Website Privacy Policy

1. What Information Do We Collect?

The kind of Personal Information that we collect from you will depend on how you use the Website and Services. The Personal Information which we collect and hold about you may include:

• Name and email address
• Profile picture (optional)
• Account login credentials managed through third-party authentication providers (such as Google or Microsoft OAuth)
• Payment and billing information processed securely through Stripe, a third-party payment processor. We do not store credit card details on our servers.
• IP address, browser type, and device information
• Audio recordings uploaded or captured through the Services. These recordings are stored on our servers for the duration of your Account's active period, solely for the purpose of providing the Services to you. Please refer to Section 5 for details on data retention and deletion.
• Transcripts and translations generated from your audio recordings
• User-generated content including questions submitted to our AI features and personal context provided for AI analysis
• Student email address and verification documents (such as student ID or tuition invoice) submitted for student plan eligibility. These documents are used solely to verify eligibility for student pricing and are permanently deleted within 30 days of verification being completed.
• Any other information voluntarily provided through contact forms or customer support interactions

2. Types of Information

The Privacy Act 1988 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.

Personal Information means information or an opinion about an identified individual or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not. If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as Personal Information and will not be subject to this privacy policy.

Sensitive Information is defined in the Privacy Act as including information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive Information will be used by us only:

• for the primary purpose for which it was obtained;
• for a secondary purpose that is directly related to the primary purpose; and
• with your consent or where required or authorised by law.

Please note that audio recordings submitted through our Services may incidentally contain sensitive information about you or third parties. We do not intentionally collect sensitive information through audio recordings and we do not use any such information for any purpose other than providing the transcription and translation services you have requested.

3. How We Collect Your Personal Information

We may collect Personal Information from you whenever you input such information into the Website, related app or provide it to us in any other way, including when you register for an Account, purchase a Subscription, use our transcription or translation features, or contact us for support.

We may also collect cookies and similar tracking technologies from your device which enable us to understand when you use the Website and help customise your experience. As a general rule, it is not possible to identify you personally from our use of cookies alone. Please refer to our Cookie Policy on the Website for further details.

We generally do not collect Sensitive Information, but when we do, we will comply with the requirements described in Section 2 above.

Where reasonable and practicable, we collect your Personal Information from you only. However, sometimes we may be given information from a third party. In such cases, we will take steps to make you aware of the information that was provided by a third party.

4. Purpose of Collection

We collect Personal Information to:

• provide you with the Services, including transcription, translation, and AI-powered features;
• manage your Account and Subscription;
• process payments and verify student eligibility where applicable;
• respond to your enquiries and provide customer support;
• improve the Website and Services; and
• comply with our legal obligations.

We customarily only disclose Personal Information to our service providers who assist us in operating the Website and delivering the Services. Your Personal Information may also be accessed from time to time by maintenance and support personnel acting in the normal course of their duties.

We may send you direct marketing communications where you have expressly opted in to receive them at the time of registration or through your Account settings. You may withdraw your consent to receive marketing communications at any time by clicking the unsubscribe link in any marketing email or by contacting us directly. We do not use Sensitive Information for direct marketing purposes.

5. Security, Access and Correction

We store your Personal Information in a way that reasonably protects it from unauthorised access, misuse, modification or disclosure. We use industry-standard security measures including encryption in transit and at rest.

5.1 Data Retention

We retain different types of Personal Information for different periods, as follows:

• Audio recordings and transcripts: retained for the duration of your active Account. Upon Account closure or upon your written request, audio recordings and transcripts will be deleted within 30 days.
• Account information (name, email, profile): retained for the duration of your active Account and deleted within 90 days of Account closure.
• Payment records: retained for 7 years from the date of the transaction in accordance with Australian taxation and record-keeping obligations.
• Student verification documents: deleted within 30 days of verification being completed, as described in Section 1.
• Support correspondence: retained for 2 years from the date of last correspondence.

When we no longer require your Personal Information for the purpose for which it was obtained, we will take reasonable steps to destroy, anonymise, or de-identify it.

5.2 Your Rights to Access and Correction

The Australian Privacy Principles permit you to obtain access to the Personal Information we hold about you in certain circumstances (Australian Privacy Principle 12), and allow you to correct inaccurate Personal Information subject to certain exceptions (Australian Privacy Principle 13). Where you would like to obtain such access or request a correction, please contact us using the details set out at the end of this Privacy Policy.

6. Complaint Procedure

If you have a complaint concerning the manner in which we maintain the privacy of your Personal Information, please contact our Privacy Officer using the contact details set out at the end of this Privacy Policy. All complaints will be considered by our Privacy Officer, who may seek further information from you to clarify your concerns. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem.

If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

7. Overseas Transfer

Your Personal Information may be transferred to and processed by recipients located in the United States of America, including our database infrastructure provider (Supabase) and our AI service providers. You acknowledge that the data protection laws of the United States may differ from those in Australia and may not provide the same level of protection as the Australian Privacy Principles.

VOICORD PTY LTD takes contractual and organisational steps to ensure that overseas recipients handle your Personal Information in a manner consistent with the Australian Privacy Principles. However, by using our Services, you consent to your Personal Information being transferred to and processed in the United States for the purposes described in this Privacy Policy.

If you do not consent to your Personal Information being transferred overseas, please do not use our Services and contact us to discuss alternative arrangements where possible.

8. Third-Party Services

Our Services rely on the following categories of third-party service providers who may process your Personal Information on our behalf:

• Payment processing: Stripe (United States) — processes payment and billing information. Stripe's privacy policy is available at stripe.com/privacy.
• Authentication: Google OAuth, Microsoft OAuth — manages login credentials. We do not store your authentication provider passwords.
• Database and infrastructure: Supabase (United States) — stores account data, recordings, and transcripts.
• AI services: third-party AI providers (United States) — processes transcripts and user queries to generate AI-powered responses.

We take reasonable steps to ensure that our third-party service providers maintain appropriate security standards and handle your Personal Information in accordance with applicable privacy laws. We do not sell your Personal Information to third parties.

9. How to Contact Us About Privacy

If you have any queries, wish to access or correct your Personal Information, or have a complaint about our privacy practices, please contact our Privacy Officer at:

Email: support@voicord.com.au
Website: www.voicord.com

We will endeavour to respond to all privacy enquiries within 30 days of receipt.