Last Updated: November 8, 2025
Effective Date: November 8, 2025
This Privacy Policy explains how VoiceDeck (“we,” “us,” or “our”) collects, uses, shares, and protects your personal information when you use our audio project management platform and services (the “Service”).
Account Information: - Name - Email address - Password (encrypted) - Organization name - Phone number (optional) - Billing address - Payment information (processed by Stripe; we don’t store full card details)
Profile Information: - Profile photo (optional) - Job title (optional) - Contact preferences - Notification settings
Project Content: - Audio files you upload - Project names and descriptions - File metadata (names, sizes, formats) - Feedback and comments you create - Version notes
Client Reviewer Information: - Names (if provided by clients) - Email addresses (if voluntarily provided) - Feedback and comments from clients - Timestamps of reviews and approvals
Communications: - Support requests and correspondence - Feedback and survey responses - Messages sent through the platform
Usage Information: - Pages viewed and features used - Time spent on pages - Click patterns and navigation paths - Projects created and files uploaded - AI features used and credit consumption - Team member activities
Device and Browser Information: - IP address - Browser type and version - Operating system - Device type (desktop, mobile, tablet) - Screen resolution - Referring website
Cookies and Tracking: - Session cookies (required for service functionality) - Analytics cookies (with your consent where required) - Preference cookies (remember your settings)
Audio File Metadata: - File format, duration, bitrate, sample rate - File creation and upload timestamps - Audio characteristics analyzed by AI Quality Checker
We share information with trusted third-party service providers who help us operate the Service:
Cloud Storage: Cloudflare R2 - Purpose: Store audio files and data - Data shared: All uploaded files and metadata - Location: Global edge network
Payment Processing: Stripe - Purpose: Process subscription payments - Data shared: Name, email, billing address, payment method - Privacy policy: stripe.com/privacy
AI Processing: Google Gemini, OpenAI (as applicable) - Purpose: AI-powered quality analysis and transcription - Data shared: Audio files, metadata, transcripts - Privacy policies: Available from respective providers
Email Service: SendGrid or Postmark - Purpose: Send transactional and notification emails - Data shared: Email addresses, names, notification content - Privacy policies: Available from respective providers
Analytics: Google Analytics (if used) - Purpose: Understand service usage and improve features - Data shared: Anonymized usage data - Privacy policy: google.com/policies/privacy
When you add team members to your organization: - They can access projects based on permissions you assign - They can see project content, files, and feedback - Admins can see team member lists and activity
When you share projects via magic links: - Clients can access shared projects - Clients can see project content you’ve shared - Clients cannot access your account or other projects
We may disclose information if required by law or in good faith belief that such action is necessary to: - Comply with legal obligations or court orders - Protect and defend our rights or property - Prevent fraud or security issues - Protect personal safety of users or the public
In the event of a merger, acquisition, sale, or bankruptcy, your information may be transferred to the acquiring entity. We will notify you of any such change and your choices regarding your information.
We may share aggregated, de-identified data that cannot reasonably be used to identify you: - Usage statistics and trends - Industry benchmarks - Product improvement insights
Active Accounts: - We retain your data while your account is active - Audio files and projects remain until you delete them - AI analysis results are cached for efficiency
Cancelled Accounts: - After cancellation, you have 30 days to download your data - We delete account data within 30 days of cancellation - Backup copies may persist up to 90 days, then are permanently deleted
Legal Requirements: - We may retain information longer if required by law - Financial records retained per legal requirements (typically 7 years)
We implement industry-standard security measures:
Encryption: - HTTPS/TLS for all data in transit (256-bit SSL) - Encryption at rest for stored files and data - Encrypted password storage (bcrypt hashing)
Access Controls: - Role-based permissions - Authentication required for all actions - Magic links with unique tokens - Optional password protection for shared links
Infrastructure Security: - Regular security updates - Firewall protection - DDoS protection via Cloudflare - Rate limiting to prevent abuse - Regular backups
Monitoring: - Continuous monitoring for security threats - Automated alerts for suspicious activity - Regular security audits
Limitations: - No system is completely secure - You are responsible for your account credentials - We cannot guarantee absolute security
Access: You can access your account information anytime through your account settings.
Update: You can update your profile, organization, and settings at any time.
Export: You can download your audio files and project data.
Delete: You can delete your account through settings or by contacting support.
Upload: You control what audio files you upload.
Share: You control who can access your projects via magic links.
Delete: You can delete files, projects, and content at any time.
Download: You can download your content before deleting or after cancellation (30-day window).
Transactional Emails: Required for service functionality (cannot opt out).
Marketing Emails: You can opt out at any time via: - Unsubscribe link in emails - Account settings - Contacting support@voicedeck.io
Notifications: You can manage notification preferences in account settings.
Essential Cookies: Required for service functionality (cannot be disabled).
Analytics Cookies: You can disable through browser settings or opt-out tools.
Browser Controls: Most browsers allow you to manage cookies through settings.
If you’re in the EU/EEA, you have additional rights under GDPR:
Right to Access: Request a copy of your personal data.
Right to Rectification: Correct inaccurate personal data.
Right to Erasure: Request deletion of your personal data (“right to be forgotten”).
Right to Restrict Processing: Limit how we use your data.
Right to Data Portability: Receive your data in a machine-readable format.
Right to Object: Object to processing of your personal data.
Right to Withdraw Consent: Withdraw consent at any time (doesn’t affect prior processing).
Right to Complain: File a complaint with your data protection authority.
To exercise these rights, contact us at privacy@voicedeck.io.
If you’re a California resident, you have rights under CCPA:
Right to Know: What personal information we collect, use, and share.
Right to Delete: Request deletion of your personal information.
Right to Opt-Out: Opt out of “sale” of personal information (we don’t sell personal information).
Right to Non-Discrimination: We won’t discriminate for exercising your rights.
To exercise these rights, contact us at privacy@voicedeck.io.
VoiceDeck is not intended for users under 18 years old. We do not knowingly collect personal information from children under 18. If we learn we’ve collected information from a child under 18, we will delete it promptly.
If you believe a child has provided us with personal information, contact us at privacy@voicedeck.io.
VoiceDeck operates globally, and your information may be transferred to and processed in countries other than your own. These countries may have different data protection laws.
We implement appropriate safeguards for international transfers: - Standard contractual clauses - Adequacy decisions where applicable - Consent when required
The Service may contain links to third-party websites or services not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
AI Quality Checker: - Analyzes audio files for technical issues - Processes audio through third-party AI models (Google Gemini) - Generates transcripts for analysis purposes - Caches results to improve performance and reduce costs
Future AI Features (Post-MVP): - Client preference learning - Pattern recognition - Feedback categorization - Consistency checking across files
What AI Processes: - Audio waveforms and characteristics - File metadata and properties - Transcripts (when generated) - Quality analysis results
AI Model Training: - Your audio files are NOT used to train third-party AI models - We use AI models through APIs with data processing agreements - Analysis results may be cached for performance - Aggregated, anonymized data may improve our algorithms
VoiceDeck is designed for business use (agencies managing client projects). This means:
Business Relationships: - You (agency) are our customer - Your clients are not our customers (they access via magic links) - You control what you share with clients
Client Data: - Client reviewers may provide names and emails voluntarily - This information is part of your project data - You are responsible for compliance with privacy laws regarding client data
Team Members: - Team members you add have access based on your permissions - You are responsible for managing team member access - Team member actions are attributed to your organization
We may update this Privacy Policy from time to time. When we make changes:
Notice: - We’ll post the updated policy with a new “Last Updated” date - Material changes will be communicated via email - In-app notifications may be used
Effective Date: - Changes take effect on the date specified - Continued use after changes constitutes acceptance
Review: - We encourage you to review this policy periodically - Material changes will be highlighted for 30 days
For questions, concerns, or requests regarding this Privacy Policy or your personal information:
General Inquiries: Email: privacy@voicedeck.io
Support: Email: support@voicedeck.io
Data Subject Requests: Email: privacy@voicedeck.io (include “Data Subject Request” in subject)
Mailing Address: VoiceDeck
[Address To Be Determined]
Response Time: We aim to respond to privacy requests within 30 days.
For EU/EEA users or GDPR-related inquiries: Email: dpo@voicedeck.io
If you’re in the EU/EEA and have concerns about our data practices, you have the right to lodge a complaint with your local data protection authority.
What We Collect: - Account info, audio files, usage data
Why We Collect It: - Provide the service, improve features, communicate with you
How We Protect It: - Encryption, access controls, security monitoring
Your Control: - Access, update, delete your data anytime
Third Parties: - Service providers (storage, payment, AI) with data protection agreements
Your Rights: - GDPR and CCPA rights honored
Children: - Not intended for users under 18
Questions: - Contact privacy@voicedeck.io
By using VoiceDeck, you acknowledge that you have read and understood this Privacy Policy.
