Privacy Policy

Last Updated: 27.05.2026

This Privacy Policy describes how Vox2Text ("Vox2Text", "we", "our", or "us") collects, uses, discloses, and otherwise processes information when you access or use our websites, our Telegram bot identified as @vox2text_bot, our Telegram mini application, and any other related services (collectively, the "Services"). This Privacy Policy also describes how we process information when you interact with us through customer-support channels or other communications.

This Privacy Policy is incorporated into, and forms part of, our Terms of Service.

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the "Last Updated" date at the top of this Privacy Policy. If we make material changes, we will provide you with additional notice (such as by sending you an email or posting a notice within the Services). We encourage you to review this Privacy Policy regularly to stay informed about our information practices and the choices available to you.

1. Collection of Information

The categories of information we collect about you depend on how you interact with us and the Services. In this section, we describe the categories of information we collect and the sources from which we collect it.

(a) Information You Provide to Us Through Telegram

When you access the Services, we receive certain information from Telegram on the basis of the permissions you grant to the Bot or the Mini App, including, without limitation:

your Telegram user identifier;
your Telegram username, first name, last name, and language code, in each case to the extent such fields are populated in your Telegram profile;
the audio files, voice messages, and other media you submit to the Bot or the Mini App;
the text messages and commands you send to the Bot; and
any optional information you provide voluntarily, such as preferred output language, settings, or feedback.

(b) Content Generated by the Services

The Services generate certain content from your audio submissions, including, without limitation, transcripts (delivered through the Bot and accessible in the Mini App), summaries, action item lists, and translations (each generated within the Mini App at your request), speaker-separation labels (where requested by you on an opt-in basis), and exported files in formats including AI-ready text and PDF (.pdf) (such content, together with any content you provide, "User Content"). User Content is associated with your account and stored on our servers in accordance with Section 6 of this Privacy Policy.

(c) Information We Collect Automatically

We automatically collect certain technical information when you interact with the Services, including, without limitation:

Log Data: the date and time of your requests, the duration and file size of audio you submit, the language identified by the transcription engine, error codes, and similar diagnostic information;
Usage Data: the actions you take within the Services, including the features you invoke, the buttons you press, and aggregated patterns of use; and
Device Data: to the extent communicated by Telegram, basic information about the device on which the Mini App is rendered.

(d) Payment Information

If you subscribe to a paid plan, payment information (including your name, billing email, billing country, and payment card details) is collected and processed exclusively by Whop.com ("Whop") as our payment and subscription provider. Vox2Text does not receive, see, or store any payment card details (whether full or partial). We receive only limited transactional metadata from Whop, such as confirmation of subscription status, country of residence, and the amount and currency of each transaction.

(e) Information We Derive

We may derive limited inferences from the information described above, such as approximate country of residence based on language code, time zone, or payment country.

(f) Information from Other Sources

We may receive information about you from third-party service providers acting on our behalf, including hosting providers, analytics providers (if and when we deploy them as described in Section 12), payment service providers, and law-enforcement authorities responding to lawful requests.

2. Use of Information

We use the information we collect for the following purposes:

to provide, operate, and maintain the Services, including, without limitation, to transcribe audio you submit, to generate AI Outputs you request, and to deliver such outputs to you;
to administer your account and authenticate your access to the Services;
to develop, test, and improve the Services, including by deriving aggregated and de-identified statistical data;
to send you transactional and service communications, such as confirmations, technical notices, security alerts, and support messages;
to send you marketing communications (only where you have consented to receive such communications, and subject to your right to withdraw consent at any time);
to detect, investigate, prevent, and respond to fraud, abuse, security incidents, violations of our Terms of Service, and other harmful or illegal activity;
to comply with our legal, regulatory, and tax obligations, and to establish, exercise, or defend legal claims; and
to enforce our Terms of Service and other agreements with you.

3. What We Do Not Do

Vox2Text operates in a zero-audio-retention mode by design. Audio files are not stored, regardless of plan or feature. For the avoidance of doubt, and as a material condition of how we operate the Services:

We do not store your original audio files. Audio files submitted to the Bot are deleted from our systems immediately after the corresponding transcript has been generated and delivered.
We do not use your User Content to train, retrain, fine-tune, or otherwise improve any artificial intelligence model, whether owned by Vox2Text or by any third party.
We do not sell your personal information to data brokers, advertising networks, or any other third party.
We do not share your User Content with third parties other than the Sub-Processors strictly necessary to operate the Services, as listed in Section 5 and only to the extent necessary to perform the Services.
We do not access the textual content of your User Content for any purpose other than the provision and protection of the Services, except in the limited diagnostic circumstances described in Section 2 and only on a need-to-know basis.
We do not join your meetings or calls. The Services do not include any meeting bot, calendar integration, or automated joining mechanism for any conferencing platform.

4. Disclosure of Information

We disclose information about you in the following limited circumstances:

(a) Sub-Processors and Service Providers

We disclose information to the Sub-Processors and service providers identified in Section 5 to the extent strictly necessary for them to perform their respective services on our behalf, and subject in each case to a written agreement requiring them to process such information solely in accordance with our instructions and applicable data protection law.

(b) Legal and Regulatory Disclosures

We may disclose information about you if we believe in good faith that disclosure is required by applicable law, regulation, legal process, court order, or governmental request, including, without limitation, in response to a lawful subpoena, warrant, or other legal demand.

(c) Protection of Rights

We may disclose information about you if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Vox2Text, our users, or any third party, including, without limitation, to enforce our Terms of Service, investigate suspected fraud, or respond to security incidents.

(d) Professional Advisors

We may disclose information about you to our legal, accounting, financial, insurance, and other professional advisors where necessary to obtain advice or otherwise protect and manage our business interests.

(e) Corporate Transactions

We may disclose information about you in connection with, or during negotiations of, any merger, acquisition, financing, reorganization, bankruptcy, or sale of all or substantially all of our assets, provided that any successor entity will be bound by this Privacy Policy or a successor privacy policy substantially similar in effect.

(f) With Your Consent or at Your Direction

We may disclose information about you to any third party with your consent or at your direction.

(g) Aggregated and De-Identified Information

We may disclose aggregated or de-identified information that cannot reasonably be used to identify you for any purpose, including, without limitation, for analytics, research, and marketing purposes.

5. Sub-Processors, Telegram Platform, and International Transfers

(a) Categories of Sub-Processors

We engage Sub-Processors in the following categories in connection with the Services:

(i) a transcription provider (currently OpenAI, OpCo, LLC), which receives audio files submitted by you for the sole purpose of generating a text transcript, with processing occurring in the United States. The transcription provider deletes the audio file after transcription in accordance with its data-usage policy in force from time to time;
(ii) a payment and subscription provider (currently Whop.com), which receives your name, email address, billing country, and payment card details, with processing occurring globally; and
(iii) a hosting provider located within the European Economic Area, in the Republic of Estonia, which stores transcripts, other User Content, account metadata, and log data within the EEA.

A current and complete list of our Sub-Processors, including any additions or replacements, is available at vox2text.com/sub-processors (the "Sub-Processors Page"). We will provide at least fourteen (14) days' prior notice of any new Sub-Processor via the Sub-Processors Page and, where required by applicable law, by email.

We maintain a Data Processing Agreement (or equivalent contractual arrangement) with each Sub-Processor and require each Sub-Processor to implement appropriate technical and organizational measures.

(b) Telegram Platform

The Services are delivered through the Telegram messaging platform, operated by Telegram FZ-LLC ("Telegram"). Telegram is the communication channel through which you interact with the Bot and the Mini App. We do not engage Telegram as a Sub-Processor under this Privacy Policy and do not control how Telegram processes data on its platform. Information you exchange with us through Telegram is transmitted via Telegram's infrastructure before reaching our Services and is subject to Telegram's own terms of service and privacy policy, available at telegram.org.

(c) Position on AI Model Training by Our Transcription Provider

Pursuant to the data-usage policy of our transcription provider (OpenAI) then in force, content submitted by Vox2Text via OpenAI's API is not used by OpenAI to train, retrain, fine-tune, or otherwise improve OpenAI's models. We rely on this policy and on our Data Processing Addendum with OpenAI in submitting your audio for transcription.

(d) International Transfers

Our primary servers are located in the Republic of Estonia (EU/EEA). Certain processing activities, including audio transcription and payment processing, occur outside the European Economic Area, including in the United States and the United Kingdom.

Where personal data is transferred internationally and transfer safeguards are required by applicable law, we rely on appropriate mechanisms, including Standard Contractual Clauses approved by the European Commission, our transcription provider's certification under the EU-U.S. Data Privacy Framework, and other safeguards permitted under the laws of your country of residence.

You may request a copy of any safeguard we use to transfer your personal data outside the European Economic Area by contacting legal@vox2text.com.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including, without limitation, satisfying any legal, accounting, or reporting requirements. The retention periods for the principal categories of data are as follows:

Audio files: Deleted immediately upon successful transcription; in no event retained beyond the time strictly necessary to generate the corresponding transcript.
Transcripts and other User Content (text): Retained for the period associated with your active subscription plan, as disclosed within the Services at the time of registration and on your account settings page. Retention on the free-tier plan is shorter than on paid-tier plans. You may delete any transcript at any time through the Mini App.
Account metadata: Retained for as long as your account remains active.
Diagnostic and error logs: Retained for up to ninety (90) days.
Backups: Retained for up to fourteen (14) days, after which they are overwritten in the ordinary course.
Payment records: Retained for the period required by applicable accounting, tax, and anti-money-laundering law, which may be up to ten (10) years depending on jurisdiction.

(a) Soft Delete on Account Closure

Upon closure of your account, all User Content associated with your account is marked as deleted immediately, removed from our active systems within thirty (30) days (the "Soft-Delete Period"), and removed from backups within the next fourteen-day (14-day) backup cycle following the Soft-Delete Period. After that time, the User Content cannot be recovered.

(b) Retention for Legal Reasons

Notwithstanding the foregoing, we may retain personal data for a longer period where required by applicable law or where necessary to establish, exercise, or defend legal claims, in each case for no longer than necessary for that purpose.

7. Audio and Voice Data; Position on Biometric Information

(a) How We Process Audio

When you submit an audio file or voice message to the Bot, we transmit that audio to our transcription Sub-Processor solely for the purpose of generating a text transcript. Upon successful transcription, the original audio file is deleted from our systems and is not retained, stored, or further processed by Vox2Text.

(b) Optional Speaker Separation

The Services may, solely at your explicit request and on a per-recording basis, generate basic speaker-separation labels (such as "Speaker 1," "Speaker 2," and so on) within a transcript to indicate transitions between speakers in a single recording. Speaker separation is an opt-in feature that is not enabled by default. The labels we generate are generic identifiers; we do not attach names, identifiers, or any other personal information to such labels.

(c) No Voice Biometric Templates

Regardless of whether you request the optional speaker-separation feature described in Section 7(b):

(i) we do not create, derive, or store any voice biometric template, voice fingerprint, voiceprint, voice embedding, or other technical representation of any individual's voice characteristics that would permit subsequent identification or authentication of that individual;
(ii) we do not compare voice characteristics across different recordings or different users;
(iii) we do not use voice data to identify or authenticate any individual;
(iv) the speaker-separation labels are scoped to the single recording for which they are generated and do not persist or correlate across recordings; and
(v) we do not retain any voice data, audio file, or derived voice characteristic beyond the audio-deletion timeline described in Section 7(a). The original audio file is deleted immediately upon successful transcription whether or not speaker separation was requested.

(d) Position on Biometric Classification

Voice samples may be classified as biometric data, biometric identifiers, biometric information, or sensitive personal data under certain laws, including, without limitation, under privacy, biometric, or data protection laws that may apply to you.

The legal definitions of biometric data under such laws share a common element: biometric data is data resulting from specific technical processing relating to the physical, physiological, or behavioral characteristics of a natural person that allows or confirms the unique identification of that natural person.

For the reasons set forth in Sections 7(b) and 7(c), Vox2Text does not engage in such technical processing. The Services process audio for the sole purpose of speech-to-text transcription, do not produce a unique technical representation of any individual's voice, and do not enable the identification or authentication of any individual by voice. On that basis, Vox2Text takes the position that it does not process biometric data within the meaning of such laws.

If our approach to audio processing changes in any material respect in the future, we will update this Privacy Policy and obtain any additional consents required by applicable law before such changes take effect.

8. Your Choices and Rights

(a) Account Information

You may access, correct, and delete information stored within your account through the Mini App settings at any time. You may export your transcripts, summaries, action item lists, and translations from the Services in supported formats, including AI-ready text and PDF (.pdf).

(b) Rights Available to You

Subject to applicable law, you have the following rights with respect to your personal data:

(i) the right to access your personal data and obtain a copy in a structured, commonly used, and machine-readable format;
(ii) the right to rectify inaccurate or incomplete personal data;
(iii) the right to erase your personal data, subject to limited exceptions provided by applicable law;
(iv) the right to restrict or object to certain processing of your personal data;
(v) the right to data portability, where applicable;
(vi) the right to withdraw consent at any time, where processing is based on your consent (without affecting the lawfulness of processing based on consent before its withdrawal); and
(vii) the right to lodge a complaint with the data protection authority of your country of residence.

(c) How to Exercise Your Rights

To exercise any of the foregoing rights, please contact legal@vox2text.com. We will respond to verifiable requests within thirty (30) days, or such shorter period as may be required by applicable law. We may request additional information to verify your identity before processing your request.

(d) Marketing Communications

You may opt out of marketing communications from Vox2Text at any time by following the unsubscribe instructions included in each communication or by contacting legal@vox2text.com. Notwithstanding any such opt-out, we may continue to send you transactional and service communications.

9. Additional Information Required by Applicable Law

Depending on where you reside or where your personal data is processed, applicable law may provide additional privacy rights, consumer rights, transfer safeguards, complaint rights, or mandatory disclosures. Vox2Text will handle such rights and obligations in accordance with applicable law.

Where personal data is transferred internationally and transfer safeguards are required by applicable law, we rely on appropriate mechanisms such as adequacy decisions, Standard Contractual Clauses, data processing agreements, and supplementary measures where applicable.

You may lodge a complaint with the competent data protection authority where applicable law gives you that right.

10. Security

We implement appropriate technical and organizational measures designed to protect the security, confidentiality, and integrity of personal data processed by the Services, including, without limitation:

(a) encryption of data in transit using industry-standard cryptographic protocols;
(b) encryption of User Content at rest within our hosting environment;
(c) access controls limiting access to personal data to authorized personnel on a need-to-know basis;
(d) periodic security reviews of our infrastructure and processes; and
(e) written agreements with all Sub-Processors imposing security obligations consistent with applicable law.

Notwithstanding the foregoing, no method of transmission over the internet or method of electronic storage is one hundred percent (100%) secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

(a) Breach Notification

In the event of a personal data breach that is likely to result in a risk to the rights and freedoms of natural persons, we will notify the competent data protection authority without undue delay and, where feasible, no later than seventy-two (72) hours after having become aware of the breach, in accordance with applicable law. Where the breach is likely to result in a high risk to the rights and freedoms of natural persons, we will also notify affected data subjects without undue delay.

11. Children

The Services are intended exclusively for individuals who are at least sixteen (16) years of age. The Services are not directed to children, and we do not knowingly collect personal data from any individual under the age of sixteen (16). If we become aware that we have collected personal data from an individual under the age of sixteen (16), we will take steps to delete such information promptly. If you believe we may have collected personal data from an individual under the age of sixteen (16), please contact us at legal@vox2text.com.

12. Cookies and Similar Tracking Technologies

As of the date of this Privacy Policy, the Services do not deploy any third-party analytics, advertising, or behavioral tracking technologies. The Telegram bot and Mini App may use a limited number of essential technical cookies, local storage values, or session identifiers solely as required to maintain your session, enforce authentication, and remember your settings.

If we elect to deploy non-essential analytics or tracking technologies in the future (including, without limitation, technologies such as Google Analytics or Plausible Analytics), we will update this Privacy Policy and, where required by applicable law, obtain your prior consent through a cookie consent mechanism before any such technologies are activated.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date above indicates when this Privacy Policy was last revised. If we make material changes, we will provide additional notice (such as by posting a notice within the Services or sending you an email) at least fourteen (14) days before the changes take effect. Your continued use of the Services after the effective date of any updated Privacy Policy constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

For all questions, requests, or complaints regarding this Privacy Policy or our processing of your personal data, please contact:

Email: legal@vox2text.com
Legal entity: VLADIMIR DEMCHENKOV PR OVČA
Postal address: VLADIMIR DEMCHENKOV PR OVČA, PRVOG MAJA 39, 11000, Ovča, Srbija
Company registration number: MB 67662636

The email address above is monitored by the personnel responsible for data protection at Vox2Text and serves simultaneously as our contact for:

(a) data subject requests and inquiries under the GDPR, the UK GDPR, and the law of the Republic of Serbia;
(b) privacy requests, legal notices, formal claims, and applicable data subject requests.

We will respond to verifiable requests within thirty (30) days, or such shorter period as may be required by applicable law.