Privacy policy

Privacy Policy for Customers and Website Visitors

Voicedocs Software GmbH (together with its affiliates, “Voicedocs,” or “Us/We/Our”) cares about the privacy of individuals who visit our website at http://voicedocs.com or use our Voicedocs mobile application or access our API, and otherwise do business with us. This Privacy Policy explains how Voicedocs collects, uses, processes, discloses, and safeguards information we obtain from and about our customers and visitors to our Sites, and business prospects and partners (collectively, “You”), including information we collect when you visit our websites, use our mobile applications or other services offered by Voicedocs, or purchase our products and services (collectively, our “Services”). It also tells you about your rights and choices with respect to your information, and how you can contact us if you have any questions or concerns.

 

Identity and contact information of the Data Controller

Voicedocs Software GmbH is company registered in Federal Republic of Germany (VAT: DE122661493) with its registered office at Franz-Liszt-Straße 7, 50825 Cologne, Germany.

Questions, comments and requests about your personal data should be addressed to support@voicedocs.com email address, online chat or telephone listed on “Contact us” page of Site.

 

Information We Collect and Receive

We collect personal information about you in the following ways:

 

Information you give us

Information that you may provide through the Services or otherwise communicate with us includes:

  • Personal and Business Contact information, such as your first name, last name, email address, and telephone number.

  • Profile information, such as your username and password.

  • Audio or video files you upload to our site and their transcriptions.

  • Feedback and correspondence, such as information you provide in your responses to surveys, when you participate in market research activities, report a problem with our Site, receive customer support or otherwise correspond with us.

  • Transaction information, such details about purchases you make through the Site and billing details;

  • Usage information, such as information about how you use our Site and interact with us.

  • Marketing information, such as your preferences for receiving marketing communications and details about how you engage with them.

 

Automatically collected information

We may automatically log information about you and your computer or mobile device when you access our Site. For example, we may log your IP address, computer or mobile device operating system name and version, manufacturer and model, browser type, browser language, screen resolution, pages you viewed, how long you spent on a page, access times and information about your use of and actions on our Site.  We collect this information about you using cookies.

 

About cookies

Cookies

Cookies are small data files stored on the hard drive of your computer or mobile device by a website. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer or mobile device until you delete them) to provide you with a more personal and interactive experience on our Site. We use two broad categories of cookies: (1) first party cookies, served directly by us to your computer or mobile device, which we use to recognize your computer or mobile device when it revisits our Site; and (2) third party cookies, which are served by service providers on our Site, and can be used by such service providers to recognise your computer or mobile device when it visits other websites.

Pixel tags

We may also use pixel tags (which are also known as web beacons and clear GIFs) on our Site to track the actions of users on our Site. Unlike cookies, which are stored on the hard drive of your computer or mobile device by a website, pixel tags are embedded invisibly on webpages. Pixel tags measure the success of our marketing campaigns and compile statistics about usage of the Site, so that we can manage our content more effectively. The information we collect using pixel tags is not linked to our users’ personal information.

Do Not Track Signals

Some web browsers incorporate a “Do Not Track” feature. Because there is not yet an accepted standard for how to respond to Do Not Track signals, our website does not currently respond to such signals.

 

How We Use Your Information

To provide our Services

If you have an account with us or use our Site, we use your personal information to:

  • operate, maintain, administer and improve our Site;

  • manage and communicate with you regarding your account, if you have one, including by sending you service announcements, technical notices, updates, security alerts, and support and administrative messages;

  • process and manage requests you make through our Site, transcribe audio or video files you have uploaded, provide the ability to edit the transcription and to export ready transcription in different formats

  • better understand your needs and interests, and personalize your experience with the Site; and

  • provide support and maintenance for the Site and our Services.

To communicate with you

If you request information from us, register on our Site, or participate in our surveys, promotions or events, we may send you updates, newsletters, surveys, offers, and other promotional materials that may be targeted based on your personal information as permitted by law. We also may, from time to time, contact you about a particular offering that may be of interest to you. You will have the ability to opt out of such communications.

To comply with law

We use your personal information as we believe necessary or appropriate to comply with applicable laws, lawful requests and legal process, such as to respond to subpoenas or requests from government authorities.

For compliance, fraud prevention and safety

We use your personal information as we believe necessary or appropriate to (a) enforce the terms and conditions that govern the Service; (b) protect our rights, privacy, safety or property, and/or that of you or others; and (c) protect, investigate and deter against fraudulent, harmful, unauthorized, unethical or illegal activity.

 

 

How We Share Your Information

Except as described in this Privacy Policy, we do not share the personal information that you provide to us with other organizations and we will never sell your data. We disclose personal information to third parties for the following purposes:

  • Affiliates.  We may disclose your personal information to our parent company, subsidiaries, joint ventures, or other corporate affiliates for purposes consistent with this Privacy Policy.  

  • Service Providers. We may employ third party companies and individuals to administer and provide the Services on our behalf (such as account creation, quality assurance testing, technical support, hosting, email delivery and database management services). These third parties may use your information only as directed by Voicedocs and in a manner consistent with this Privacy Policy, and are prohibited from using or disclosing your information for any other purpose.

  • Professional advisors.  We may disclose your personal information to professional advisors, such as lawyers, bankers, auditors and insurers, where necessary in the course of the professional services that they render to us.

  • Compliance with Laws and Law Enforcement; Protection and Safety. Voicedocs may disclose information about you to government or law enforcement officials or private parties as required by law, and disclose and use such information as we believe necessary or appropriate to (a) comply with applicable laws and lawful requests and legal process, such as to respond to subpoenas or requests from government authorities; (b) enforce the terms and conditions that govern the Services; (d) protect our rights, privacy, safety or property, and/or that of you or others; and (e) protect, investigate and deter against fraudulent, harmful, unauthorized, unethical or illegal activity.

  • Business Transfers. We may sell, transfer or otherwise share some or all of its business or assets, including your personal information, in connection with a business deal (or potential business deal) such as a merger, consolidation, acquisition, reorganization or sale of assets or in the event of bankruptcy, in which case we will make reasonable efforts to require the recipient to honor this Privacy Policy.

 

List of processed information

Telephone number.

Not shared with third parties. We use Twilio to send confirmation code during registration (Twilio, Inc. 375 Beale Street, Suite 300 San Francisco, CA 94105). Used to protect multiple account registrations for same person. Saved until you delete your account

Uploaded audio or video files and their transcriptions.

Not shared with third parties. Used to provide services. Saved until you delete your account

First name, last name and email address.

Shared with Intercom, Inc (55 2nd St., 4th Fl. San Francisco, CA 94105, USA). Used for communication with you. Saved until you delete your account

Correspondence with customer support (chat and email).

Shared with Intercom. Used for communication with you. Saved until you delete your account

IP address and cookies.

Shared with third parties (please see below). Used for analytics and improvement of Services. Saved until you delete your account.

Please note that third parties may collect personal data from you directly. We use services of Google Analytics and Facebook Pixel. The data includes, IP address, device information, operating system, screen size and etc.

 

Payment Information

When you make a purchase, any credit card information you provide as part of your Payment Information is collected and processed directly by our payment processor Stripe, Inc (185 Berry Street, Suite 550, San Francisco, California, USA) through their Stripe Checkout service. We never receive or store your full credit card information. Stripe commits to complying with the Payment Card Industry Data Security Standard (PCI-DSS) and using industry standard security.

Your Choices

  • Access, Update, Correct or Delete Your Information. All account holders may review, update, correct or delete the personal information in their registration profile by logging into their account. You may also contact us at support@voicedocs.com to accomplish the foregoing or if you have additional requests or questions.

  • Email communications. You may opt out of newsletters and marketing-related emails by following the unsubscribe instructions on a link at the bottom of each such email, or by contacting us at support@voicedocs.com . You may continue to receive service-related and other non-marketing emails.

  • Withdrawing consent. If you gave us consent to use your personal information, but wish to update or delete it, please contact us at support@voicedocs.com

  • Choosing not to share your personal information. Where we are required by law to collect your personal information, or where we need your personal information in order to provide the Services to you, if you do not provide this information when requested (or you later ask to delete it), we may not be able to provide you with the Services and may need to close your account. We will tell you what information you must provide to receive the Services by designating it as required in the Services or through other appropriate means.

 

Where we store your personal information

The personal data that we collect from you will be transferred to and stored at a destination outside of the European Economic Area (“EEA”). This data may also be processed by staff operating outside of the EEA who work for us or for one of our business partners or service providers. Please contact us at support@voicedocs.com if you would like further details on the specific safeguards applied to the export of your personal data outside the EEA.

 

Security

The security of your personal information important to us.  We take a number of organizational, technical and physical measures designed to protect the personal information we collect, both during transmission and once we receive it.  However, no security safeguards are 100% secure and we cannot guarantee the security of your information.

 

Use for new purposes

We may use your personal information for reasons not described in this Privacy Policy where permitted by law and the reason is compatible with the purpose for which we collected it.  If we need to use your personal information for an unrelated purpose, we will notify you and explain the applicable legal basis.

 

Children’s Privacy

Our Products and Services are not directed to children under the age of 13, and we do not intentionally gather personal information from visitors who are under the age of 13, without their parental or guardian’s consent. If a parent or guardian becomes aware that his or her child has provided us with information without their consent, he or she should contact us at the contact information provided above. We will delete such information as soon as possible.

Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. We encourage you to periodically review this page for the latest information on our privacy practices. If we make material changes to this Privacy Policy you will be notified via e-mail (if you have an account where we have your contact information) or another manner through the Services that we believe reasonably likely to reach you (which may include posting a new privacy policy on our Site – or a specific announcement on this page or on our blog).

Any modifications to this Privacy Policy will be effective upon our posting of the new terms and/or upon implementation of the new changes on the Site (or as otherwise indicated at the time of posting). In all cases, your continued use of our Services after the posting of any modified Privacy Policy indicates your acceptance of the terms of the modified Privacy Policy.