Privacy Policy

Introduction

Vocova is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our AI-powered transcription service. Vocova is operated by NOWGIC LTD, a company registered in the United Kingdom.

Information we collect

We collect the following types of information to provide and improve our service:

• Account information: Email address for authentication and account management
• Transcription data: Audio files you upload and the resulting transcriptions are stored securely to enable saving, editing, exporting, and sharing
• Usage data: Basic analytics to improve our service (e.g., feature usage, error logs)
• Payment information: Processed securely through our payment provider (Stripe) — we do not store credit card details

AI processing

Our service uses AI to transcribe and process your audio content:

• Your audio files and text content are sent to AI providers for transcription and translation
• We do not use your content to train AI models
• AI-generated transcriptions are associated with your account for your convenience
• You can delete your transcriptions at any time

Data storage and security

We implement appropriate measures to protect your data:

• Encrypted cloud storage for all user data
• Industry-standard security protocols (HTTPS, encryption at rest)
• Secure data centers with reputable cloud providers
• Regular security reviews and updates

Data sharing

We do not sell your personal data. We may share information only in these limited circumstances:

• With your explicit consent
• With service providers who assist in operating our platform (e.g., cloud hosting, payment processing)
• When required by law or to protect our legal rights

Data retention

We retain your data for the following periods:

• Account data (email, preferences): Retained until you delete your account
• Audio files and transcriptions: Retained until you delete them or delete your account
• Analytics data: Anonymized usage data retained by our analytics provider in accordance with their retention policies. You can request deletion at any time
• Payment records: Retained for up to 7 years as required by UK tax and accounting regulations
• Verification codes (OTP): Automatically deleted after 15 minutes
• Login sessions: Your login session expires after 30 days of inactivity, requiring you to sign in again. This does not affect your transcriptions or account data

Legal basis for processing

Under GDPR Article 6, we process your data based on the following legal grounds:

• Performance of contract: Processing your audio files and providing transcription services (necessary to deliver the service you signed up for)
• Consent: Analytics cookies and optional tracking are only activated with your explicit consent
• Legitimate interest: Maintaining security, preventing fraud, and improving service reliability
• Legal obligation: Retaining payment records as required by UK financial regulations

Third-party data processors

We use the following categories of third-party service providers to operate our platform. All processors are bound by data processing agreements and process data only on our instructions:

• Speech recognition provider (US-based): Receives audio files for transcription. Audio is processed in real-time and not retained after processing is complete
• AI language processing provider (US-based): Receives text content for translation and text enhancement. Content is not used for model training
• Cloud storage provider (global CDN): Stores encrypted audio files and transcription data
• Payment processor — Stripe (US-based): Processes payment information. Subject to Stripe's own privacy policy
• Analytics provider — Mixpanel (US-based): Receives anonymized usage data only with your consent. IP addresses are not collected
• Advertising measurement — Google Ads (US-based): Measures ad campaign performance using Google Consent Mode. Tracking respects your cookie preferences
• Session and rate limiting provider (US-based): Manages authentication sessions. No personal content is stored

International data transfers

Some of our service providers are based in the United States. For transfers of personal data outside the UK and EEA, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, or the service provider's participation in recognized data protection frameworks, to ensure your data is protected to the same standard as under GDPR.

Cookies and tracking

We use essential cookies to support core functionality:

• Authentication and session management
• User preferences and settings

We use optional analytics cookies (Mixpanel) and advertising measurement cookies (Google Ads) to understand how our service is used and to measure advertising effectiveness. These are only activated with your explicit consent via the cookie banner. We implement Google Consent Mode v2, which ensures that tracking respects your cookie preferences. If you decline cookies, Google uses privacy-preserving modelling rather than individual tracking.

We do not use cookies for cross-site tracking or behavioural advertising.

Your rights

Under GDPR and applicable privacy laws, you have the right to:

• Access your personal data and transcription history
• Export your transcriptions in standard formats
• Delete your account and all associated data from your account settings
• Accept or decline analytics cookies at any time
• Opt out of non-essential communications

Contact

If you have any questions about this privacy policy or our privacy practices, please contact us at contact@vocova.app

Policy updates

We may update this privacy policy from time to time. Any significant changes will be notified via email or through a notice on our website.