Privacy Policy

What runs on your device

The Voxhelm app and its voice engine run locally on your PC. What's on your screen is read on-device to carry out your commands. We do not continuously record or upload your screen or microphone.

What we receive

• Account & sign-in: when you sign in with Google we receive your email and a Google account identifier, used to identify your account and let your subscription follow you across devices.
• Billing: subscriptions are processed by Stripe. We do not store your card details; Stripe does. We keep your subscription status and plan.
• Usage metering: we record session duration and, for hosted-AI calls, token counts and cost data per call (which model, how much it processed) to enforce fair-use limits and understand product costs. This includes minutes of meeting audio transcribed, if you use meeting notes. We do not store the contents (text, audio, or images) of those sessions on our servers.
• Hosted AI calls: when you use the hosted AI, the necessary request (e.g. text or a screenshot you ask us to look at) is sent to our AI provider to generate a response, then discarded. The provider processes it under their terms.
• macOS waitlist: if you join the macOS waitlist, the email address and any answers you give are collected and stored by Tally (tally.so), our form provider, and are visible to us. We use them only to email you about the macOS release and to understand who Voxhelm is for. We do not add you to any other mailing list and we do not pass your address on. Email us and we will delete your entry.

What we don't do

We don't sell your data. We don't use your commands to train models. We don't keep your voice or screen content on our servers beyond what's needed to return a single response.

Meeting notes

If you turn on meeting notes, Voxhelm listens to a meeting on your computer so it can write you a transcript and a summary. This is worth setting out separately, because it is the one part of Voxhelm that processes other people's personal data: the voices of everyone in your call, not only yours.

It only ever runs when you ask it to. Meeting notes is off until you switch it on, it never starts by itself, it never joins or appears in your meeting, and Voxhelm shows that it is listening for as long as it is. It stops on its own when your meeting ends.

What happens to the audio. While the meeting runs, the audio is sent in short pieces to our AI provider to be turned into text, and each piece is deleted from your computer as soon as its text exists. No recording of your meeting is kept: not on our servers, and not on your machine. What survives is text.

Where your notes live. On your computer, in your own folder, as files you can open, edit, move and delete. Your transcript, your notes and any screenshots of shared slides are never uploaded to us and we cannot read them. Deleting the folder deletes them.

What our servers keep: nothing from the meeting. Audio passes through our infrastructure to reach the AI provider and is not stored there. We do keep the same usage metering as the rest of the product, which is how many minutes were transcribed and what they cost us, in counts and timestamps rather than content.

What our AI provider keeps. We use Google's Gemini API. Under its paid terms, Google does not use what we send to train its models, but it does retain prompts and responses for a limited period for abuse monitoring. So while we keep no meeting content, we cannot honestly tell you that nobody does: for that limited window, our provider holds it under its own terms.

Who is responsible for what. For the content of your meetings you are the controller and we act as your processor: you decide to record and you hold the files. Telling the other participants, and having whatever permission the law where you and they are requires, is your responsibility, not ours. Recording someone without their agreement is a criminal offence in Germany (§201 StGB) and unlawful in several US states. The processing terms are in our Terms of Service.

If you were in someone's meeting. If you believe you were recorded by a Voxhelm user and want the recording accessed or erased, we almost certainly cannot help directly, and we would rather say so than pretend otherwise: the notes are on that person's computer and we hold no copy. Please contact them. You can still write to privacy@voxhelm.de and we will help as far as our role allows.

Where your data goes

Some of the processors we use, including Stripe (billing), Google (sign-in), Cloudflare (our infrastructure), and our hosted-AI providers, are based in or transfer data to the United States. Where that happens, we rely on their standard contractual clauses or another safeguard recognized under GDPR. This includes meeting audio, which reaches our AI provider to be transcribed and may be processed outside the EEA.

How long we keep it

Account, sign-in, and subscription-status data is kept for as long as your account is active. Usage records used for fair-use limits are kept for 70 days; per-call token/cost records are kept for up to 400 days. Session content is never stored, so there is nothing to retain beyond what's listed above. Waitlist entries are deleted once the macOS build has shipped and we have told you about it, or sooner if you ask.

Your rights

You can cancel your subscription at any time and request deletion of your account data by contacting us. Where applicable (e.g. GDPR), you have rights to access, correct, and delete your personal data, and to lodge a complaint with a supervisory authority. For us that is the Landesbeauftragte für Datenschutz und Informationsfreiheit Baden-Württemberg (LfDI BW), or your own country's equivalent authority.

If you're in California or another jurisdiction with similar privacy laws (e.g. CCPA), you have equivalent rights to know, access, correct, and delete your personal information. As stated above, we do not sell personal information. Contact us the same way to exercise these rights, wherever you are.

Contact

For privacy questions or to exercise your data rights (access, correction, deletion), email privacy@voxhelm.de. You can also reach us in the Voxhelm Discord for general questions.