Voicy Data Handling and Security Policy

Last Updated: 31/07/2025
Version: 1.3

1. Overview

This policy outlines how Voicy handles user data, implements security measures, and protects user privacy throughout the transcription process.

2. Data Collection and Processing

2.1 Audio Data

• Collection: Audio is recorded locally on the user's device and transmitted securely to Voicy servers

• Processing: Audio files are immediately forwarded to Groq.com, which hosts the open-source Whisper V3 transcription model

• Retention: No audio recordings are stored by Voicy or Groq - all audio data is permanently deleted immediately after processing

• Encryption: All audio data transmission is encrypted using industry-standard protocols

2.2 Transcribed Text Data

• Processing: Transcribed text is generated by Groq's Whisper V3 model and returned to the user

• Retention: No transcribed text is stored on Voicy servers or by Groq

• Deletion: All transcribed content is immediately deleted after delivery to the user

2.3 User Account Information

• Billing Data: Only email address and name are collected for billing purposes

• Storage Location: User account data is stored locally on the user's device, not in centralized databases

• Authentication: Auth tokens are stored locally on user devices for session management

• No Database Storage: Voicy does not maintain a centralized user database

2.4 Analytics Data

• Service: Anonymous usage analytics via Mixpanel

• Data Type: Anonymized usage metrics and application performance data

• User Control: Analytics collection can be disabled by users

• Purpose: Product improvement and performance monitoring

3. Third-Party Services

3.1 Groq (Speech-to-Text Processing)

• Service: Open-source Whisper V3 transcription model hosting

• Data Shared: Encrypted audio files only

• Retention Policy: Groq does not retain any user data or transcription information

• Location: USA-based infrastructure

3.2 Mixpanel (Analytics)

• Service: Anonymous usage analytics

• Data Shared: Anonymized usage patterns and performance metrics

• User Control: Can be opted out by users

• Purpose: Product improvement and user experience optimization

4. Technical Security Measures

4.1 Encryption

• Standard: TLS 1.3 for all data transmission

• Coverage: All communications between user devices, Voicy servers, and third-party services

• Implementation: Industry-standard encryption protocols protect data in transit

4.2 Rate Limiting

• Protection: Prevents abuse and ensures service stability

• Implementation: IP-based request limits and audio file size restrictions

• Monitoring: Automated systems monitor for unusual usage patterns

4.3 Input Validation

• Audio Files: Validation of file types, sizes, and formats before processing

• Security Checks: Prevents malicious file uploads and system exploitation

• Error Handling: Secure rejection of invalid or suspicious files

4.4 Authentication Security

• Token Management: Secure authentication tokens with expiration periods

• Local Storage: Tokens stored locally on user devices, not on servers

• Session Security: Automatic token refresh and secure session management

4.5 Infrastructure Security

• Environment Variables: API keys and sensitive configuration stored securely

• Dependency Management: Regular security updates and vulnerability scanning

• Monitoring: Continuous monitoring of system performance and security events

5. Data Infrastructure

5.1 Server Infrastructure

• Platform: Heroku cloud hosting

• Location: United States

• Data Storage: No user data or transcriptions stored on servers

• Purpose: Secure relay for encrypted data transmission only

5.2 Data Flow Architecture

1. Audio recorded locally on user device

2. Encrypted transmission to Voicy servers (Heroku, USA)

3. Immediate forwarding to Groq servers (USA) for transcription

4. Transcribed text returned to user

5. All data immediately deleted from all systems

6. Privacy and User Rights

6.1 Data Minimization

• Principle: Only collect data necessary for service functionality

• Implementation: No unnecessary user data collection or storage

• Retention: Zero-retention policy for audio and transcription data

6.2 User Control

• Analytics Opt-out: Users can disable Mixpanel analytics

• Local Data Management: Users control locally stored account information

• Service Transparency: Clear information about data processing and third-party services

6.3 Accessibility and Inclusion

• Disability Support: 20% discount for users with disabilities affecting keyboard use

• Inclusive Design: Accessibility features for users with various physical limitations

• Privacy Protection: No collection of health or disability documentation

7. Global Compliance

7.1 International Data Transfers

• Service Area: Global user base served worldwide

• Data Processing: All processing occurs in USA-based infrastructure

• Compliance: Adherence to international data protection standards

  
  

8. Security Incident Response

8.1 Incident Management

• Detection: Continuous monitoring for security events

• Response: Immediate investigation and containment procedures

• Communication: Transparent communication with affected users when required

8.2 Business Continuity

• Data Protection: Zero data loss risk due to no-storage policy

• Service Recovery: Rapid service restoration procedures

• User Impact: Minimal user impact due to distributed architecture

9. Policy Updates and Changes

9.1 Version Control

• Updates: Regular review and updates to reflect service changes

• User Notification: Clear communication of policy changes to users

• Effective Date: Changes take effect upon publication with appropriate notice

9.2 Contact Information

• Inquiries: Users can contact support for privacy-related questions

• Transparency: Open communication about data handling practices

• Feedback: User input welcomed on privacy and security matters

10. Technical Implementation Status

10.1 Current Security Measures

• ✅ TLS 1.3 encryption for all data transmission

• ✅ Immediate data deletion after processing

• ✅ Local-only user account storage

• ✅ Encrypted communication with third-party services

10.2 Enhanced Security Implementation

• 🔄 Advanced rate limiting and abuse prevention

• 🔄 Comprehensive input validation systems

• 🔄 Enhanced authentication token management

• 🔄 Expanded monitoring and security logging

11. Conclusion

This policy reflects our dedication to accessibility, privacy, and security while enabling users worldwide to benefit from voice-to-text technology without compromising their personal information or privacy.

For questions about this policy or Voicy's privacy practices, please contact us on kourosh@usevoicy.com