VoiceDeck Privacy Policy

Last Updated: July 6, 2026
Effective Date: July 6, 2026

This Privacy Policy explains how VoiceDeck (“we,” “us,” or “our”) collects, uses, shares, and protects your personal information when you use our video-primary, multi-format client review and approval platform and services (the “Service”).

1. Information We Collect

1.1 Information You Provide

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: - Video, audio, image, and PDF files you upload - Project names and descriptions - File metadata (names, sizes, formats) - Feedback, comments, and annotations you create - Version notes

Client Reviewer Information: - Names (if provided by clients) - Email addresses (if voluntarily provided) - Feedback, comments, and annotations from clients - Timestamps of reviews and approvals

Communications: - Support requests and correspondence - Feedback and survey responses - Messages sent through the platform

1.2 Information We Collect Automatically

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)

Media File Metadata: - File format, duration, resolution, frame rate, bitrate, sample rate (as applicable to the file type) - File creation and upload timestamps - Transcoding and rendition status for video files

2. How We Use Your Information

2.1 To Provide the Service

Create and manage your account
Process and store your video, audio, image, and PDF files
Transcode uploaded video into streaming-ready renditions
Enable project sharing and collaboration
Facilitate client reviews via magic links
Run AI-powered feedback synthesis and transcription
Track version history
Manage approvals and delivery
Enforce subscription storage and credit limits

2.2 To Communicate With You

Send transactional emails (project updates, notifications)
Respond to support requests
Send billing and payment confirmations
Notify you of service changes or issues
Send marketing communications (with your consent; you can opt out)

2.3 To Improve the Service

Analyze usage patterns to improve features
Identify and fix bugs
Monitor service performance and uptime
Develop new features based on user needs
Conduct research and analytics

2.4 To Ensure Security

Detect and prevent fraud
Prevent unauthorized access
Enforce our Terms of Service
Comply with legal obligations

2.5 For AI Features

Process comments and annotations through AI models to group, dedupe, and flag conflicting client feedback
Generate transcripts and captions for uploaded video and audio
Cache analysis results to reduce costs
Improve AI model accuracy over time

We share information with third parties when you explicitly authorize us to do so
You control who can access your projects via magic links

3.2 Service Providers

We share information with trusted third-party service providers who help us operate the Service:

Cloud Storage: Cloudflare R2 - Purpose: Store video, audio, image, and PDF files and data - Data shared: All uploaded files and metadata - Location: Global edge network

Video Transcoding: Managed encoding provider (e.g. Coconut, Qencode) - Purpose: Transcode uploaded video into streaming-ready renditions - Data shared: Video files and metadata - Privacy policies: Available from respective providers

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 feedback synthesis and transcription - Data shared: Comments, annotations, audio/video files, 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

3.3 Team Members

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 - Adding team members is always free; VoiceDeck never charges per seat

3.4 Client Reviewers

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

3.5 Legal Requirements

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

3.6 Business Transfers

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.

3.7 Aggregated Data

We may share aggregated, de-identified data that cannot reasonably be used to identify you: - Usage statistics and trends - Industry benchmarks - Product improvement insights

4. Data Storage and Security

4.1 Where We Store Data

Video, audio, image, and PDF files: Cloudflare R2 (global edge network)
Database: PostgreSQL
Backups: Geo-redundant cloud storage
Location: Data may be processed in multiple regions for performance, including during video transcoding

4.2 Data Retention

Active Accounts: - We retain your data while your account is active - 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)

4.3 Security Measures

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

5. Your Rights and Choices

5.1 Account Information

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 files and project data.

Delete: You can delete your account through settings or by contacting support.

5.2 Content Control

Upload: You control what video, audio, image, and PDF 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).

5.3 Communication Preferences

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 [email protected]

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 [email protected].

5.6 California Privacy Rights (CCPA)

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 [email protected].

6. Children’s Privacy

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 [email protected].

7. International Data Transfers

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

8. Third-Party Links

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.

9. AI and Machine Learning

9.1 How We Use AI

AI Feedback Synthesis: - Groups, deduplicates, and flags conflicting client comments and annotations across a review round - Generates an action checklist from client feedback - Processes comments through third-party AI models (Google Gemini) - Caches results to improve performance and reduce costs

Transcription and Captions: - Generates transcripts and .srt/.vtt caption files from uploaded video and audio - Processes media through third-party AI models

Future AI Features (Post-MVP): - Client preference learning - Pattern recognition across projects - Consistency checking across files

9.2 AI Data Usage

What AI Processes: - Client comments and annotations - Video and audio files (for transcription/captions) - File metadata and properties - Transcripts (when generated)

AI Model Training: - Your files and feedback 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

9.3 AI Limitations

AI results are suggestions, not guarantees
You are responsible for verifying AI output
AI may make mistakes or miss issues
Human review is still recommended

10. Business Context

VoiceDeck is designed for business use (agencies and production teams managing client review). This means:

Business Relationships: - You (agency) are our customer - Your clients are not our customers (they access via magic links, never as paid seats) - 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 - Adding team members never increases your bill

11. Changes to This Privacy Policy

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

12. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal information:

General Inquiries: Email: [email protected]

Support: Email: [email protected]

Data Subject Requests: Email: [email protected] (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.

13. Data Protection Officer

For EU/EEA users or GDPR-related inquiries: Email: [email protected]

14. Supervisory Authority

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.

Summary

What We Collect: - Account info, video/audio/image/ PDF 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, transcoding, payment, AI) with data protection agreements

Your Rights: - GDPR and CCPA rights honored

Children: - Not intended for users under 18

Questions: - Contact [email protected]

By using VoiceDeck, you acknowledge that you have read and understood this Privacy Policy.