Privacy Policy

Last Updated: 30 September 2026

Vox-Trace is designed with privacy and security as core principles. Your recordings, transcripts, and documents remain under your control. All data transmitted through Vox-Trace is encrypted during transmission and processing, and meeting content is not permanently stored on Vox-Trace servers by default.

1. Who We Are

Vox-Trace is an AI-powered meeting and interview assistant operated by:

RISINGSTAR INNOVATION – FZCO
IFZA Business Park, Dubai Silicon Oasis, Dubai, UAE
Email: destek@risingstarinnovation.com
Phone: +971 50 996 7536

2. Scope of This Policy

This Privacy Policy applies to the Vox-Trace website, web application, APIs, and related services. It does not apply to third-party websites or services that may be linked or integrated with Vox-Trace.

3. Data We Collect

3.1 Information You Provide

Account information: name, email address, password or OAuth identity (e.g. Google), and optional profile details.
Meeting & interview content: audio recordings, transcripts, summaries, notes, prompts, and files you upload (documents, CVs, PDFs). All user content is encrypted in transit and at rest and is processed only to provide the requested service.
Support & communications: messages, feedback, inquiries, and survey responses.

3.2 Information Collected Automatically

Technical data: IP address, browser type, operating system, device type, language, and time zone.
Usage data: pages visited, features used, session duration, and interaction events.
Diagnostics: crash reports, error logs, and performance metrics.

3.3 Information from Third Parties

Identity providers: basic profile identifiers from OAuth providers, subject to your provider settings.
Payment providers: limited billing information such as payment status and billing country. We do not store full payment card details.
Integrations: metadata required to enable connected third-party services.

4. Legal Basis for Processing (GDPR)

For users in the European Union or European Economic Area, we process personal data under the following legal bases pursuant to Article 6 of the GDPR:

Performance of a contract (Art. 6(1)(b)) – to provide and operate Vox-Trace.
Legitimate interests (Art. 6(1)(f)) – to ensure security, prevent abuse, and improve the Service.
Consent (Art. 6(1)(a)) – where required, such as for certain cookies or marketing communications.
Legal obligations (Art. 6(1)(c)) – to comply with applicable laws and regulations.

5. How We Use Your Data

We use personal data to:

Provide, operate, and maintain Vox-Trace.
Create and manage user accounts.
Record, transcribe, summarize, and process meetings and interviews.
Improve functionality, performance, and reliability.
Communicate with users regarding service updates, security notices, and support.
Protect the Service, users, and legal rights, and comply with legal obligations.

6. AI Processing and Service Providers

Vox-Trace uses AI technologies to provide transcription, summarization, and analysis features. When AI processing is required, data is transmitted in encrypted form to carefully selected cloud and AI service providers under strict contractual safeguards.

These providers process data solely to deliver the requested service and are not permitted to store, reuse, or use customer data for training, marketing, or any unrelated purposes.

We do not sell personal data.

7. How We Share Data

We may share personal data only in the following situations:

Service providers: hosting, secure infrastructure, AI processing, analytics, email delivery, customer support, and payment processing.
Legal and safety requirements: when required by law, regulation, court order, or to protect rights, safety, or security.
Business transfers: in the event of a merger, acquisition, or asset sale.
With consent: when you explicitly authorize sharing (e.g. integrations).

8. Security

We implement strong technical and organizational security measures, including encryption in transit and at rest, strict access controls, monitoring, and secure development practices.

All data transmitted between your device and Vox-Trace systems is protected using industry-standard encryption protocols.

While no system is completely secure, we continuously work to maintain a high level of security and data protection.

9. Data Retention

We retain personal data only as long as necessary:

Account data is retained while your account remains active.
By default, recordings, transcripts, and uploaded files are processed securely and are not permanently stored on Vox-Trace servers. Data may be temporarily processed in encrypted environments only for the time required to deliver the requested functionality.
Vox-Trace does not build user profiles from meeting content and does not use customer data for AI training.
Deleted data is removed from active systems promptly and from backups within a reasonable period (typically up to 30 days).

10. Your Rights

Depending on your location, you may have the right to:

Access your personal data
Rectify inaccurate data
Request deletion of data
Restrict or object to processing
Request data portability
Withdraw consent where processing is based on consent

To exercise your rights, contact:
destek@risingstarinnovation.com

You also have the right to lodge a complaint with your local data protection authority.

11. EU Users and GDPR Contact

If you are located in the European Union, you may contact us regarding GDPR-related matters at destek@risingstarinnovation.com. We handle all requests in accordance with applicable GDPR requirements.

12. International Transfers

Your data may be processed or stored outside your country of residence. Where required, we use appropriate safeguards such as Standard Contractual Clauses (SCCs).

13. Children’s Privacy

Vox-Trace is not intended for children under 13 years of age (or the minimum age required by local law). We do not knowingly collect personal data from children.

14. Cookies and Similar Technologies

14.1 What Are Cookies?

Cookies are small text files stored on your device. We may also use similar technologies such as local storage or scripts.

14.2 How We Use Cookies

Essential cookies: authentication, security, and core functionality.
Functional cookies: preferences such as language or UI settings.
Analytics cookies: Google Analytics and PostHog help us understand product usage and improve performance.
Advertising cookies: Google Ads helps us measure campaign conversions and, where separately permitted, personalize advertising.

Optional analytics and advertising technologies are disabled until you provide the corresponding consent. We do not send passwords, meeting recordings, transcripts, uploaded documents, or contact details to analytics or advertising providers as event properties.

14.3 Managing Cookies

You can accept, reject, or change optional cookie categories at any time through the in-product cookie settings. You can also manage cookies through your browser settings. Rejecting optional cookies does not disable essential account and security functionality.

15. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date will be revised accordingly. Continued use of the Service constitutes acceptance of the updated policy.

16. Contact

Questions about privacy or cookies:

RISINGSTAR INNOVATION – FZCO
IFZA Business Park, Dubai Silicon Oasis, Dubai, UAE
Email: destek@risingstarinnovation.com
Phone: +971 50 996 7536