Privacy Policy

1.0 Overview

Vocant LLC ("Vocant," "we," "our," or "us") is committed to protecting privacy across our website, API, and applications.

For certain customer engagements, Vocant may process regulated customer data under customer-specific contractual terms, including security addenda, data processing terms, or business associate agreements where applicable.

2.0 Information We Collect

• Account Information: Email address and login credentials.
• Transcription Data: Audio, video, or text you upload for processing, and resulting transcripts.
• Usage Information: IP address, browser/device details, and activity logs for security and performance.
• Billing Information: Processed and stored securely by Stripe; Vocant does not store full payment card details.
• Support Information: Information provided to support, implementation, or security personnel when you request assistance.

3.0 How We Use Your Information

• Service Delivery: Provide and maintain our transcription services.
• Operations: Improve reliability, performance, troubleshooting, and service delivery.
• Communications: Communicate about your account, support, and service updates.
• Security: Ensure security, prevent abuse or fraud, and comply with legal obligations.
• Customer Contract Controls: Where customer agreements impose stricter restrictions on use, retention, disclosure, or training, those customer-specific terms govern the covered data.
• Training: We do not use customer-submitted audio, transcripts, or other customer content to train generalized AI or machine learning models unless a customer expressly agrees in writing.
• No Sale: We do not sell or rent your personal information.

4.0 Data Deletion & Retention

Vocant utilizes a tiered data lifecycle model to ensure maximum privacy:

• Stateless Processing: Audio and video files uploaded for transcription are processed in-memory on Vocant's self-hosted servers. These files are immediately and permanently purged from the processing environment upon completion of the transcription task.
• Storage Layer: Resulting transcripts and metadata are stored on our cloud backend (Supabase) to facilitate customer download. This data is retained until the user deletes the file/account or the service agreement terminates.
• Backups: To support our Zero Retention commitment, raw customer audio data is never included in system backups.

5.0 Legal Requests

We disclose personal data only when required by law or when necessary to protect our rights, users, or services. Where legally permissible, we may notify affected users before disclosure.

6.0 Data Hosting & International Use

Our services are hosted in the United States unless otherwise specified in a customer agreement. If you access our services from outside the United States, you acknowledge that your data may be transferred to and processed in the United States and will be subject to U.S. law, which may differ from the laws of your jurisdiction.

7.0 Cookies & Analytics

We use cookies and similar technologies to maintain secure sessions, improve performance, and analyze usage. You can disable cookies in your browser, but some features may not function properly.

8.0 Children's Privacy

Our services are not directed to children, and we do not knowingly collect personal information from children through our public-facing services. If we learn that a child has provided personal information inappropriately, we will take steps to delete it.

9.0 Third-Party Services

• Cloudflare: Hosting and network security.
• Stripe: Payment processing.
• Supabase: Database and authentication.
• Vercel: Web application hosting.
• Customer-Specific Subprocessors: Certain enterprise or regulated services may involve additional subprocessors identified in contract documents or customer-specific notices.
• Contractual Controls: Third-party providers process data subject to their own terms and, where applicable, contractual commitments entered into with Vocant.

10.0 Regulated Data and HIPAA-Related Services

• Service-Specific Terms: Where Vocant provides services involving regulated health information, the applicable customer contract and any business associate agreement control the handling of that data.
• Operational Limits: Vocant processes customer data for the service purpose authorized by the customer and applicable agreement.
• Training Restriction: Unless expressly authorized by customer agreement, Vocant will not use regulated customer content for model training or unrelated product development purposes.
• Additional Notices: Because public privacy policies are general in nature, enterprise or regulated customers may receive additional contractual privacy and security commitments.

11.0 Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted with an updated effective date.

12.0 Contact Us

For privacy questions or requests, contact legal@vocant.ai.