Privacy Policy

Last updated: April 29, 2026

1. Who we are

VoxDocs (accessible at https://voxdocs.net) is an AI-powered audio transcription and document export service. For any questions about your personal data, contact us at contact@voxdocs.net.

2. Data we collect

2.1 Account data

• Email address: used for authentication and service communications
• Name (optional): if provided during account creation
• Password: stored as a bcrypt hash, never in plain text
• Authentication method: email/password, Google Sign-In, or Apple Sign-In

2.2 Recording and transcription data

• Audio files: recordings you submit for transcription
• Transcription text: text generated from your recordings
• AI summaries: decisions, actions and key points extracted from your meetings
• Metadata: recording title, date, language, duration, status

2.3 Technical data

• IP address (hashed for abuse prevention, not stored in plain text)
• Session identifier (cookie or localStorage)
• Device type and browser (for compatibility)

2.4 Payment data

Payment data is processed exclusively by Stripe. VoxDocs does not store any card data. Only a Stripe customer identifier and subscription status are stored in our database.

3. How we use your data

Purpose	Legal basis (GDPR)
Providing the transcription and export service	Performance of contract (Art. 6.1.b)
Account authentication and security	Performance of contract (Art. 6.1.b)
Subscription and billing management	Performance of contract (Art. 6.1.b)
Fraud prevention and abuse detection	Legitimate interests (Art. 6.1.f)
Service improvement (aggregated, anonymized data)	Legitimate interests (Art. 6.1.f)
Transactional communications (service emails)	Performance of contract (Art. 6.1.b)
Analytics (with cookie consent)	Consent (Art. 6.1.a)

4. Data retention

Data type	Retention period
Audio files	Retained until manually deleted by the user, or account deletion. Automatically deleted after 12 months of account inactivity.
Transcriptions and summaries	Retained until manually deleted or account deletion.
Account data	Retained for the lifetime of the account, then 30 days after account deletion.
Billing data	10 years (legal accounting obligation).
Technical logs	30 rolling days.

5. Data location and international transfers

VoxDocs is transparent about data location. Here is where your data is processed:

Sub-processor	Role	Location	Safeguards
Render	Application hosting	United States	EU Standard Contractual Clauses (SCC)
Neon (PostgreSQL)	Database (accounts, transcriptions)	United States	EU Standard Contractual Clauses (SCC)
OpenAI	Audio transcription (Whisper API)	United States	EU Standard Contractual Clauses (SCC); OpenAI commits not to use API data to train models
Stripe	Payment processing	United States / Europe	PCI-DSS certified; adequacy decision for certain Stripe Europe entities

6. Sub-processors and data sharing

VoxDocs never sells your data to third parties. We share your data only with the sub-processors listed above, strictly for the purpose of providing the service. No sharing for third-party advertising purposes is performed.

7. Cookies and trackers

Strictly necessary cookies

• Session JWT (localStorage): maintains your login. Duration: 30 days.
• Language preference (localStorage): remembers your FR/EN choice.
• Cookie consent (localStorage): stores your choice on this banner.

These cookies are essential for the service to function. They do not require consent.

Analytics cookies (with consent)

• Meta Pixel (Facebook): measures the effectiveness of our advertising campaigns. Enabled only with your consent.

You can withdraw your consent at any time by clicking "Cookie Settings" in the footer.

8. Your rights

Under GDPR (Articles 15–20), you have the following rights:

• Right of access: obtain a copy of your personal data
• Right to rectification: correct inaccurate or incomplete data
• Right to erasure: request deletion of your data ("right to be forgotten")
• Right to data portability: receive your data in a structured, machine-readable format
• Right to object: object to certain processing based on legitimate interests
• Right to restriction: request restriction of processing of your data

To exercise these rights, contact us at contact@voxdocs.net. We respond within 30 days maximum.

You also have the right to lodge a complaint with your local data protection authority (e.g. ICO in the UK, CNIL in France, or your national supervisory authority).

9. Deleting your account and data

To delete your account and all associated data:

• Send an email to contact@voxdocs.net with the subject "Account deletion"
• Include the email address associated with your account

Your account and data (audio recordings, transcriptions, account information) will be deleted within 7 business days. Billing data is retained for 10 years in accordance with legal obligations.

10. Data security

VoxDocs implements the following technical measures to protect your data:

• Encrypted communications via HTTPS/TLS
• Passwords stored with bcrypt hashing
• Database access restricted to authorized services
• JWT authentication with expiry (30 days)
• Data isolation per user (each user can only access their own data)

11. Changes to this policy

VoxDocs may update this privacy policy. In the event of a material change, you will be notified by email. Continued use of the service after notification constitutes acceptance of the new policy.

12. Contact

For any questions about your personal data or this policy:

Email: contact@voxdocs.net
Suggested subject: "Personal data" or "Privacy"