1. Who We Are & What This Is

VOAISE SYSTEMS PRIVATE LIMITED ("Voaise," "we," "our," or "us") operates the Voaise platform — a web-based suite of AI-powered tools including transcription, dictation, text rewriting, grammar correction, fact-checking, collaborative workspaces, file conversion, and visual analysis (collectively, the "Service").

This Privacy Policy is our binding commitment to you — a plain-language account of exactly what data we touch, why we touch it, how long we keep it, and the full set of controls you hold over it. We are not in the business of collecting data for sport; every data point described below serves a clear, stated purpose. If we ever need something beyond that, we will ask you first — openly and explicitly — before collecting it.

By accessing or using the Service, you acknowledge that you have read and understood this Policy. If you do not agree, please discontinue use. We may revise this Policy at any time the Service evolves; see Section 14 for how we handle updates.

2. What We Collect — and Why

We collect the minimum information necessary to provide you with a working, secure account and a useful service. Nothing more.

2.1 Account & Identity

To create and maintain your account we collect your name and email address. That's it. These two pieces of information are what keep your account alive, allow you to sign in, and let us reach you when something important happens (see Section 3). If you authenticate via a third-party provider (e.g., "Sign in with Google"), we receive only what that provider passes to us — typically your name, email, and a unique identifier; we do not receive your password from that provider.

Optional profile fields (avatar, display name, organisation) are entirely voluntary and can be removed at any time.

2.2 Content You Submit

The Service exists to process content you give it. That content — audio recordings, uploaded files, text you type or paste — is used solely to produce the output you requested. Specifically:

• Audio (Transcribe / Dictate): Your audio is streamed or uploaded, converted to text, and then permanently discarded. We do not store raw audio on our servers. The resulting text is saved to your account History so you can access it later.
• Text (Rewrite / Corrections / Fact-Check): Text you submit for processing is passed to our AI infrastructure, a result is returned, and the exchange is saved to your History for your own future reference.
• Files (Converter): Uploaded files are processed and the source file is deleted immediately upon completion of conversion. We do not retain source files.
• Images (Vision): Images you submit for visual analysis are processed in-memory and deleted immediately after the result is generated. They are never stored.
• Collaborative Sessions: Transcriptions, edits, and notes within a shared workspace are visible to all members you have granted access to, and are stored in your account and organisation workspace until you or the organisation owner removes them.

2.3 Your Work History

Your past transcriptions, rewrites, corrections, fact-checks, and conversion outputs are saved to your account History. This record exists entirely for your convenience — so you can retrieve, search, edit, share, or delete your work at any time. You are in complete control: delete any individual item, or wipe the entire History, from your dashboard at any time.

2.4 Subscription & Payment

All payment processing is handled entirely by our certified payment gateway provider. When you pay for a subscription or top-up, your card details, bank information, and any other sensitive financial credentials are entered directly into the payment provider's secure interface — you can see their name and branding at the point of payment. We never see, receive, handle, or store your card number, CVV, or any raw payment credential.

What we do receive from the payment provider — after the transaction is complete — is:

• A tokenised, non-reversible reference ID for your subscription or payment method (used only to manage renewals and cancellations)
• Your subscription plan, tier, billing cycle, and renewal date
• Transaction amounts, currency, and status (success / failed)
• The billing name and email you provided at checkout

These records are kept for 7 years for tax and financial compliance purposes (see Section 9). For everything else, your payment provider's own privacy policy governs how your financial data is handled on their end.

2.5 Usage Quota & Plan Data

We track how much of your plan allowance you have used (e.g., transcription minutes consumed, remaining balance) so we can enforce your plan limits, display accurate usage on your dashboard, and notify you when you're approaching a quota threshold.

2.6 Third-Party Integrations (Opt-In Only)

The Integrations section of your dashboard lets you optionally connect external services to enhance your workflow. Every integration is strictly opt-in, uses your own OAuth authorisation grant, and can be revoked at any time. We access only the precise scope of data needed to fulfil the specific action you request — nothing broader. We do not persist or share integration data beyond that purpose.

2.7 Collaborative Organisations

If you create or join a Voaise Organisation, we store the organisation name, member list, roles, and the shared session content that members contribute. Organisation owners and admins manage access; all members of a session can view its content.

2.8 Technical & Diagnostic Data (Anonymised)

To keep the Service stable and performant, we collect the following — and where feasible, we anonymise or aggregate it before it is ever stored:

• IP address (truncated / hashed for analytics; full IP retained in security logs for a maximum of 90 days)
• Browser type and version, operating system, screen resolution
• Session start / end timestamps and page navigation patterns (aggregated, not linked to individual users for analytics purposes)
• Feature interaction events — which tools are used and at what frequency — collected in aggregate, not tied to your identity
• Error logs and crash traces (scrubbed of any content you submitted before they are logged)

Any data collected for analytics and improvement is rendered anonymous before use. We do not profile individual users based on their behaviour.

2.9 Support Communications

If you reach out to us for help, we retain the content of your messages and your contact information solely to resolve your enquiry. Support threads are not used for any other purpose.

3. How We Use Your Information

We use data for one overarching reason: to provide and improve the Service you signed up for. Broken down specifically:

• Authenticate your account and keep it secure and active
• Deliver the output of every tool you use (transcription, rewrite, fact-check, conversion, etc.)
• Manage your subscription plan, usage entitlements, and billing cycle
• Send you essential service communications — billing receipts, quota alerts, security notices, and significant product changes. We do not send unsolicited marketing without your explicit opt-in.
• Detect, investigate, and prevent fraud, abuse, and security incidents that could harm you or others
• Analyse anonymised, aggregated usage patterns to identify what to fix and what to build next
• Comply with applicable legal and regulatory obligations

We do not use your data for advertising. We do not build profiles for sale. We do not monetise your content in any form.

4. AI & Machine Learning — What Happens to Your Content

This is arguably the most important section for a platform like ours. We want to be unambiguous:

• Your content is not used to train AI models — period. The content you submit (audio, text, files, images) is processed by AI infrastructure providers who are contractually bound by data-processing agreements that prohibit using your data to train, fine-tune, or improve their own models. This prohibition applies by default, to all users, without exception, unless a user explicitly and independently chooses to opt into a future programme that is clearly labelled as such — and such a programme would only ever be activated with your informed, affirmative consent.
• AI infrastructure providers receive only the minimum payload necessary to generate your requested output. They apply short, purpose-limited retention windows solely for abuse detection and safety monitoring — not for commercial or product improvement purposes.
• We do not name specific AI infrastructure providers in this Policy because the landscape evolves and we do not want this document to become inaccurate or create false assumptions about which model processed your data at any given time. What we can and do commit to is that every provider we use is bound by a data-processing agreement that is consistent with the commitments in this Policy. Our Data Processing Agreement provides the framework.
• AI-generated outputs — transcriptions, rewrites, fact-check results, and all other outputs — may be inaccurate. Voaise does not guarantee the correctness, completeness, or fitness for purpose of any AI-generated output. You are responsible for reviewing results before acting on them, particularly in professional, medical, legal, or financial contexts.

4.1 Three Distinct Data Paths

To be completely clear about how different types of data are handled, we distinguish three separate paths:

• Private corrections: When you correct a transcription, those corrections improve your personal transcription experience through scoped context and preferences. They are never shared with other users or used to train models.
• Aggregated operational metrics: We collect anonymised, aggregated usage patterns to monitor quality and identify what to fix. This data does not expose your content.
• Explicitly consented Voice Archive contributions: Users may choose to contribute voice samples to the Voice Archive programme under explicit, informed consent. These contributions are stored separately, have defined storage, access, withdrawal, and usage rights, and are used only for language-data improvement. This is the only path where user-provided data may be used for model improvement — and only with your affirmative consent.

5. Who We Share Your Data With

We share personal data with third parties only to the extent required to operate the Service. We do not sell it, broker it, or license it. The categories of recipients are:

• AI infrastructure providers: The minimum content required to process your request is transmitted, processed, and returned. All providers operate under data-processing agreements consistent with this Policy (see Section 4).
• Cloud infrastructure providers: Our secure, enterprise-grade cloud database and file-storage infrastructure that hosts your account data and work history. These providers operate as data processors under our instruction and are contractually prohibited from using your data for their own purposes.
• Payment gateway provider: Transaction metadata only (see Section 2.4). Your raw payment credentials go directly to the payment provider — never through us.
• Third-party integrations you authorise: Data is exchanged with providers only for integrations you explicitly enable via the Integrations screen, per their own privacy policies and the specific OAuth scope you grant.
• Organisation collaborators: Content in a shared Collaborative session is visible to members of that organisation with the appropriate access level.
• Legal and governmental authorities: We will disclose data when compelled by a valid, lawful order under applicable law (e.g., India's IT Act, GDPR requests from EU supervisory authorities, or equivalent). We will notify you to the extent permitted by law when such a request is received.
• Successor entities in a business transfer: In the event of a merger, acquisition, or sale, data may transfer to the successor entity. You will be notified in advance with a meaningful opportunity to delete your account before any transfer is finalised.

We do not share your personal data with advertisers, data brokers, analytics resellers, or any entity that would use it for purposes unrelated to providing you the Service.

6. How Our Team Accesses Your Data

6.1 Support & Security Access

Authorised Voaise personnel may access your account data on a strict need-to-know basis to investigate a reported bug, resolve a support request, or respond to a security incident. This access is role-gated, logged, and must be tied to a specific ticket or incident identifier — it is never general or routine. We do not browse user content for curiosity or product research.

6.2 Aggregate Product Analytics

We analyse anonymised, aggregated statistics — for example, overall feature adoption rates, error frequencies, or median session durations — to make informed product decisions. These statistics are computed at the population level and are never extracted from or linked back to the content of any individual's submissions.

6.3 Future Purposes

We will not use your identifiable personal data for purposes materially different from those described in this Policy without updating this Policy first and, where required by applicable law, obtaining your explicit consent.

7. Security

We take security seriously and implement industry-standard controls across every layer of the stack:

• All data in transit protected by TLS 1.2+ encryption
• Data at rest encrypted using AES-256 encryption
• Secure, short-lived authentication tokens with automatic expiry and refresh
• OAuth integration tokens and third-party credentials encrypted at rest using envelope encryption — a compromised key for one account cannot expose another
• Database-level access controls that enforce strict per-account data isolation — your data is inaccessible through another user's session
• Rate limiting and abuse-detection controls at the account and IP level
• Automated security regression checks on every deployment
• Periodic third-party security audits and vulnerability assessments

Important limitation: No system connected to the public internet can guarantee absolute security. Despite our controls, events may occur that are beyond our reasonable ability to prevent — including but not limited to zero-day vulnerabilities, sophisticated nation-state attacks, or failures within third-party cloud infrastructure that we utilise but do not control. Voaise's liability in such circumstances is limited to the extent permitted by applicable law and our Terms of Service. In the event of a confirmed breach that materially affects your personal data, we will notify you without undue delay in accordance with applicable law.

See our Security page for a more detailed technical overview.

8. Cloud Infrastructure & Limits of Our Control

Voaise, like virtually every modern software platform, operates on third-party cloud infrastructure — managed databases, object storage, content delivery networks, and serverless compute layers. This infrastructure is provided by enterprise-grade, compliance-certified vendors under contractual obligations consistent with this Policy. However, there are realities we must be transparent about:

• Infrastructure providers may experience outages, data-centre incidents, or region-level failures that are outside Voaise's direct control. We maintain backups and failover configurations but cannot guarantee zero data loss in the event of a catastrophic infrastructure failure.
• We apply commercially reasonable measures to select vendors with strong security track records, SOC 2 or equivalent certifications, and appropriate contractual safeguards. But we are not the operator of that physical infrastructure and cannot assume unlimited liability for incidents that originate there.
• Cross-border data transfer: depending on which AI, search, or processing component handles a given request, your data may be processed in secure data centres located in India, the United States, or the European Union. By using the Service, you consent to this processing. We take appropriate legal and technical safeguards (including Standard Contractual Clauses where applicable) to protect cross-border transfers.

In plain terms: we do everything within our power to protect your data. Where events occur that are genuinely beyond our control — force majeure events, cascading failures in shared infrastructure, or acts of third parties — our liability is limited as set out in our Terms of Service.

9. How Long We Keep Your Data

• Account data (name, email, settings): Retained for the lifetime of your account. Upon deletion, subject to the grace period below.
• Work history (transcriptions, rewrites, corrections, fact-checks): Retained until you delete individual items or your account.
• Raw audio: Deleted immediately upon completion of transcription — never stored.
• Converter source files: Deleted immediately upon completion of conversion — never stored.
• Vision images: Processed in-memory and deleted immediately — never stored.
• Collaborative session content: Retained within the organisation workspace until deleted by the owner or until the organisation account is closed.
• Payment & transaction records: Retained for 7 years in compliance with financial and tax regulations, even after account deletion.
• Security & server logs: Retained for 90 days for debugging and incident response, then permanently deleted.

9.1 Account Deletion — 30-Day Grace Period

When you request account deletion, your session is immediately and globally terminated and your account is deactivated. All personal data is preserved for 30 days — a grace period during which you may reactivate your account by signing back in. After those 30 days, your data is permanently and irreversibly purged from our systems, with the exceptions noted above (payment records, legal holds).

9.2 Legal Holds

Where we receive a valid legal or governmental order (e.g., under India's IT Act, Section 91, or equivalent international law) prior to the conclusion of a deletion cycle, purging of the specific data subject to the order is suspended for the duration lawfully required.

10. Cookies & Browser Storage

We use cookies and browser storage technologies only for operational necessity:

• Essential session cookies: Authentication tokens and CSRF protection — without these, the Service cannot function. These are set on login and expire on logout or after a defined inactivity period.
• Local preference storage: Your in-app preferences (theme, last-used language, UI state) are stored in your browser's local storage — they never leave your device.
• Anonymised analytics: Where applicable, we use privacy-preserving analytics that do not fingerprint individual users, do not use third-party advertising networks, and produce only aggregate statistics.

We do not set advertising cookies, install third-party tracking pixels, or participate in cross-site behavioural tracking. You may manage or clear cookies through your browser settings at any time; note that clearing essential cookies will sign you out.

11. Your Rights & Controls

Under the Digital Personal Data Protection Act, 2023 (India), the General Data Protection Regulation (EU/EEA users), and equivalent international frameworks, you hold the following rights — all of which you can exercise directly from your account or by contacting us:

• Access: Request a summary of the personal data we hold about you
• Correction: Update inaccurate or incomplete information via Profile & Settings at any time
• Deletion: Delete individual history items, revoke integrations, or delete your entire account from Settings. The 30-day grace period applies (Section 9.1). You can also submit a deletion request without signing in — see our dedicated Account & Data Deletion Request page.
• Portability: Request a structured export of your account data (transcription history, profile, settings) in a machine-readable format
• Withdrawal of consent: Revoke any third-party integration or opt-out of any optional feature at any time — no penalty, no friction
• Objection / Restriction: Object to or request restriction of specific processing activities where permitted by law
• Grievance redressal: Raise a formal complaint with our Grievance Officer (Section 13)
• Supervisory authority complaint (EU/EEA): If you are in the EU or EEA and believe our processing does not comply with GDPR, you may lodge a complaint with your local Data Protection Authority

We will respond to rights requests within 30 days as required under applicable law. Where a request is complex or voluminous, we may extend this by up to a further 30 days, with notice to you.

12. Children's Privacy

The Service is not directed at or designed for individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe a person under 18 has created an account or submitted data through our Service, please notify us at privacy@voaise.com and we will investigate and delete any such data without delay.

13. Contact & Grievance Officer

For any privacy enquiry, data subject request, data export, or formal grievance:

Email: privacy@voaise.com
Address: Noida, UP, India.
Response time: Within 30 days as required under the Digital Personal Data Protection Act, 2023

We take every privacy communication seriously. Whether you have a concern, a request, or simply a question — reach out. We would rather hear from you than have you wonder.

14. Changes to This Policy

We may revise this Privacy Policy at any time as the Service evolves, as legal requirements change, or as we improve our practices. The "Last Updated" date at the top of this page always reflects the most current version.

For material changes — changes that meaningfully affect how we collect, use, or share your personal data — we will notify you by email and via a prominent in-app notice at least 30 days before the change takes effect. You will have the opportunity to review the updated Policy. If you continue to use the Service after the effective date of a material change, that continued use constitutes your acceptance of the revised Policy. If you do not agree with a material change, you may delete your account before it takes effect.

For minor, non-material updates (typo corrections, clarifications that do not alter your rights or our obligations), we will update this page with a new "Last Updated" date without advance notice.