Privacy policy

The short version

The Voxtiva Mac app on the host's computer captures your online meeting's audio, and Voxtiva writes down what is said and translates it. This is the honest 60-second summary. The detail is below, and the detail governs.

1. We record and transcribe everyone in the meeting, including people who have never signed up for Voxtiva and have never agreed to anything with us. Their voices, words, translations and names are captured.
2. Audio only. We do not record the video of a call and we do not record your screen. There is one narrow exception, a fault-diagnosis mode that is off by default, explained in section 5.1.
3. Your meeting audio goes to companies outside Japan. It is streamed live to Soniox for speech recognition. The resulting text is sent to DeepInfra for translation, highlights, answers and the post-meeting summary.
4. We store an audio recording of the meeting, plus the transcript, the translation, the summary and the questions people asked the panel.
5. Earlier meetings carry stored emotion labels; meetings captured now do not. For meetings captured before we adopted our current speech provider, the earlier provider returned an emotion label for each finished utterance, and we stored it and showed it as "Tone". Those labels still appear on those meetings. The provider in use now returns none.
6. Nothing deletes itself. There is no automatic expiry and none is being built. Meeting content stays until the host deletes the meeting or closes the account.
7. The host is in charge of the recording, and the host, not us, is responsible for telling participants and getting whatever consent the law requires where they are.
8. We do not sell your data and we do not run advertising trackers.
9. You can ask us for your data or ask us to delete it, whether or not you have an account. Write to privacy@voxtiva.com.

If you are in a Voxtiva meeting and you do not want to be recorded, tell the host. They can stop capture in the Mac app, and capture stops immediately.

1. Who we are

Voxtiva is operated by:

Contact points:

We are a Japan-only company. We have no establishment in the European Union, the European Economic Area, the United Kingdom or the United States. We have not appointed a representative in the Union under Article 27 GDPR, and we have not appointed a UK representative. We have not appointed a Data Protection Officer. Annex B explains what that means for people in the EEA and the UK.

In this policy, "we", "us" and "Voxtiva" mean Senolytic Lab LLC.

2. The words we use

• Host. The person with a Voxtiva account who starts a meeting. Hosts sign in and are our customer.
• Participant (also "guest"). Anyone else in the meeting. Participants have no account. If they open the Voxtiva panel they do so with a six-digit PIN, not a login.
• Shared viewer. Someone the host later invited by email, who has their own Voxtiva account, to look at a finished meeting.
• Visitor. Anyone reading voxtiva.com without signing in.

3. What happens to a meeting, in order

1. The host starts a meeting in Voxtiva and gives us the meeting link, a title, and two languages. Capture runs through the Voxtiva Mac app installed on the host's own computer.
2. On all three supported platforms — Google Meet, Microsoft Teams and Zoom — the Voxtiva Mac app captures the call's audio on the host's Mac. Nothing joins the call as a participant, nothing posts into the meeting chat, and no platform account has to be connected to Voxtiva. The host's own announcement is the disclosure.
3. Meetings captured before the Mac app became the only capture path used a different mechanism: on Google Meet and Microsoft Teams, Voxtiva joined the call as a visible, named participant and posted a notice into the meeting chat, and for Zoom the host connected their own Zoom account and Zoom delivered the meeting's audio to us through its Real-Time Media Streams. Those meetings and their records remain in the host's account.
4. We capture the call's audio only. The Mac app converts the audio to 16 kHz mono and streams it over an encrypted connection to our capture relay, which forwards it to our speech provider. We do not capture video and we do not capture screens.
5. That audio is streamed live over an encrypted connection to our speech provider, Soniox Inc., in the United States, which turns speech into text and returns it with the speaker, the detected language and the timing of each utterance.
6. While the host records, Voxtiva also reads from the meeting the display names of the participants and which participant the platform shows as speaking. It uses them to put a name on transcript lines. Section 5.8 explains where they come from and where they go.
7. The text is sent to DeepInfra, which runs the AI models that produce the translation, the live highlights, the answers to questions asked in the panel, and the post-meeting summary.
8. The transcript, the translation, the speaker labels, the participant names, any emotion labels and an audio copy of the meeting are written to our database and file storage, run by Convex.
9. When the meeting ends a summary is generated and, unless the host has switched it off, it is emailed to the host through Resend.

While the call runs, the relay keeps the audio in an encrypted file on its own disk so it can recover the recording if the connection drops. Once storage confirms the recording upload, the relay saves a deletion record on its disk and clears its in-memory copy. In the background, it rewrites the file without that meeting's audio and replaces the old file, normally within seconds. If the relay restarts before this finishes, it completes the erase when it starts again and removes any temporary copies left on its disk. This removes the audio from the relay's files; as with any disk, freed storage blocks are not individually overwritten. The copy we keep afterwards is a 16 kHz mono audio file — WAV on the current capture path; meetings captured before the Mac-app change hold a compressed MP3 (mono, 16 kHz, 24 kbps) — so the host can replay a moment next to the transcript. It is a review copy, not a master recording.

Meetings captured before the Mac-app change were transcribed by a different provider, Modulate.ai, which also returned emotion and accent labels; section 5.6 says what became of those.

3.1 Chrome Meeting Companion

The optional Voxtiva Meeting Companion extension connects supported Google Meet, Microsoft Teams and Zoom Web pages in Chrome to the Voxtiva app on the same Mac. After Chrome's one-time installation consent, the meeting observer is enabled automatically on those supported sites. The popup reports the local connection; it does not contain per-site switches. You can hide meeting-detection offers in Voxtiva for Mac without disabling observation or microphone synchronization.

The extension handles only the following browser data:

• the meeting page URL, its visibility and focus, and whether the call is in a pre-join, joined, ended or unknown state;
• the state of the user's own meeting microphone control;
• the display names of the meeting's participants as the page shows them, the identifier the platform gives each participant where the page has one, and how many participants the page shows;
• which participant the page shows as speaking; and
• a random opaque Chrome-profile identifier, identifiers for the exact tab, frame and document, and local observer state and freshness metadata.

While Voxtiva is recording that meeting, the extension sends the participant names, their platform identifiers and which participant is shown as speaking to the Voxtiva app on the same Mac. The app uses them to put names on transcript lines, as section 5.8 explains, so this data leaves your computer. Section 5.8 says where it is kept and for how long. Ordinary observations send a SHA-256-derived meeting locator rather than the raw meeting URL. If you choose Start listening, the extension opens Voxtiva's secure start page with the meeting URL so you can confirm and configure that meeting. The random profile identifier separates Chrome profiles; it does not identify a person.

The extension does not read captions, chat messages, transcript text, meeting audio, video, screens or keystrokes. It does not start recording automatically. For an explicitly linked meeting, microphone synchronization and one requested mute or unmute action can continue while that exact meeting tab is in the background. Fresh, unambiguous meeting-page state is still required. Closing the meeting tab or window, or losing the connection between the extension and Voxtiva for Mac, mutes Voxtiva's microphone. A stale or unknown page state, where the extension is still connected but the page's state cannot be read, never changes the microphone by itself: Voxtiva keeps whatever state it already had and waits for a fresh, unambiguous page state before any page-driven unmute. Your own mute and unmute buttons in Voxtiva for Mac still apply immediately. A stale or unknown state is not permission to unmute and not proof that the meeting ended. If in doubt, check the microphone state in Voxtiva for Mac.

The extension stores its observer state and random profile identifier in Chrome until extension storage is cleared or the extension is uninstalled. Page observations remain in memory only while the relevant Chrome session and document are active. Communication with the Mac app uses Chrome Native Messaging and a same-user local socket; external web traffic uses HTTPS.

We use this data only for meeting detection, the page-local speaker badge, microphone synchronization and, while Voxtiva records the meeting, putting names on transcript lines. We do not sell it or use it for advertising or credit decisions. People can read it only in two cases: the participant names appear on the meeting's transcript for the people who can see that meeting, and otherwise only where the law or a user-requested support or security investigation permits. Our use of information received from Chrome adheres to the Chrome Web Store User Data Policy, including its Limited Use requirements.

4. What we collect, by role

4.1 If you are a host

• Identity from sign-in. Your name and email address, and an internal user identifier, supplied by our sign-in provider WorkOS when you create an account or log in.
• Preferences. Your interface language, the two meeting languages you use, the language the panel assistant replies in, your transcript view setting, your time zone, and whether you want the post-meeting summary email.
• Meetings you create. The meeting link, title, the six-digit PIN, the two languages, the platform, start and end times, per-speaker talking time, and any folder you filed it under.
• Billing. Your plan, billing interval, currency, subscription state, trial state, and the identifier of your customer record at Stripe. Card numbers never reach us. You give them to Stripe directly.
• Zoom connection, if you connected one while that option was offered. Your Zoom user and account identifiers, the email address and display name on that Zoom account, the permissions you granted, and your Zoom access and refresh tokens. Those two tokens are encrypted before they are stored. Zoom account connection is no longer offered; you can revoke Voxtiva's access in the Zoom App Marketplace, which deletes the credentials we hold, or write to privacy@voxtiva.com and we will remove them.
• Calendar connection, if you connect one. If you connect a Google or Microsoft calendar, we store the events described in section 4.5 and the access tokens that let us read them.
• Your product analytics choice. Whether you allowed or declined product analytics, when you chose, and, while you allow it, a random consent ID. We keep this with your account. See section 15.
• Everything in section 5 for every meeting you record.

4.2 If you are a participant or guest

You did not sign up for anything, so this is the part that matters most.

• Your voice, for as long as capture is running.
• What you said, as text, in the language you said it in.
• A translation of what you said into the other meeting language.
• For meetings captured before we adopted our current speech provider, a label for the emotion the earlier provider heard in your voice, stored against the meeting and still shown on it. See section 5.6.
• Your name, from your own typing if you open the Voxtiva panel and enter a name.
• The display name the meeting platform shows for you, and when the platform shows you as speaking, read while the host records the meeting. We use it to put your name on the lines you spoke. See section 5.8. Meetings captured before the Mac-app change may also carry names read from the meeting platform's participant list by the capture method used at the time.
• The platform's identifier for you. While the host records, it travels with your name through the Voxtiva app and our capture relay, and is also held in their encrypted recovery copies, described in section 5.8. Our database keeps only a keyed hash of it, made with a secret that is different for every meeting.
• Your talking time, and which lines are attributed to you.
• Anything you type into the Voxtiva panel, including questions to the assistant and any notes or flags you attach to a transcript line, along with the answers you receive.
• A browser access session, if you enter the PIN. We store a SHA-256 hash of a random access token, never the token itself, and the name you typed. Your browser stores the token, plus two cookies holding your name and your show-translation choice.

The earlier speech provider also detected your accent and returned a label for it. We never stored it and it is not shown anywhere in the product. The provider in use now returns none.

4.3 If you are a shared viewer

If a host invites your Voxtiva account to look at a finished meeting, we store the email address the invitation was sent to, your account's email address and display name, and whether the host allowed you to play the recording and to ask the assistant questions.

4.4 If you are a visitor to voxtiva.com

• Nothing you have to give us, unless you sign up or join the waitlist.
• Waitlist. If you join the pilot waitlist we store your email address and which page you joined from.
• Cookies and browser storage. A language cookie set by our translation system, a currency cookie if you change the pricing currency, and your answer to the analytics banner. See section 15.
• Google Analytics, only if you click Accept analytics. The public pages you view, a limited referring site, and whether you joined the waitlist, sent from your browser to Google with two Google Analytics cookies. See section 15.
• Your browser fetches web fonts from Google, which discloses your IP address to Google. See section 15.
• Server and error logs. Ordinary request logs held by our hosting providers, and, when error monitoring is enabled, uncaught errors and a 10% sample of performance traces sent to Sentry.

4.5 If you connect a calendar

Connecting a calendar is optional. You do it in Settings with Connect Google Calendar or Connect Microsoft Calendar, and you can disconnect at any time with Disconnect.

What we read. Read-only access to your events and to the list of your calendars, plus the email address of the calendar account. We cannot create, change or delete anything in your calendar.

What we store, for each calendar you leave selected:

• The event title, cut to 200 characters, its start and end time, and the name of its calendar.
• The online meeting link, only if the event has a Google Meet, Microsoft Teams or Zoom link.
• Identifiers that let us recognise the same event at the next sync, and a hashed code for a repeating series. We do not store the series identifier itself.
• The names of your calendars and which ones you selected, and the calendar account's email address so Settings can show which account is connected.
• Your access and refresh tokens, encrypted before they are stored.

What we read but do not store. We look at the event description and location only to find a meeting link, and at your own reply only to skip events you declined. We never store descriptions, locations or attendee lists. One exception about email addresses: Google often uses a calendar owner's email address as the calendar's identifier, so a calendar someone shares with you can be stored under that person's email address. We use it only to tell your calendars apart. We skip all-day events, cancelled events and out-of-office time, and for Google calendars also focus time, working location and birthdays.

How much, and for how long. Each sync reads events from 24 hours ago to 14 days ahead and replaces what we stored before, so events that have ended drop out. Deselecting a calendar deletes its events. Disconnecting deletes the connection, every stored event and both tokens, and for a Google calendar also asks Google to revoke our access. Closing your account deletes the same data. You can also remove Voxtiva's access at any time in your Google or Microsoft account settings.

What we use it for. Only to show your upcoming meetings in Voxtiva, to remind you before a meeting starts, to name a meeting after its calendar event when you press Start, and to file repeat meetings of the same series together. A calendar event never starts a recording. Nothing records until you press Start.

Where it goes. When you start a meeting from a calendar event, its title becomes the meeting's title, and from then on it is part of that meeting like any title you type: it appears in your summary email if you turned that on, people you share the meeting with see it, and it can be sent to DeepInfra when you ask the assistant about your meetings (section 11). When you click Open meeting, your browser or meeting app opens the event's meeting link. Nothing else read from your calendar leaves Voxtiva. We do not sell calendar data, use it for advertising, or use it to train or improve AI models, and no person at Voxtiva reads it unless you ask us to, we need to for security or to investigate abuse, or the law requires it.

Google user data. Voxtiva's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Meeting content, in detail

5.1 Audio

We capture the audio of the call. We do not capture video and we do not capture screens. There is one narrow exception you should know about: a developer diagnostic mode exists for investigating capture faults. It is off by default, it can only be enabled with an expiry no more than two hours ahead, and in its higher settings it saves periodic screenshots of the meeting page to the temporary disk of the machine running that one meeting. Those images can show participants' video tiles. They are never uploaded to our database and they are destroyed with the machine when the meeting ends.

Recording of the meeting's replay audio copy is on unless it is switched off in our configuration.

5.2 Transcripts

Every utterance is written down in whatever language it was actually spoken in; the language is detected per utterance and nobody picks a language for the room. Each stored line carries the text, a speaker identifier and label, timestamps, the detected language, and the target language the line was translated into.

5.3 Translations

A meeting has exactly one translation pair, a primary language and a secondary language, chosen by whoever starts the meeting. If a line was spoken in the primary language it is translated into the secondary language. Otherwise it is translated into the primary language. Everyone in the meeting sees the same single translation. A guest cannot choose their own translation language; the only control a guest has is whether the translated line is shown at all.

To translate a line we send that line, plus a rolling window of the preceding lines of the same meeting for context, to DeepInfra.

5.4 Summaries, action items and highlights

When a meeting ends we send the whole transcript, with speaker labels, to DeepInfra in one request and store what comes back: a summary, a list of action items with an assignee and a description each, and a draft email. During a live meeting we also send a five-minute window of transcript to DeepInfra every five minutes to extract highlights such as figures, names, dates and decisions.

5.5 Questions and answers

When anyone asks the Voxtiva panel a question, we store the question, the name attached to it, the answer, and references to the transcript lines used to answer. The question and the relevant transcript passages are sent to DeepInfra to produce the answer.

There is a second, broader feature. The dashboard assistant lets a host ask a question across their past meetings. When they do, we search their meetings and send excerpts from up to eight different past meetings, together with those meetings' summaries, to DeepInfra in a single request, up to about 36,000 characters. Participants in one of those meetings will not know this has happened.

5.6 Emotion inference

We are putting this in its own section rather than burying it.

Modulate.ai, the provider that processed meetings captured before we adopted Soniox, could infer things from the sound of a voice beyond the words. On the meetings it captured, two of those inferences were switched on:

• Emotion. For every finished utterance the provider returned an emotion label. We stored that label against the meeting, with the speaker identifier, the timestamp and the language, and showed it to the host and to participants as "Tone" in the side rail while the meeting ran. It remains stored and shown on those meetings' records.
• Accent. The provider also returned an accent label. We received it and discarded it. It was never stored and is not displayed anywhere.

Soniox, the provider in use now, returns no such labels: a meeting captured today produces no emotion labels and no Tone display, and the stored labels stay attached to the earlier meetings they belong to until the meeting is deleted. We never switched on the earlier provider's deepfake detection, and we never asked it to tag personal or health information in the transcript.

Emotion inference is a different kind of processing from writing down words. It is an inference about a person's inner state, made from their voice, in a work setting, about people who did not choose the tool. If you are a host in the EEA or the UK, read Annex B, section B.6, before you rely on or share the Tone labels stored on an earlier meeting, and contact privacy@voxtiva.com if you want them removed.

5.7 Capture diagnostics

Once a minute during a meeting, and whenever capture degrades, we record audio-quality measurements: signal levels, how much of the window was digital silence, dropout counts, and any recovery action taken. These rows contain numbers, not speech.

5.8 Names read from the meeting platform

While the host records a meeting, Voxtiva reads two things from the meeting platform: the display names of the participants, and which participant the platform shows as speaking. It uses them to put a name on each transcript line instead of "Speaker 1" or "Speaker 2".

Where we read them.

• In Chrome, the Voxtiva Meeting Companion extension reads them from the Google Meet, Microsoft Teams or Zoom web page. See section 3.1.
• On the Mac, the Voxtiva app reads them from the meeting window of the Microsoft Teams or Zoom desktop app. It does this through macOS Accessibility, the permission the app already uses to keep its microphone in step with the meeting's.

Where they go.

• The extension sends the names, the identifiers the platform gives the participants and the speaking signal to the Voxtiva app on the same Mac. The app, including what it reads from the Teams or Zoom desktop app, sends them to our capture relay, which matches names to transcript lines.
• While the meeting is being recorded, the Voxtiva app and the relay each keep an encrypted recovery copy, so nothing is lost if the connection drops: the app in a recovery buffer on the Mac, and the relay in its encrypted recovery file. These copies hold the names and the identifiers as the platform gave them. The Mac app deletes its copy about a day after the recording stops. It checks every hour while it is open; if it is closed at that time, it deletes the copy the next time it opens. The relay removes the names and identifiers from its file within about 11 minutes of receiving them. If the relay restarts, its file stays encrypted and is cleaned within a minute of the relay starting again.
• If the host removes names while the meeting is still being recorded, within about a minute our capture relay stops accepting names for that meeting, removes the ones it holds, and tells the Mac app to stop and remove its copy. If the host removes names after the recording has stopped, the Mac app is no longer connected and cannot be told, so its copy is deleted on the schedule above: about a day after the recording stops, checked every hour while the app is open, or the next time the app opens if it is closed then.
• Only our database, run by Convex, keeps them long-term. It stores the names with the meeting. It stores each identifier only as a keyed hash, made with a secret that is different for every meeting, and not the identifier itself. Because the secret changes with every meeting, the hash does not link a person from one meeting to the next.
• A name on a line is shown to the host and to everyone the host lets see the meeting, including people who open the Voxtiva panel with the meeting's PIN and shared viewers.
• Names are part of the transcript. They are used in the summary, the answers to questions and any copy of the transcript downloaded from the meeting. That means they reach DeepInfra, and they appear in the summary email sent to the host through Resend.

When a line gets a name. Only when what the platform shows leaves no doubt about who spoke. Otherwise the line stays "Speaker 1", "Speaker 2" and so on. A name can still be wrong, so the host can correct or remove any name on the meeting.

How long we keep them. As long as the transcript. They are deleted with the meeting.

If you do not want your name on a meeting, see section 6.4.

6. People in your meeting who never signed up

Most of the voices we process belong to people who have no relationship with us. This is the part of the service that carries the most responsibility.

6.1 Who decides what happens to a recording

For meeting content, the host decides: whether to record at all, which meeting, who can see the result, and when it is deleted. We act on the host's instructions and we do not use meeting content for our own purposes. We do not use it to train models (see section 12).

We are the one who decides, and therefore the controller, for our own account data, billing data, security and diagnostic data, analytics and marketing data.

We do not yet publish a standard data processing agreement. The split above is how we operate and how we describe ourselves, and Article 28 GDPR expects a business customer to be able to hold us to it in a written contract that lists the providers in section 11. That contract does not exist yet. If you are a business customer who needs one, write to privacy@voxtiva.com and we will deal with it directly rather than pointing you at a document that is not there.

6.2 What participants are actually shown

• On the current capture path, Voxtiva shows participants nothing inside the meeting. The Voxtiva Mac app captures the call's audio on the host's own computer, so Voxtiva does not appear in the participant list, there is no notice in the meeting chat, and no platform indication that Voxtiva is present. What the host tells participants is the disclosure.
• Your name can appear on the transcript without a notice in the meeting. While the host records, Voxtiva reads the display names the platform shows and can put yours on the lines you spoke (section 5.8). Nothing inside the meeting tells you this. The host, and anyone the host shares the meeting with, sees those names.
• For meetings captured before the Mac-app change: on Google Meet and Microsoft Teams, and on the Zoom browser fallback, Voxtiva was a visible, named participant for the whole meeting and posted a short notice into the meeting chat — a notice that could be switched off by configuration and could fail silently when the chat could not be opened; on the Zoom native path, Zoom itself controlled the in-meeting indication that an app was receiving meeting media. Those signals belonged to the earlier capture mechanism and no longer appear.
• The host can stop capture at any moment. Capture stops immediately.

6.3 What the host has to do

A notice is not consent. The host is responsible for telling participants that the meeting is being recorded, transcribed and translated, and for obtaining whatever consent the law requires where those participants are. In several places every participant must agree before a call may be recorded, and in some countries recording a private conversation without permission is a crime, not just a civil wrong. See Annex C, section C.6, for the United States position. We give hosts the tools to disclose. We cannot obtain consent on their behalf.

6.4 If you are a participant and you want your data removed

Ask the host first. They can delete the meeting from their dashboard, which erases the transcript, translation, summary, chat, notes, participant records, emotion labels and the audio file, for everyone.

If that is not possible, write to privacy@voxtiva.com with the meeting date, the meeting title or PIN, and the host's name. We will act on the request and tell the host we have done so. Because participants join by PIN rather than by account, we usually need those details to find the right meeting. We do not charge for this.

To take your name off a meeting without deleting the meeting, ask the host or write to privacy@voxtiva.com with the same details. We then remove every name read from the meeting platform for that meeting. If the meeting is still being recorded, within about a minute our capture relay stops accepting names for that meeting, removes the ones it holds, and tells the Mac app to stop and remove its copy. If the recording has already stopped, the Mac app cannot be told, and its copy is deleted on the schedule in section 5.8: about a day after the recording stops, checked every hour while the app is open, or the next time the app opens if it is closed then. The host can do the same from the meeting. A summary email already sent to the host before the removal cannot be recalled and still contains the names. The summaries and answers stored in Voxtiva are made again without them.

7. What we do not do

• We do not sell personal data.
• We do not share it with advertising networks and we run no advertising cookies, tracking pixels or cross-site profiling.
• We do not capture video or screens (with the narrow diagnostic exception in section 5.1).
• We do not enable deepfake scoring or automatic personal or health information tagging at our speech provider.
• We do not create anonymously processed information (匿名加工情報) or pseudonymously processed information (仮名加工情報) under Japanese law.
• We do not make automated decisions that produce legal or similarly significant effects about anyone.

8. Why we process your data, and on what legal basis

The table below gives the purpose, and, for people in the EEA and the UK, the Article 6 GDPR basis. Annex A, section A.2, gives the Japanese purpose-of-use statement.

9. Special category data

Speech is not automatically special category data, but a meeting can contain anything, and two features touch the edge of Article 9 GDPR:

• Emotion labels, stored on meetings captured by the earlier speech provider, can, in some contexts, amount to data about a person's mental or physical state.
• Accent can indirectly indicate ethnic or national origin. This is why the earlier provider's accent label was discarded rather than stored.

We do not claim an Article 9 condition, because none is available to us. Participants have not given explicit consent to us; they have, at most, been shown a notice by the host. If the stored labels on an earlier meeting would reveal special category data in your situation, ask us to remove them.

Do not put protected health information through Voxtiva. See section 14.

10. Where your data goes

We are based in Japan. Almost all processing happens outside Japan, principally in the United States. Our own database, our speech provider, our AI inference provider, our sign-in provider, our payment provider, our email provider, our capture relay machines and our website hosting are all operated by companies established outside Japan.

Section 11 names each one and what it receives. Annex A, section A.4, gives the disclosure Japanese law requires about foreign transfers. Annex B gives the position for the EEA and the UK.

11. Who we send data to

Each of these companies receives only what its job needs.

About the last two columns, said plainly. We rely on each provider's published data processing terms. We have not completed our own record of the specific Article 46 GDPR safeguard that applies to every provider, and we are not going to name one we cannot evidence. Each of the providers we send data to is a company established in the United States, and we have not configured a regional deployment with any of them other than Fly.io's capture relay, which runs in its nrt region in Tokyo, which is why the region column says what it says. We do not claim to know how any of them sub-processes internally. If you want the current position on a named provider, ask privacy@voxtiva.com and we will tell you what we actually hold.

One point worth spelling out, because an earlier version of this page got it wrong. Google appears several times above for unrelated reasons: Google operates Google Meet, Google Analytics and Google Fonts, and separately one of the translation models we use is a Google-authored open-weights model. That model runs on DeepInfra's infrastructure. Running it does not send your transcript to Google.

If we add a provider that receives meeting content, we will update this page before the change takes effect.

12. AI models and training

We train no models of our own. We do not use your meeting audio, transcripts, translations or summaries to train, tune or evaluate any model. We use models built by other companies, through providers named in section 11.

One related thing, so this section is complete. When we are investigating a capture fault we can switch on the developer diagnostic mode described in section 5.1. In that mode our engineers can end up holding a record of one real meeting's audio events and transcript for as long as the investigation runs. That is fault diagnosis, not training, and it is off by default.

Translations, answers, highlights and summaries are produced by AI models. They can be wrong, and they can be confidently wrong. Do not rely on a Voxtiva translation or summary for anything that matters without checking it.

What our providers do with what we send them is a separate question. For the current speech provider, Soniox publishes that real-time API requests are processed transiently and not stored, that it does not store customer content unless storage is requested or configured — we have not requested or configured it — and that its logs contain no audio or transcripts, while it keeps content-free operational metadata, usage and billing records. Those are Soniox's own published statements, not a commitment made to us in writing. Whether DeepInfra, and Modulate.ai — the speech provider that processed meetings captured before Soniox was adopted — retain what we send them, or may train on it, is settled by our contract with each of them and not by anything in our code. We have asked both for a written commitment and we do not have one. So we cannot promise you that they neither keep nor train on what passes through them, and we are not going to make that promise on the strength of a marketing page. If you need it before you put a sensitive meeting through Voxtiva, write to privacy@voxtiva.com first and we will tell you where we have got to.

13. How long we keep things

We would rather be accurate here than reassuring.

Meeting content does not expire on its own. There is no automatic deletion and none is being built. Transcripts, translations, summaries, action items, highlights, panel questions and answers, participant records, participant names read from the meeting platform, notes, flags, stored emotion labels, capture telemetry and the meeting audio stay in the host's account until one of two things happens:

• The host deletes the meeting. Everything listed above for that meeting is erased, including the stored audio file, and including data belonging to participants who are not Voxtiva users.
• The host closes the account. We hold the account for seven days and then delete the account and every meeting in it. The seven days exist so an accidental or disputed closure can be reversed.

Some things do have their own limits, and these are enforced automatically:

One limit on deletion, stated plainly. When we delete something it goes from our database and our file storage. It can survive for a period afterwards in a provider's own backups. We have not established the backup retention window at Convex or at any other provider that holds a copy, so we cannot tell you how long that period is. We would rather say that than give you a number we made up.

14. Security

Described honestly, which means describing what exists rather than what sounds reassuring.

What we do:

• All traffic between you, the Voxtiva Mac app, our capture relay, our backend and our providers runs over TLS.
• Zoom access and refresh tokens are encrypted with AES-GCM before they are stored, using a key that is never stored alongside them.
• Participant access tokens and meeting-share invitation tokens are stored as SHA-256 hashes. The tokens themselves exist only in your browser and in the invitation email.
• Meeting PINs are rate-limited: five wrong attempts lock that meeting's PIN for 15 minutes.
• Requests from the Voxtiva Mac app to our backend are authenticated with credentials issued to that Mac's installation, and requests from the capture relay to our backend are authenticated with a shared secret.
• Access to a meeting's transcript, recording, emotion data, highlights and chat is checked on every single read against the host's identity, a valid participant session, or an explicitly granted share. A participant credential fails closed rather than falling back to a signed-in session in the same browser.
• Capture relay machines are a small managed fleet rather than one machine per meeting; during a meeting a machine keeps the recording in an encrypted file on its own disk until storage confirms the upload. The relay then saves the deletion and rewrites and replaces the file without that meeting's audio in the background, normally within seconds. If it restarts first, the erase completes when it starts again and leftover temporary copies are removed. Meetings captured before the Mac-app change ran on separate per-meeting capture machines, which were released and deleted when the meeting ended.
• We do not request deepfake scoring or automatic personal or health information tagging from our speech provider.
• API keys are redacted from our own diagnostic logs.

What we do not have:

We hold no security certifications. We are not SOC 2 audited, not ISO 27001 certified, and not HIPAA compliant. There is no penetration test report. Do not use Voxtiva for protected health information, and do not use it for material that requires a certified processing environment. No system is perfectly secure and we do not claim otherwise.

If something goes wrong. If there is a breach of personal data we will notify the Personal Information Protection Commission of Japan and, where the law requires it, the people affected. Where EEA or UK data is involved we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, and tell affected people directly where the risk to them is high.

15. Cookies, browser storage and analytics

We keep this small on purpose. We use no advertising cookies and no cross-site tracking. The only analytics cookies are Google Analytics cookies on our public website, and they are set only after you click Accept analytics.

Cookies we set:

Each new visit you make with analytics accepted restarts the 180 days. Your browser may delete these cookies sooner.

Browser storage we use:

• voxtiva_access_<meeting id> in local storage: the meeting access token for a PIN session.
• voxtiva_ga4_consent_v2 in local storage: whether you accepted or rejected Google Analytics. It has no expiry and stays until you clear your browser's data for our site. If you answered an earlier version of the banner, we ask again.
• voxtiva_posthog_optout_v1 in local storage, only while a withdrawal of product analytics is waiting for our server to confirm it. It holds your internal account identifier, the version of your last choice, and whether you withdrew in this browser. We remove it once the withdrawal is confirmed or when a different account signs in.

None of these is a cookie and none is shared with any other site. Earlier versions of Voxtiva kept a random analytics identifier under voxtiva_ph_id in local storage. The app now deletes it when it starts.

Google Analytics on the public website. Our public pages on www.voxtiva.com are the home, pricing, download, help, privacy, terms, licences, legal notice and waitlist pages, in English, Japanese and French. On those pages a banner asks whether you accept analytics. Google Analytics loads only after you click Accept analytics. If you reject it or do not answer, it does not load and nothing is sent to Google Analytics. It never loads on the app, meeting, dashboard, sign-in or capture pages, even if you accepted. It also never loads while you are signed in to a Voxtiva account, and we do not show the banner then.

With your consent, your browser sends Google: Google Ireland Limited if you are in the EEA, the UK or Switzerland, otherwise Google LLC. Google processes the data in the United States. Your browser sends:

• the path of each public page you view, without any query string or fragment;
• where you came from, only in two cases. If it is another public Voxtiva page, we send that page's path without any query string or fragment. If it is one of a fixed list of search engines and AI assistants (Google, Bing, DuckDuckGo, ChatGPT, Perplexity), we send only that site's address, such as https://www.bing.com/. Any other referring site is dropped;
• a "joined the waitlist" event when you join the waitlist for the first time. Your email address is not sent;
• the random client ID from the _ga cookie.

Because your browser sends this to Google directly, Google also receives your IP address and browser details. Google derives approximate location, device and browser information from them. We have turned off Google signals and ad personalisation, and we do not use Google Analytics for advertising. We never send meeting content, account details, email addresses or URL parameters to Google Analytics.

Inside Google Analytics, our property keeps event data for 2 months and user data for 14 months. We checked these settings on 1 October 2026. "Reset on new activity" is on, so a new visit restarts the 14 months for user data. These settings do not cover the standard aggregated reports.

The legal basis is your consent. To withdraw it, use the Analytics settings button on any public page and reject analytics. Collection stops at once and the _ga and _ga_70SKM5EKD6 cookies are deleted from your browser. Data Google has already received cannot be recalled; it is kept for the periods above. You can also delete the cookies yourself in your browser settings.

PostHog product analytics. If you have a Voxtiva account, the signed-in app may ask whether you allow product analytics. It asks only when we have switched product analytics on. This choice is separate from the website banner: accepting Google Analytics does not allow product analytics, and allowing product analytics does not accept Google Analytics. Nothing is sent to PostHog unless you click Allow product analytics. If you decline, do not answer, or we cannot confirm your choice, nothing is sent.

With your consent, our servers, not your browser, send PostHog Inc. four events:

• meeting_created, when you create a meeting;
• meeting_started, when a meeting you host actually goes live;
• meeting_ended, when that meeting ends;
• summary_viewed, when the summary panel of one of your ended meetings opens. We send at most one a minute and 100 a day for each account.

Each event carries only its name, the time, a random event ID and a random consent ID. The consent ID is not your account ID and is not linked to your email address. You get a new one each time you allow product analytics again. We tell PostHog not to create a person profile and not to look up location. We send no email address, name, account or meeting identifier, meeting content, page address or referring site. Because the events come from our servers, PostHog does not receive your IP address and sets no cookies in your browser. Our PostHog project is in PostHog's United States cloud, at https://us.i.posthog.com.

The legal basis is your consent. To withdraw it, open Product analytics preferences in the app and choose Decline. This browser stops reporting at once, and our servers stop sending events as soon as they record the withdrawal. If you are offline, the app shows the withdrawal as pending and lets you retry. Events already sent cannot be recalled. If you delete your account, your consent ends with it and is not restored if the account comes back.

Earlier versions of Voxtiva, when PostHog was switched on, sent a wider set of events without asking, including a sign-up event carrying the account's email address. This version sends none of those events. If you want data from those earlier events deleted, write to privacy@voxtiva.com.

Error monitoring. When error monitoring is enabled, uncaught errors and a 10% sample of performance traces are sent to Sentry from the website and the backend. The capture service used by earlier meetings also reported its errors to Sentry. Session replay is not enabled, so Sentry does not receive a recording of your screen.

15.1 External transmission notice for users in Japan (外部送信規律)

The Telecommunications Business Act requires us to tell you when your browser or device sends information to a third party. When you use voxtiva.com the following transmissions occur:

PostHog is not in this table because your browser sends nothing to PostHog. Our servers send the four product events described above, and only with your consent.

You can prevent the analytics and error transmissions by blocking those hosts in your browser. Blocking Convex or WorkOS will stop the product working.

The website banner and Analytics settings control only Google Analytics. Product analytics has its own choice in the app. Sentry runs only when its DSN is set and does not depend on either choice. Web fonts are requested from Google on every page, whatever you choose.

16. Children

Voxtiva is a business tool. It is not designed for, marketed to, or intended for children. You must be at least 16 to hold a Voxtiva account, or older if the law where you live requires it.

We cannot control who is in a meeting a host captures, and the capture software has no way of knowing a participant's age. If you believe a child's voice has been recorded and transcribed through Voxtiva, write to privacy@voxtiva.com with enough detail to find the meeting and we will delete the data.

17. Your rights, and how to use them

Whatever your location, you can ask us to:

• Show you the personal data we hold about you, and give you a copy.
• Correct it if it is wrong.
• Delete it.
• Stop using it, or restrict what we do with it.
• Give you a portable copy of data you provided to us.
• Withdraw consent where consent is what we relied on. This does not undo what we did before you withdrew it.

Write to privacy@voxtiva.com. Tell us what you want and give us enough detail to find the data. For a meeting, that means the date and the meeting title or PIN, and the host's name if you know it.

How long we take. We aim to answer within 30 days. If a request is complex we will tell you inside those 30 days and take up to a further 60 days, which is the outer limit the EEA, the UK and California all allow. We do not charge.

Identity checks. We will ask you to prove who you are before we hand over or delete personal data, in proportion to what is being asked for. For a participant with no account we usually need the meeting details above rather than an identity document.

When we have to involve the host. For meeting content we act on the host's instructions. Where a request is about a meeting we will pass it to the host and help them answer it, and we will tell you that we have done so. Where the host cannot or will not act and the law requires deletion, we will act ourselves.

A practical warning about portability. There is no export button in the product today. We fulfil copy and portability requests by hand.

18. Changes to this policy

If we change something that matters, such as adding a provider that receives meeting content, adding a purpose, or changing retention, we will update this page and change the date at the top before the change takes effect. For material changes we will also email account holders. Continuing to use Voxtiva after that means the updated policy applies to you.

We keep the date on this page and on our Terms of Use in step.

What changed in this version. Section 4.5 now describes what Voxtiva reads, stores and deletes when you connect a Google or Microsoft calendar. Before that, Voxtiva began to read participants' display names, and which participant the meeting platform shows as speaking, to put names on transcript lines. Sections 3, 3.1, 4.2, 5.8, 6, 8 and 13, and Annexes A, B and C, describe it.

A.1 Personal information handler (個人情報取扱事業者)

セノリティックラブ合同会社 (Senolytic Lab LLC)
〒102-0081 東京都千代田区四番町2-4 ブランズ四番町503
代表社員 タイ・バン・デービッド (Thai Van David)
Telephone +81 90 6299 5920
Enquiries and complaints: privacy@voxtiva.com

A.2 Purpose of use (利用目的, APPI Arts. 17 and 21)

We use personal information for the following purposes and no others:

1. To provide, operate and maintain the Voxtiva meeting transcription, translation, summary and meeting-question service, including capturing meeting audio, producing transcripts and translations, separating and labelling speakers, reading participants' display names and which participant the meeting platform shows as speaking in order to put names on transcript lines, producing summaries, action items and highlights, answering questions about a transcript, and, for meetings captured by the earlier speech provider, the tone information drawn from the emotion labels it supplied.
2. To create and manage host accounts, sign-in, and user preferences.
3. To operate PIN and invitation-based access to a meeting for participants and shared viewers.
4. To take payment, manage subscriptions and trials, and keep the accounting and tax records the law requires.
5. To send service email, including the post-meeting summary email and meeting-share invitations.
6. To respond to enquiries, requests and complaints.
7. To keep the service secure, to prevent and investigate unauthorised access and misuse, and to diagnose and fix faults, including through capture-quality telemetry and error reports.
8. With consent, to count a fixed set of product events and visits to our public website, so we can improve the product and the website.
9. To send information about the pilot to people who joined the waitlist, with their consent.
10. To comply with law and to respond to lawful requests from public authorities.

We will not use personal information beyond these purposes without telling you first.

A.3 Provision to third parties (第三者提供, APPI Art. 27)

We do not sell personal information and we do not provide it to third parties for their own purposes, other than as follows:

• Providers acting for us (委託). The companies in section 11 process personal information on our behalf under contract, within the scope necessary to achieve the purposes above. This is entrustment under APPI Art. 27(5)(i) and not third-party provision.
• The meeting platform. For Zoom meetings captured before the Mac-app change, meeting audio reached us from Zoom under permissions the host granted from their own Zoom account.
• Legal requirement. Where the law requires it or permits it without consent, including responding to a court, a public authority, or an urgent threat to life or property.
• Business transfer. If the business is transferred, in which case the data moves with it for the same purposes.

A.4 Provision to third parties in foreign countries (外国にある第三者への提供, APPI Art. 28)

Almost all of our processing happens outside Japan. APPI Art. 28 requires us to name the foreign countries involved, to describe those countries' personal information protection systems, and to describe the measures the recipient takes. Here is the position.

Countries. Personal information, including meeting audio, transcripts, translations, summaries, emotion labels, account details and billing details, is transferred to and processed in the United States of America. Every provider named in section 11 is a company established in the United States, so the United States is the country to name for all of them. Fly.io, a United States company, runs the capture relay machines in its nrt region, Tokyo. Only with consent, PostHog receives four product analytics events from our servers at its United States cloud, and Google (Google Ireland Limited for the EEA, UK and Switzerland, otherwise Google LLC) receives website analytics from your browser and processes it in the United States.

We have not obtained written confirmation of the specific data location from every provider, and we do not claim to know how any of them sub-processes internally. If a provider tells us its processing happens somewhere else, we will name that country here instead.

The system in the United States. The United States has no single comprehensive federal data protection law equivalent to the APPI. Protection comes from sector-specific federal laws, from state laws such as the California Consumer Privacy Act, and from the enforcement of companies' own privacy commitments by the Federal Trade Commission. There is no independent national data protection supervisory authority of the kind Japan has. United States public authorities can compel the production of data held by companies subject to their jurisdiction, in circumstances and by procedures that differ from Japanese law. The United States is not a country designated as having an equivalent standard under APPI Art. 28(1).

The measures the recipients take. We rely on each provider's published data processing terms and on the security measures each of them publishes. We have not completed our own record of contract terms with every provider that impose measures equivalent to those required of a personal information handler under the APPI, and we have not completed the record of the periodic check the Act contemplates. We are telling you that rather than asserting a safeguard we cannot evidence.

Information about the measures a specific recipient takes is available on request from privacy@voxtiva.com.

A.5 Retained personal data (保有個人データ) disclosures, APPI Art. 32

• The handler's name and address, and the name of its representative: given in section A.1.
• The purposes of use of all retained personal data: given in section A.2.
• Procedures for requests for disclosure, correction, addition, deletion, cessation of use, cessation of provision to third parties, and disclosure of third-party provision records: write to privacy@voxtiva.com. Tell us what you are asking for and give us enough detail to find the data. We will tell you what we need in order to verify your identity, and we will respond within 30 days, or tell you inside that period if a complex request needs longer. We do not charge a fee.
• Where to complain: privacy@voxtiva.com. This is the complaints contact required by Art. 32(1)(iv), and it is the same mailbox as the privacy contact. You may also complain to the Personal Information Protection Commission (個人情報保護委員会), the supervisory authority in Japan.
• Security control measures (安全管理措置): summarised in section 14. This includes measures taken in light of the external environment (外的環境の把握): because our data is held outside Japan, principally in the United States, we take account of that country's personal information protection environment, described in section A.4, when we assess whether our security measures are adequate.

A.6 Anonymously and pseudonymously processed information

We do not create, use or provide anonymously processed information (匿名加工情報) or pseudonymously processed information (仮名加工情報).

A.7 Breach reporting (APPI Art. 26)

If a breach of personal data occurs that is reportable under Art. 26 we will report it to the Personal Information Protection Commission and notify the people affected, within the periods the Commission's rules require.

A.8 Supervisory authority

Personal Information Protection Commission (個人情報保護委員会) https://www.ppc.go.jp/

B.1 Who is the controller

• For meeting content (audio, transcripts, translations, summaries, panel questions and answers, participant names, emotion labels and the recording), the host decides whether the meeting is recorded, which meeting, who sees the result and when it is deleted. We act on the host's instructions and we do not use meeting content for our own purposes. The intended allocation is therefore host as controller, Voxtiva as processor under Art. 28.
• For everything else (host account data, billing, security and diagnostic data, analytics, waitlist), we are the controller.

Read this together with section 6.1: the processor allocation depends on a written data processing agreement, we do not yet publish one, and we will not pretend one is in place when it is not.

B.2 Information under Articles 13 and 14

• Identity and contact details of the controller: section 1.
• Data protection officer: we have not appointed one.
• Purposes and legal bases: section 8.
• Legitimate interests relied on: the recording host's interest in a readable record that shows who said what, for putting platform display names on transcript lines; keeping and showing the tone labels stored on earlier meetings; keeping the service secure; and diagnosing faults. Product and website analytics rely on your consent instead (section 15). We have weighed each against the rights of the people affected. You can object to any of them under Art. 21.
• Recipients: section 11.
• Transfers outside the EEA and UK: section B.3.
• Retention: section 13. The honest answer for meeting content is that we keep it until the host deletes it or closes the account.
• Your rights: section 17 and section B.4.
• Source of the data, where it did not come from you (Art. 14): if you are a participant, we obtained your voice from the meeting itself. We obtained your name, and when you were shown as speaking, from what the meeting platform showed while the host recorded: its web page in Chrome, or the Microsoft Teams or Zoom desktop app's window on the host's Mac. Your name can also come from what you typed into the Voxtiva panel, or, for meetings captured before the Mac-app change, from the meeting platform's participant list. We did not obtain it from a public source or a data broker.
• Whether providing data is a statutory or contractual requirement: for a host, providing a name and email is necessary to have an account. For a participant, nothing is required of you; the recording is initiated by the host.

B.3 International transfers

We are established in Japan. Japan has an adequacy decision from the European Commission for transfers from the EEA to Japanese business operators, and a UK adequacy decision for transfers from the UK. That covers the transfer to us.

It does not cover onward transfers to our providers in the United States. For those we rely on each provider's standard data processing terms, which is what section 11 records. We have not completed our own record of the specific Article 46 safeguard that applies to each of them. We will not assert a mechanism we cannot evidence. Ask privacy@voxtiva.com and we will tell you the current status for a specific provider.

B.4 Your rights

You have the rights in section 17, and in addition:

• Restriction of processing while a dispute about accuracy or legitimate interests is resolved (Art. 18).
• Objection to processing based on our legitimate interests (Art. 21). If you object we stop unless we can show compelling legitimate grounds that override your rights.
• Not to be subject to a decision based solely on automated processing producing legal or similarly significant effects (Art. 22). We make no such decisions. The emotion labels, the summaries and the assistant's answers are shown to people; they do not make decisions and they are not used by us to make decisions about anyone.
• To complain to a supervisory authority in the EEA country where you live, where you work, or where you think something went wrong. In the UK that is the Information Commissioner's Office (ico.org.uk). We would rather you told us first, at privacy@voxtiva.com, but you do not have to.

B.5 No Article 27 representative

We have not designated a representative in the Union under Article 27 GDPR, and we have not designated a UK representative. We are telling you this rather than leaving a gap where a name should be.

What that means for you in practice: there is no local office you can walk into or write to in your own country. You must contact us in Japan, at privacy@voxtiva.com, and we will answer. It does not reduce your rights, and it does not reduce our obligations. It also does not stop you complaining to your own supervisory authority, which you can do directly.

B.6 AI transparency: the emotion recognition feature

Under Article 50 of Regulation (EU) 2024/1689 (the AI Act), people exposed to an emotion recognition system must be informed that they are exposed to it.

You are being informed, for the meetings where it ran. For meetings captured before we adopted our current speech provider, an emotion recognition system ran on the voices of everyone in the meeting while Voxtiva was capturing it. For each finished utterance the earlier provider returned a label describing the emotion it inferred from the sound of the voice. We stored that label with the speaker identifier, the time and the language; it was shown to the host and to participants as "Tone" in the side rail while the meeting ran, and it is still shown on those meetings' records. Meetings captured with the provider in use now produce no such labels, because it returns none.

This inference was made from acoustic features of speech. It is not a measurement of what anyone actually feels, and it can be wrong. Accents, illness, tiredness, a bad microphone, background noise and cultural differences in speech all affect it. Do not treat a tone reading as a fact about a person.

If you want the stored labels gone, the host can delete the meeting, which erases them, or write to privacy@voxtiva.com and we will remove them.

We also inform you, as Art. 50 requires for AI-generated content, that the translations, the summaries, the action items, the highlights and the assistant's answers are generated by AI models and are not written or checked by a person.

C.1 California: categories of personal information (CCPA/CPRA)

In the 12 months before the date at the top of this page we collect, or would collect if you used the service, the following categories under Cal. Civ. Code § 1798.140(v).

We keep each category for the periods in section 13. For meeting content, that means until the host deletes it or closes the account.

C.2 Sale and sharing

We do not sell personal information, and we do not share it for cross-context behavioural advertising, as those terms are defined in the CCPA as amended by the CPRA. We have not done so in the preceding 12 months. We do not sell or share the personal information of minors under 16.

Because we do not sell or share, there is no "Do Not Sell or Share My Personal Information" link on our site. If that changes we will add one before it changes.

C.3 Sensitive personal information

Meeting audio is audio information, and depending on what is said a meeting can easily contain sensitive personal information: health details, union membership, immigration status, sexual orientation, racial or ethnic origin, or the contents of communications.

We use and disclose sensitive personal information only to provide the service you or the host asked for, that is to transcribe, translate, summarise and answer questions about the meeting, and for security and fault diagnosis. We do not use it to infer characteristics about a consumer, other than the emotion labels described in section 5.6, which the earlier provider inferred from the sound of the voice on the meetings it captured and which are still shown on those meetings. You may still ask us to limit our use of sensitive personal information by writing to privacy@voxtiva.com.

On voiceprints. Speaker separation groups the voices inside a single meeting so the transcript can say who spoke. We do not build a voiceprint that identifies a person across meetings, and we hold no voiceprint database.

One thing we cannot tell you. Whether Modulate.ai, the provider that processed meetings captured before we adopted Soniox, derived a speaker embedding of its own inside its service, and what it did with one if it did, is not visible from our code. We have asked and we do not have a written answer yet, so we cannot rule it out. It bears on the sensitive personal information analysis in this section and on the Illinois position in section C.6, and we would rather tell you we do not know than let you assume we do.

C.4 Your California rights

You may ask us to:

• Know what personal information we collect, use, disclose and (if ever) sell or share, both in categories and in the specific pieces we hold about you.
• Delete the personal information we hold about you.
• Correct inaccurate personal information.
• Limit our use and disclosure of sensitive personal information.
• Opt out of sale or sharing. Not applicable today; we do neither.

Write to privacy@voxtiva.com. We will confirm receipt within 10 business days and respond within 45 days, extendable once by a further 45 days if we tell you why. We will not discriminate against you for exercising any of these rights. An authorised agent may act for you if they give us written proof and you confirm it directly.

If you are a participant with no account, we can still act on your request. Give us the meeting date and the meeting title or PIN so we can find the right meeting.

C.5 Other state privacy laws, and "Shine the Light"

If you live in a state with a comprehensive consumer privacy law (including Virginia, Colorado, Connecticut, Utah, Texas, Oregon and Montana), you have broadly the rights in section C.4: access, deletion, correction, portability, and opt-out of targeted advertising, sale and certain profiling. We do no targeted advertising, no sale, and no profiling that produces legal or similarly significant effects. Use the same address, privacy@voxtiva.com. Where your state gives you a right to appeal a refusal, say so in your message and we will treat it as an appeal and respond in writing.

California "Shine the Light" (Cal. Civ. Code § 1798.83). We do not disclose personal information to third parties for those third parties' own direct marketing purposes. If you want that confirmed in writing, ask at privacy@voxtiva.com.

C.6 Recording law: read this before you record a meeting in the United States

Voxtiva records conversations. In the United States that is regulated, and the rules differ by state. If you are a host, this is your responsibility, not ours.

Federal law and most states allow a call to be recorded with the consent of one party. A significant number of states require all parties to consent. Among them:

• California (Cal. Penal Code § 632). Confidential communications require the consent of all parties. Criminal penalties, plus a private right of action.
• Illinois (720 ILCS 5/14-2). Eavesdropping on a private conversation without the consent of all parties is a criminal offence.
• Washington (RCW 9.73.030). All parties must consent to the recording of a private communication. Criminal and civil exposure.
• Pennsylvania (18 Pa. C.S. § 5703). All-party consent for the interception of an oral or electronic communication.
• Florida (Fla. Stat. § 934.03). All-party consent, criminal penalties.

If any participant is in one of these states, or you cannot tell where everyone is, get everyone to agree out loud before you start, and let the recording capture that agreement. An announcement at the top of the meeting is notice; in an all-party state it is not by itself consent.

Illinois BIPA (740 ILCS 14). Illinois treats a "voiceprint" as a biometric identifier and requires written notice and written consent before one is collected, with a private right of action and statutory damages per violation. As stated in section C.3, we do not build a voiceprint that identifies people across meetings and we hold no voiceprint database. If any provider in our chain derives a voiceprint from meeting audio, BIPA is engaged for any Illinois participant. As section C.3 says, we cannot yet rule that out for the provider that processed the earlier meetings. If you record meetings with participants in Illinois, take advice before you do.

Nothing in this section is legal advice to you. It is a warning that this product does something the law in several states regulates closely.

Contact

セノリティックラブ合同会社 (Senolytic Lab LLC)
Branz Yonbancho 503, 2-4 Yonbancho, Chiyoda-ku, Tokyo 102-0081, Japan
〒102-0081 東京都千代田区四番町2-4 ブランズ四番町503
代表社員 タイ・バン・デービッド (Thai Van David)
+81 90 6299 5920

Privacy, data subject requests and complaints: privacy@voxtiva.com Everything else: hello@voxtiva.com

We have no representative in the European Union or the United Kingdom. Contact us in Japan.