Privacy Policy
1. The two hats we wear
For your account (who you are, how you pay, how you use the site) we are the data controller, and this policy is the full story.
For your vault (call transcripts, emails, the contact details of the people you talk to) we are your processor: it's your data, processed on your instructions under the Data Processing Agreement. If you're a person whose call or email ended up in a VoipMemory customer's vault, that customer is the controller of that data — contact them; we act on their instructions.
2. What we collect as controller
- Account: name (optional), email, a bcrypt hash of your password (never the password itself). If you sign in with Google: your name, email and Google account ID — never your Google password.
- Billing: handled by Stripe. We hold your subscription state and invoice metadata; your card number never touches our servers.
- Launch list (if you signed up on the landing page before launch): your email, the price shown to you, and the phone provider you told us you use.
- Usage & logs: first-party feature events (e.g. "connected a provider", "first transcript") and server logs including IP address, with secrets scrubbed at write time. No advertising trackers, no third-party analytics — this site makes no third-party browser requests at all (even the fonts are self-hosted).
- Support: emails you send us.
3. Why, and the lawful basis
| Purpose | Basis (UK GDPR Art 6) |
|---|---|
| Providing the Service, your account, service emails (verification, receipts, low-credit and deletion warnings) | Contract |
| Billing records and tax | Legal obligation |
| Security, fraud and abuse prevention (rate-limiting, IP logs); checking a new password against known breach lists via Have I Been Pwned's k-anonymity API (only the first five characters of a hash ever leave our server — your password never does) | Legitimate interests |
| Understanding product usage via our own first-party events | Legitimate interests |
| Launch-list emails about the launch | Consent — unsubscribe or ask us and we delete you from it |
4. Your vault (processor role)
- Audio is never stored. Recordings are fetched from your phone system over TLS, transcribed in memory, and discarded. We keep the transcript.
- Emails you forward, contact identifiers, notes and timelines are stored so the Service can serve them back to you and to assistants you authorise.
- Credentials you store with us (phone-system tokens, any bring-your-own transcription keys) are encrypted at rest with libsodium; access tokens are stored only as digests. All data is isolated per tenant.
- We access vault content only to provide the Service, to debug with your permission, or where the law requires. We never sell it and never use it to train AI models.
5. Your AI assistant
When you connect Claude, ChatGPT or another assistant to your MCP endpoint, vault data you query flows to that vendor at your direction, under your agreement with them. They are your provider, not our sub-processor. Revoke access any time in Settings.
6. Who else sees data
Sub-processors used to provide the Service:
| Sub-processor | What they do | Where | Transfer safeguard |
|---|---|---|---|
| Amazon Web Services EMEA SARL | Hosting — every part of the service runs here | eu-west-1 (Dublin, Ireland) | Data stays in the EEA/UK; AWS Data Processing Addendum |
| AssemblyAI, Inc. | Speech-to-text with speaker labels (hosted transcription, primary) | USA | EU SCCs + UK Addendum via their data-processing terms |
| Deepgram, Inc. | Speech-to-text with speaker labels (hosted transcription, automatic failover) | USA | EU SCCs + UK Addendum via their data-processing terms |
| OpenRouter, Inc. | LLM gateway used to untangle forwarded email threads (text snippets); emergency no-speaker-labels transcription, off by default | USA | EU SCCs + UK Addendum via their data-processing terms |
Hosted transcription only. If you bring your own transcription key, use your own Pocket subscription, or run the local-Mac agent, that vendor (or your machine) is engaged by you under your own terms and is not our sub-processor. The same is true of any AI assistant you connect (§ "Your AI assistant" of the Privacy Policy).
Also, as independent services: Stripe (payments — sees your email and payment details as a controller in its own right), SMTP2GO (delivers our transactional email from an EU region, so sees your email address and message contents such as verification links), and Google (only if you choose Google sign-in). We disclose data where the law compels it, and account data may transfer to a successor if the business is sold — your protections travel with it (Terms §13.2).
7. International transfers
The Service is hosted in the EEA (AWS Ireland) and operated from the UK. Hosted transcription sends audio to AssemblyAI or Deepgram in the USA, and email-untangling snippets to OpenRouter in the USA, safeguarded by the EU Standard Contractual Clauses and UK Addendum incorporated in each vendor's data-processing terms.
8. How long we keep things
- Vault: for the life of your account, then a 90-day read-only export window after cancellation or blocking, then permanent deletion. Audio: never stored at all.
- Account data: deleted with the vault, except billing records kept 6 years for UK tax law.
- Launch list: until launch communications finish or you unsubscribe.
- Server logs: a short rolling window, kept only as long as needed for security and debugging.
9. Cookies
| Name | What it does | Lifetime |
|---|---|---|
| vb_app | Keeps you signed in | 30 days |
| vb_auth | Protects the sign-in forms against cross-site forgery | Until sign-in completes |
| pv | Keeps the subscription price you first saw consistent (we test $7 vs $9) | 60 days |
| vb-theme / vb-accent | Your appearance preference — stored in your browser (localStorage), never sent to us | Until you clear it |
All first-party; no advertising or analytics cookies. Block or clear them freely — the site still works (you may see either test price).
10. Your rights
UK/EU data protection law gives you the right to access, correct, delete, restrict or object to our processing of your personal data, to data portability, and to withdraw consent where consent is the basis. Email hello@voipmemory.com and we'll respond within a month. You can complain to the Information Commissioner's Office (ico.org.uk) or your local EU authority. We make no automated decisions with legal or similarly significant effects. The Service is not for children.
11. Changes
Material changes to this policy are announced by email or in-app before they take effect. This page always shows the current version.
Questions about any of these documents: hello@voipmemory.com.