Legal

Privacy Policy

Last updated: 3 March 2026

1. Introduction

VoiceFlowLab ("we", "us", "our") operates the VoiceFlowLab platform and the VoiceCount product (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services, visit our website, or interact with us.

By using our Services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not access or use the Services.

2. Information We Collect

2.1 Information You Provide

  • Account information: Name, email address, company name, industry, and password when you create an account.
  • Voice recordings: Audio files you record through our platform for transcription and data extraction.
  • Photos: Images you capture through VoiceCount for inventory verification.
  • Contact information: Name, email, phone number, and message details when you submit our contact form.
  • Waitlist information: Email address when you sign up for early access.
  • Payment information: Billing details processed through our third-party payment processor (we do not store credit card numbers directly).

2.2 Information Collected Automatically

  • Usage data: Pages visited, features used, timestamps, and interaction patterns.
  • Device information: Browser type, operating system, device type, and screen resolution.
  • Log data: IP address, access times, and referring URLs.
  • Cookies: We use essential cookies for authentication and session management. See Section 7 for details.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our Services.
  • Process your voice recordings through AI transcription and data extraction.
  • Process photos for inventory verification and AI analysis.
  • Create and manage your account and team.
  • Sync extracted data to your connected third-party systems (only with your explicit authorisation).
  • Send you service-related communications, updates, and support responses.
  • Improve our AI models and service accuracy (using anonymised and aggregated data only).
  • Detect, prevent, and address technical issues and security threats.
  • Comply with legal obligations.

4. How We Share Your Information

We do not sell your personal information. We may share your information with:

  • AI service providers: OpenAI processes your voice recordings for transcription and data extraction. Audio is sent securely and is subject to OpenAI's data processing terms.
  • Third-party integrations: When you connect external systems (e.g., Housecall Pro, Procore, HubSpot, Shopify), extracted data is shared with those platforms as directed by you.
  • Infrastructure providers: Cloud hosting, database, and storage providers who process data on our behalf under strict confidentiality agreements.
  • Legal requirements: When required by law, regulation, legal process, or governmental request.
  • Business transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users.

5. Data Retention

  • Voice recordings: Stored for 90 days after processing, then automatically deleted unless you request earlier deletion.
  • Transcripts and extracted data: Retained for the duration of your account, plus 30 days after account deletion.
  • Photos: Stored for 90 days after processing, then automatically deleted.
  • Account information: Retained until you delete your account.
  • Waitlist and contact form data: Retained for up to 24 months or until you request deletion.

You may request deletion of your data at any time by contacting us at hello@voiceflowlab.com.

6. Data Security

We implement appropriate technical and organisational measures to protect your information, including:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256).
  • Secure authentication with hashed passwords and JWT tokens.
  • Role-based access controls within teams.
  • Regular security assessments and monitoring.

While we strive to protect your personal information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Cookies

We use the following types of cookies:

  • Essential cookies: Required for authentication, session management, and security. These cannot be disabled.
  • Analytics cookies: Help us understand how visitors interact with our website. You can opt out of these.

We do not use advertising or tracking cookies.

8. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your personal data.
  • Portability: Request your data in a structured, machine-readable format.
  • Restriction: Request that we limit processing of your data.
  • Objection: Object to processing of your data for certain purposes.
  • Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at hello@voiceflowlab.com. We will respond within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States (for AI processing via OpenAI). We ensure appropriate safeguards are in place, including Standard Contractual Clauses where required under GDPR.

10. Children's Privacy

Our Services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Services after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us: