those in your jurisdiction.

We ensure that appropriate safeguards are in place to protect your personal information in accordance with this Privacy Policy and applicable laws. For users in the EEA and the UK, we rely on standard contractual clauses or other approved mechanisms for transferring data to third countries.

6. Data Security

We take reasonable measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:

• Encryption: Data in transit is protected using Secure Sockets Layer (SSL)/Transport Layer Security (TLS) encryption. Data at rest is encrypted using industry-standard encryption protocols.
• Access Controls: We implement strict access controls to ensure that only authorized personnel can access your data.
• Security Practices: Regular security assessments, audits, and monitoring to detect and prevent potential vulnerabilities.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Account Information: Retained until your account is deleted or as required to provide you with Services.
• User Content: Recordings, transcriptions, and related data are retained to provide you with ongoing access unless you choose to delete them.
• Legal Obligations: We may retain certain information to comply with legal obligations, resolve disputes, or enforce our agreements.

8. Your Rights and Choices

a. Access and Correction

You have the right to access and update your personal information at any time by logging into your account settings.

b. Data Portability

You may request a copy of your personal data in a structured, commonly used, and machine-readable format.

c. Deletion

You can request the deletion of your personal information. We will comply with your request unless we are required to retain certain information for legal or legitimate business purposes.

d. Object and Restrict Processing

You may object to or request that we restrict the processing of your personal information under certain circumstances.

e. Withdraw Consent

If we process your personal information based on your consent, you have the right to withdraw that consent at any time.

f. Opt-Out of Marketing Communications

You can opt out of receiving promotional emails by following the unsubscribe instructions included in those emails or by adjusting your account settings.

g. Cookies and Tracking Technologies

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect the functionality of our Services.

h. Submit a Request

To exercise any of these rights, please contact us at support@vocalbrief.com. We may need to verify your identity before processing your request.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enhance User Experience: Remember your preferences and settings.
• Analytics and Performance: Collect information about how you interact with our Services to improve and optimize them.
• Marketing: Deliver personalized content and advertisements.

Managing Cookies

You can control cookies through your browser settings. For more information on how to manage cookies, visit your browser’s help documentation.

10. Children’s Privacy

Our Services are not intended for individuals under the age of 13 (or the age of majority in your jurisdiction). We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us at support@vocalbrief.com, and we will take steps to delete such information.

11. Third-Party Links and Services

Our Site may contain links to third-party websites or services that are not operated by us. This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons.

• Notification: We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the “Effective Date.”
• Review: You are advised to review this Privacy Policy periodically for any changes.
• Consent: Your continued use of our Services after any changes signifies your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: support@vocalbrief.com

We will respond to your inquiry within a reasonable timeframe.