Privacy Policy for VoiceWeave

PRIVACY NOTICE

Last updated June 3, 2025

This Privacy Notice for VoiceWeave ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

- Visit our website
- Use our AI-powered interview platform
- Participate in recorded conversations
- Share access with family members

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. This includes audio recordings, transcripts, and voice data from interviews. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? We process audio recordings and voice data, which may be considered sensitive in certain jurisdictions. We handle this data with appropriate security measures and only for the purpose of providing our interview analysis services.

Do we collect any information from third parties? We may collect information from public databases, marketing partners, social media platforms, and other outside sources. Learn more about information collected from other sources.

How do we process your information? We process your information to provide AI-powered interview analysis, generate transcripts and summaries, enable family sharing, communicate with you, for security and fraud prevention, and to comply with law. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties, including service providers who help us operate our platform. Learn more about when and with whom we share your personal information.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information, including the right to delete audio recordings. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us at [email protected]. We will consider and act upon any request in accordance with applicable data protection laws.

TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
2. HOW DO WE PROCESS YOUR INFORMATION?
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
5. HOW DO WE HANDLE YOUR SOCIAL LOGINS?
6. AUDIO RECORDINGS AND VOICE DATA
7. ARTIFICIAL INTELLIGENCE AND AUTOMATED PROCESSING
8. FAMILY SHARING AND ACCESS CONTROLS
9. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?
10. HOW LONG DO WE KEEP YOUR INFORMATION?
11. DATA SECURITY
12. DO WE COLLECT INFORMATION FROM MINORS?
13. WHAT ARE YOUR PRIVACY RIGHTS?
14. CONTROLS FOR DO-NOT-TRACK FEATURES
15. DO WE MAKE UPDATES TO THIS NOTICE?
16. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
17. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
- Names
- Email addresses
- Phone numbers
- Audio recordings from interviews
- Voice data and speech patterns
- Payment information (processed by our payment provider)
- Information about family members you invite to share access

Sensitive Information. We process sensitive information including audio recordings and voice data when necessary to provide our interview analysis services. By using our Services, you consent to our collection and use of such information for the purposes described in this Privacy Notice.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide AI-powered interview analysis, generate transcripts and summaries, enable family sharing, communicate with you, for security and fraud prevention, and to comply with law.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

- To provide and maintain our Services including conducting automated interviews, generating transcripts, and creating summaries
- To process audio recordings using AI to analyze conversations, extract key quotes, and identify themes
- To enable family sharing by allowing invited family members to access interview content based on permission levels you set
- To facilitate account creation and authentication including through social login options
- To send administrative information such as updates about our Services and changes to our terms and policies
- To enable user-to-user communications through our family sharing features
- To fulfill and manage orders including payment processing for premium features
- To improve our Services through analytics and user feedback

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

Service Providers

We may employ third party companies and individuals to facilitate our Service ("Service Providers"), provide Service on our behalf, perform Service-related services or assist us in analyzing how our Service is used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Our Service Providers include:

Call Processing and Voice Services
- Vapi: Provides AI-powered voice interaction and call processing services. For more information about Vapi's privacy practices, please visit: https://vapi.ai/privacy

Analytics
- PostHog: For product analytics and user behavior analysis. For more information about PostHog, please visit their Privacy Policy: https://posthog.com/privacy

Payments
- Stripe: For secure payment processing. Their Privacy Policy can be viewed at: https://stripe.com/us/privacy

Database and Authentication
- Supabase: For database services and user authentication. For more information, visit: https://supabase.com/privacy

Other sharing situations:
- Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- Family Members: When you invite family members to access interview content, we share relevant interview data based on the permission levels you assign.

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences).

5. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google account). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, and profile picture.

We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services.

6. AUDIO RECORDINGS AND VOICE DATA

In Short: We collect, process, and analyze audio recordings to provide our core interview analysis services.

What audio data we collect:
- Voice recordings of interview conversations
- Transcripts generated from these recordings
- Voice patterns and speech characteristics necessary for transcription accuracy

How we use audio data:
- Generate accurate transcripts of conversations
- Create summaries and analysis of interview content
- Extract key quotes and insights
- Identify conversation themes and patterns
- Provide searchable interview archives

Consent for recording:
By scheduling and participating in interviews through our Service, you provide explicit consent for the recording of these conversations. You understand that:
- All interview calls will be recorded
- Recordings will be processed using AI for analysis
- You may withdraw consent at any time, though this may limit our ability to provide the service
- You can request deletion of specific recordings

Storage and security:
Audio recordings are encrypted and stored securely. Access is limited to authorized systems and personnel necessary to provide our services.

7. ARTIFICIAL INTELLIGENCE AND AUTOMATED PROCESSING

In Short: We use AI to transcribe recordings and generate insights from your interviews.

We use artificial intelligence and automated systems to:
- Transcribe audio recordings into text
- Generate summaries of interview content
- Extract key quotes and themes from conversations
- Analyze conversation patterns and topics
- Provide insights and analysis from interview data

Accuracy and limitations:
While our AI systems are designed to be accurate, automated transcription and analysis may contain errors. We recommend reviewing generated content for accuracy. No human review of your recordings occurs unless you specifically request support assistance.

8. FAMILY SHARING AND ACCESS CONTROLS

In Short: You can invite family members to access interview content with specific permission levels.

Our service allows you to invite family members to access interview content with different permission levels:

- Viewer: Can view interviews, transcripts, and summaries
- Editor: Can schedule interviews, view content, and manage scheduling
- Owner: Full access including ability to invite others and manage all settings

What we collect for invitations:
When you invite family members, we collect:
- Their email addresses for sending invitations
- Their names for identification purposes
- Access level preferences you set

Invitation process:
Invited users must accept invitations to gain access. They will create their own accounts and agree to this Privacy Notice. You can revoke access at any time through your account settings.

9. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the USA. If you are accessing our Services from outside the USA, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information, in the USA and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

10. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

General retention:
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law.

Audio recordings and transcripts:
- We retain audio recordings and transcripts for as long as your account is active
- After account deletion, audio data is retained for 30 days to allow for data recovery
- You may request immediate deletion of specific recordings at any time
- Anonymized analytics data may be retained longer for service improvement

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

11. DATA SECURITY

In Short: We implement appropriate technical and organizational measures to protect your personal information.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure.

Security measures include:
- Encryption of audio files and transcripts in transit and at rest
- Secure data transmission protocols
- Access controls and multi-factor authentication
- Regular security assessments and monitoring
- Secure API endpoints and database protections
- Employee training on data protection

12. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at [email protected].

13. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time, and you have specific rights regarding your audio recordings.

Withdrawing your consent:
If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. This includes consent for audio recording and processing. You can withdraw your consent at any time by contacting us using the contact details provided below.

Account Information:
If you would at any time like to review or change the information in your account or terminate your account, you can:
- Log into your account settings and update your user account
- Contact us using the contact information provided below

Specific rights for audio data:
- Request deletion of specific audio recordings
- Download copies of your transcripts and summaries
- Request information about how your audio data has been processed
- Object to certain types of processing

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

14. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

15. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

16. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact us by:

Email: [email protected]

For data protection matters specifically, you may contact us at the same email address with "Data Protection" in the subject line.

17. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information.

To request to review, update, or delete your personal information, including audio recordings, please contact us at [email protected] with "Data Request" in the subject line. We will respond to your request within 30 days and may need to verify your identity before processing your request.

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This Privacy Notice was last updated on June 3, 2025. We reserve the right to update this notice at any time to reflect changes in our practices or applicable law.