Privacy Policy

The Service is operated by:

GREYSIS LLC
Florida, United States
Email: [email protected]

For privacy-related requests, contact us at [email protected].

This Privacy Policy applies to personal information processed through the Service.

When we process account, billing, analytics, advertising, security, and support information for our own purposes, GREYSIS LLC acts as the controller or business responsible for that information.

When a business customer uploads recordings or other content containing personal information and instructs us to transcribe it, GREYSIS LLC may act as a processor or service provider on behalf of that customer. The customer remains responsible for determining whether it has a lawful basis and all required permissions to collect, record, upload, and process that content.

3.1 Account and contact information

We may collect:

• name, if provided;
• email address;
• account credentials or authentication identifiers;
• account preferences;
• communications with customer support;
• marketing preferences.

3.2 Uploaded content and transcripts

We process:

• audio and video files uploaded by users;
• transcripts generated from uploaded files;
• file names, project names, timestamps, language selections, and related metadata;
• edits or corrections made to transcripts.

Uploaded content may contain personal information about the user or third parties. Depending on the recording, this may include sensitive information such as health information, therapy-related information, financial information, communications, or other confidential material.

3.3 Payment and subscription information

Payments are processed by Stripe. We may receive:

• subscription plan and billing period;
• payment status;
• transaction identifiers;
• billing country and limited payment method details;
• refund, chargeback, and invoice information.

We do not store full payment card numbers. Stripe processes payment information under its own privacy terms.

3.4 Device, usage, and technical information

We may collect:

• IP address;
• browser type and version;
• device and operating system information;
• pages viewed and actions taken;
• login and session information;
• referring URLs;
• approximate location derived from IP address;
• cookie and advertising identifiers;
• error, security, and diagnostic logs.

3.5 Analytics and advertising information

Subject to applicable consent requirements, we use:

• Google Analytics 4;
• Google Ads;
• Microsoft Advertising, including Bing Ads and UET;
• Meta Pixel.

These providers may collect identifiers, device information, browsing activity, interactions with the Service, and conversion information. They may combine this information with information collected through other websites or services according to their own terms and privacy policies.

We may use personal information to:

• provide, operate, maintain, and secure the Service;
• create and manage accounts;
• process uploaded files and generate transcripts;
• store files and transcripts in the user’s account;
• process subscriptions, payments, refunds, and invoices;
• provide customer support;
• send service-related notices;
• send marketing communications where permitted by law;
• measure traffic, usage, advertising performance, and conversions;
• improve usability, reliability, fraud prevention, and security;
• detect abuse, unauthorized access, and violations of our Terms;
• comply with legal, tax, accounting, and regulatory obligations;
• establish, exercise, or defend legal claims.

Voxnoto uses its own locally operated transcription model on infrastructure hosted by Hetzner in Finland.

We do not send uploaded audio, video, or transcripts to an external AI transcription provider.

We do not use customer audio, video, transcripts, or other uploaded content to train, fine-tune, test, or improve our transcription models.

Where the GDPR or UK GDPR applies, we rely on one or more of the following legal bases:

• Performance of a contract: to create accounts, provide transcription, store user content, process subscriptions, and provide support.
• Legitimate interests: to secure and improve the Service, prevent fraud, maintain records, and understand general Service usage, where those interests are not overridden by the user’s rights.
• Consent: for non-essential analytics, advertising cookies, and certain marketing communications where consent is required.
• Legal obligation: to comply with tax, accounting, law enforcement, and regulatory requirements.
• Legal claims: where processing is necessary to establish, exercise, or defend legal claims.

Users may withdraw consent at any time. Withdrawal does not affect processing that occurred before withdrawal.

We may disclose personal information to:

7.1 Hosting and infrastructure provider

We use Hetzner Online GmbH to host the Service and store account data, uploaded files, transcripts, and related information on servers located in Finland, European Union.

7.2 Payment provider

We use Stripe to process subscriptions and payments.

7.3 Analytics and advertising providers

Subject to applicable consent and opt-out requirements, we use Google Analytics 4, Google Ads, Microsoft Advertising, and Meta Pixel.

7.4 Professional advisers and authorities

We may disclose information to lawyers, accountants, auditors, insurers, courts, regulators, law enforcement, or government authorities when reasonably necessary or legally required.

7.5 Business transfers

Information may be transferred as part of a merger, financing, acquisition, reorganization, sale of assets, or similar transaction, subject to applicable law.

7.6 With the user’s direction

We may disclose information when the user instructs us to do so or consents to the disclosure.

We do not sell personal information for money. Certain advertising technologies may constitute “sharing” for cross-context behavioral advertising under California law. Where applicable, users may opt out through our cookie settings or other privacy controls.

GREYSIS LLC is established in the United States, while the Service is hosted in Finland. Our providers may process information in the United States, the European Economic Area, or other countries.

Where required, we use legally recognized transfer mechanisms, such as adequacy decisions, contractual protections, or Standard Contractual Clauses. Users may contact [email protected] for additional information about applicable transfer safeguards.

We use cookies and similar technologies for:

• essential functions and account sessions;
• security and fraud prevention;
• preferences;
• analytics;
• advertising and conversion measurement.

Where required by law, non-essential analytics and advertising technologies are disabled until the user provides consent. Users can change their choices through the cookie settings available on the Service.

More information is available in our Cookie Policy.

We may send service-related messages that are necessary to operate the account or subscription.

We may also send marketing and educational emails. Where required by law, we will obtain consent before sending them. Users can unsubscribe using the link in any marketing email or by contacting [email protected].

Unsubscribing from marketing messages does not stop essential account, security, billing, or service communications.

Uploaded files, generated transcripts, and related project data are retained in the user’s account until the user deletes them or closes the account, unless retention is required for legal, security, fraud-prevention, dispute-resolution, or enforcement purposes.

When an account is deleted, associated uploaded files and transcripts are deleted from active systems.

Deleted files and transcripts may remain temporarily in incremental backups until those backups are updated or overwritten through our backup processes. Backup copies are maintained for security, disaster recovery, and system integrity and are not used for ordinary access or active processing.

We retain account, billing, transaction, tax, security, and support records for as long as reasonably necessary for the purposes described in this Policy and to comply with legal obligations.

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. No system is completely secure, and we cannot guarantee absolute security.

Users are responsible for maintaining the confidentiality of their account credentials and for notifying us of suspected unauthorized access.

Users must have all rights, permissions, notices, consents, and lawful bases required to record, upload, store, and transcribe content.

Users must not upload content unlawfully obtained or content that violates privacy, confidentiality, intellectual property, recording-consent, employment, healthcare, or other applicable laws.

Voxnoto does not determine whether a recording was lawfully made.

The Service may technically process medical or therapy-related recordings. However, Voxnoto is not represented as HIPAA-compliant and does not enter into Business Associate Agreements unless expressly agreed in a separate signed writing.

A person or organization subject to HIPAA must not upload protected health information unless a valid Business Associate Agreement with GREYSIS LLC is in place.

Depending on location and applicable law, users may have the right to:

• request access to personal information;
• request correction of inaccurate information;
• request deletion;
• obtain a portable copy of certain information;
• restrict or object to certain processing;
• withdraw consent;
• opt out of marketing;
• opt out of sale, sharing, targeted advertising, or certain profiling;
• appeal a decision concerning a privacy request;
• lodge a complaint with a data protection authority.

To submit a request, email [email protected]. We may need to verify identity before completing a request. Authorized agents may submit requests where permitted by law, subject to verification.

Users in the EEA or United Kingdom may complain to the supervisory authority in their place of residence, place of work, or location of the alleged infringement.

If the California Consumer Privacy Act, as amended, applies to GREYSIS LLC and the user, California residents may have rights to know, access, correct, delete, and obtain information about the collection, use, disclosure, sale, and sharing of personal information. They may also have the right to opt out of sale or sharing and to limit certain uses of sensitive personal information.

We do not discriminate against users for exercising applicable privacy rights.

Users may submit requests through [email protected] and may manage advertising choices through our cookie settings. Where legally required, we honor recognized opt-out preference signals, such as Global Privacy Control.

See our California Notice at Collection.

The Service is intended only for persons who are at least 18 years old. We do not knowingly allow persons under 18 to create accounts.

If we learn that a person under 18 has provided personal information through an account, we may delete the account and associated information.

The Service may contain links to third-party websites or services. We are not responsible for their privacy practices.

We may update this Privacy Policy from time to time. We will post the updated version and revise the effective date. Where required, we will provide additional notice or obtain consent.

For questions, requests, or complaints concerning privacy:

GREYSIS LLC
Florida, United States
[email protected]