Privacy Policy for VoxInk

Last Updated: July 2026

At VoxInk, we take your privacy and the security of your data extremely seriously. This Privacy Policy outlines how we collect, use, and protect your information when you use our Chrome Extension and backend services.

1. Information We Collect

• Account Information: We collect your name, email address, and basic profile information when you register via Google OAuth or standard email registration.
• Microphone Audio & Speech Data: Your microphone audio is processed by the browser's built-in Web Speech API (which may transmit audio to Google's servers for transcription depending on your browser). The resulting transcribed speech content is then transmitted to our servers to provide the core dictation functionality, and optionally for medical coding (ICD-10) enrichment for clinical users.
• Device Information: We collect a unique Device UUID to enforce single-session limits and prevent account sharing.
• Usage Telemetry: We collect per-domain usage telemetry, including domain names and word counts, to enforce billing limits and improve accuracy. This telemetry is strictly anonymized and is not linked to your personal identity.

2. How We Use Your Data

• To provide real-time, general-purpose speech-to-text dictation across any website.
• To provide optional medical coding assistance (ICD-10) for clinical users.
• To manage your subscription, billing, and account access.
• To improve the accuracy of our transcription and coding models (all data used for improvement is strictly anonymized).

3. Data Protection and Security

All data transmitted between the VoxInk Chrome Extension and our servers is encrypted using industry-standard TLS (HTTPS). We do not store raw audio files on our servers after transcription is complete.

4. Third-Party Sharing and Processors

We do not sell your personal data or user data to third parties. We explicitly use the following trusted infrastructure processors strictly for operating the service:

• Google Cloud: Hosting and infrastructure.
• Razorpay: Secure payment processing.

5. Healthcare Compliance (HIPAA) & Data Retention

Important Clinical Notice: VoxInk currently uses third-party processors (such as public translation APIs) that are not covered under a Business Associate Agreement (BAA). VoxInk is not currently HIPAA-compliant for Protected Health Information (PHI). Clinical users must not dictate PHI into the system, especially in non-English languages, until an Enterprise BAA is fully executed.

Account Deletion & Data Retention: When you request to delete your account, your account is deactivated and you are given a 14-day grace period to recover it. After 14 days, your account and personal information are permanently erased from our databases. Anonymous domain telemetry and internal system audit logs are retained for a maximum of 30 days before being automatically purged to ensure strict data minimization.

6. Contact Us

If you have any questions about this Privacy Policy, or to request data export or deletion, please contact us at support@voxink.com.