Privacy Policy

1. Introduction

Voxly ("we," "us," "our") operates the transcription service at voxly.online. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By using Voxly, you consent to the practices described in this policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name
• Email address
• Profile photo (if signing in with Google)
• Authentication credentials (hashed, never stored in plain text)

2.2 User Content

When you use the Service, we process:

• Audio and video files you upload for transcription
• Transcription output generated by the Service

2.3 Automatically Collected Information

• IP address
• Browser type and version
• Device information
• Usage data (pages visited, features used, timestamps)
• Cookies and similar tracking technologies

3. How We Use Your Information

• Service delivery: Process your uploads and generate transcriptions
• Account management: Create and maintain your account, authenticate sessions
• Communication: Send service-related notifications (password resets, security alerts)
• Improvement: Analyze usage patterns to improve the Service (aggregated, anonymized data only)
• Legal compliance: Comply with legal obligations, enforce our Terms of Service

We do not use your uploaded audio, video, or transcription content to train AI models or for advertising purposes.

4. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), our legal bases for processing are:

• Contract performance: Processing your uploads to deliver the transcription service
• Consent: Where you have given explicit consent (e.g., marketing communications)
• Legitimate interest: Analytics to improve the Service, security monitoring
• Legal obligation: Compliance with applicable laws

5. Third-Party Service Providers

We use the following third-party services to operate Voxly:

These providers process data on our behalf under data processing agreements. We do not sell your personal information to any third party.

6. Data Retention

• Account data: Retained while your account is active, deleted within 30 days of account deletion request
• Uploaded files: Temporarily stored during processing, automatically purged within 24 hours of transcription completion
• Transcripts: Stored in your account until you delete them or close your account
• Usage logs: Retained for up to 90 days for security and operational purposes

7. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2+), encryption at rest, access controls, and regular security reviews. However, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

8. International Data Transfers

Your data may be transferred to and processed in the United States or other countries where our service providers operate. If you are in the EEA, UK, or Switzerland, we ensure adequate safeguards for cross-border transfers through Standard Contractual Clauses (SCCs) or equivalent mechanisms.

9. Your Rights

9.1 GDPR Rights (EEA Residents)

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Restrict processing under certain conditions
• Objection: Object to processing based on legitimate interest

9.2 CCPA Rights (California Residents)

• Right to know: What personal information we collect, use, and disclose
• Right to delete: Request deletion of your personal information
• Right to opt-out: We do not sell personal information
• Non-discrimination: Equal service regardless of exercising your rights

To exercise any of these rights, contact us at privacy@voxly.online. We will respond within 30 days.

10. Sensitive Content Disclaimer

Audio and video recordings may contain sensitive information, including personal identifiers, health information, financial details, or legally privileged communications. Voxly is not a HIPAA-covered entity or Business Associate. Do not use the Service for content requiring HIPAA compliance unless you have independently assessed and accepted the associated risks. You are solely responsible for the content you upload.

11. Children's Privacy

The Service is not intended for users under 13 years of age (or 16 in the EEA). We do not knowingly collect personal information from children. If we learn that we have collected data from a child under the applicable age, we will delete it promptly. If you believe a child has provided us with personal information, please contact us.

12. Cookies

We use essential cookies for authentication and session management. We may use analytics cookies to understand how the Service is used. You can control cookie preferences through your browser settings. Blocking essential cookies may prevent the Service from functioning properly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance.

14. Contact Us

For privacy-related inquiries, data requests, or complaints, contact us at: