Privacy Policy

Introduction

Welcome to VocalMind ("we," "our," or "us"). We are committed to protecting your privacy and ensuring you have a positive experience using our AI-powered voice notes application.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and website at myvocalmind.com.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

Information We Collect

Information You Provide to Us

Audio Recordings

• Voice recordings you create within the app
• Duration and timestamp of recordings

User-Generated Content

• Text notes you create or edit
• Transcriptions generated from your voice recordings
• AI-generated summaries of your recordings

Device Information

• Device type and model
• Operating system version
• Unique device identifiers (for app functionality only)
• App version

Information Automatically Collected

Usage Data

• App features you use
• Frequency of app usage
• Crash reports and performance data (if you opt-in)

Advertising Data (Free Tier Only)

• Device advertising identifier (IDFA)
• Ad interaction data
• This data is collected by our advertising partner (Google AdMob) to show relevant ads

How We Use Your Information

We use the information we collect to:

Provide Core Functionality

• Process and transcribe your voice recordings using OpenAI's Whisper API
• Generate AI summaries using OpenAI's GPT-4
• Store and sync your recordings across your devices
• Enable search functionality across your notes

Improve Our Service

• Analyze app usage to improve features
• Fix bugs and optimize performance
• Develop new features based on user needs

Display Advertisements (Free Tier Only)

• Show relevant ads through Google AdMob
• Measure ad performance

Communicate With You

• Send important app updates
• Respond to your support requests
• Send service-related notifications

How We Share Your Information

We do NOT sell your personal information to third parties.

We share your information only in the following circumstances:

Service Providers

• OpenAI: We send your audio recordings to OpenAI for transcription (Whisper API) and summary generation (GPT-4). OpenAI's privacy policy applies to this processing.
• Firebase/Google Cloud: We use Firebase for cloud storage and app infrastructure. Your data is stored on Google's secure servers.
• Google AdMob (Free Tier Only): Advertising partner that displays ads in the free version of the app.

Legal Requirements

• When required by law, subpoena, or court order
• To protect our rights, property, or safety
• To prevent fraud or illegal activity

Business Transfers

In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity

Data Storage and Security

Where We Store Your Data

• Audio recordings: Firebase Cloud Storage (Google Cloud Platform)
• Transcriptions and notes: Firebase Firestore
• Server locations: United States (primary)

How We Protect Your Data

• Data encrypted in transit using HTTPS/TLS
• Data encrypted at rest on Firebase servers
• Secure API connections to OpenAI
• Regular security audits and updates
• No user authentication means no password vulnerabilities

Data Retention

• We retain your data for as long as you use the app
• You can delete individual recordings or all data at any time
• Deleted data is permanently removed from our servers within 30 days

Your Data Rights

You have the right to:

Access Your Data

• View all your recordings and notes within the app
• Export your data (available in app settings)

Delete Your Data

• Delete individual recordings
• Delete all your data by uninstalling the app or using the "Delete All Data" option in settings

Control Your Data

• Disable cloud sync (data stays on device only)
• Opt out of crash reporting and analytics

Advertising Controls (Free Tier)

• Use iOS Settings → Privacy → Advertising → Limit Ad Tracking
• Upgrade to Pro to remove all ads

No User Accounts

VocalMind does not require account creation or sign-in. Your data is:

• Stored locally on your device
• Optionally synced to Firebase Cloud Storage
• Not linked to an email address or personal identifier
• Tied to your device only

This means:

• We cannot identify you personally
• Your privacy is enhanced
• You control when data is uploaded to the cloud

Third-Party Services

OpenAI

• We use OpenAI's Whisper API for transcription
• We use OpenAI's GPT-4 for AI summaries
• Your audio is sent to OpenAI for processing
• OpenAI's Privacy Policy: https://openai.com/privacy

Google Firebase

• Cloud storage and app infrastructure
• Google's Privacy Policy: https://policies.google.com/privacy

Google AdMob (Free Tier Only)

• Advertising services
• Google's Privacy Policy: https://policies.google.com/privacy

Children's Privacy

VocalMind is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at privacy@myvocalmind.com.

International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act:

Right to Know

• Categories of personal information we collect
• How we use your personal information
• Whether we sell or share personal information (we do not)

Right to Delete

• Request deletion of your personal information
• Subject to certain exceptions

Right to Opt-Out

• Opt-out of the sale of personal information (we do not sell data)

Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at privacy@myvocalmind.com.

European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation:

Legal Basis for Processing

• Contractual necessity (to provide the service)
• Legitimate interests (to improve our service)
• Consent (for advertising and analytics)

Your Rights

• Right of access
• Right to rectification
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent

To exercise these rights, contact us at privacy@myvocalmind.com.

Do Not Track Signals

We do not currently respond to "Do Not Track" (DNT) signals as there is no industry standard for compliance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending an in-app notification for material changes

Your continued use of VocalMind after changes constitutes acceptance of the updated Privacy Policy.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

• Email: privacy@myvocalmind.com
• Website: https://myvocalmind.com/support
• Mail: VocalMind Privacy Team, [Your Business Address]