Privacy Policy

1. Who is responsible

Voxhelm is operated by Mohammed Jaseel Kunnathodika, trading as Voxhelm, Stuttgart, Germany (full details in the Impressum). We are the "controller" of the personal data described here, except for the content of meetings you record, where you are the controller and we act for you (section 5). Contact for everything in this policy: privacy@voxhelm.de.

Voxhelm is an AI system. When you talk to it, you are interacting with AI, not a person, and its spoken replies are generated by AI.

2. What happens when you use Voxhelm

Voice commands

While you hold the talk key, your microphone audio is streamed from your computer directly to Google's Gemini service, which turns it into text, decides what to do and speaks the answer. With each request, the app also sends the context the AI needs to act on your computer:

• the name of the app in front of you, and the titles and web addresses of open tabs in the browser Voxhelm controls;
• the labels of buttons and fields visible in the active window and the item that has focus (a short text summary, not a picture);
• a summary of your last ten minutes of activity in Voxhelm (which apps were in front, which actions ran), the recent conversation, and preferences you asked Voxhelm to remember;
• when you ask about your screen or circle something, a screenshot or the part you circled.

The AI may look things up on the web for you. When it does, your question is sent to Google Search as part of the same request.

Tasks Voxhelm carries out for you

When Voxhelm works through a task with several steps (for example filling in a form or working in the background), it sends a screenshot of your screen at each step to the AI, so it can see what happened. These screenshots pass through our servers to Google and are not stored by us. Background tasks use a separate browser profile on your computer; the websites a task visits see your internet connection like any visit you make yourself.

Quick decisions during a task

While Voxhelm carries out a task on your screen or in the background, some small, frequent choices go to OpenAI instead of Google, for example which button to press next, whether a step worked, or whether the task is finished. For each one, OpenAI receives the task's goal, the names of the controls visible in the window Voxhelm is working in, and sometimes a reduced picture of that window. OpenAI only picks one of the options Voxhelm offers. It does not write text for you.

Documents, files and your calendar

When you ask Voxhelm to read a document or a spreadsheet, the file is read on your computer and the text it needs is sent to the AI to answer you. If you connect your Google account (section 6), the calendar entries it looks up for you (time, title, place, attendees) are sent to the AI the same way.

Dictation

When you dictate, your audio goes to Google to be transcribed, and the text is sent through our servers to Google once more to be tidied up before it is pasted. Nothing about the app you are typing into is sent.

Coding-agent notifications

If you use Claude Code or similar coding agents, Voxhelm reads their activity files on your own computer to tell you when an agent needs you. That stays on your computer, except the short notice itself (for example "your agent wants to run the tests"), which is sent to the AI when you ask Voxhelm about your agents, or to be read aloud if you turn spoken alerts on.

Why and on what basis. We process this information to provide the service you asked for (Art. 6(1)(b) GDPR). Other people's information can appear on your screen or in your documents; we process it only as part of carrying out your request, under our legitimate interest in making the service work (Art. 6(1)(f) GDPR). Please don't use Voxhelm on information you are not allowed to share with a third-party service.

3. Our AI providers

We use two AI providers. Google's Gemini API handles voice, conversation, dictation, meeting notes and most of the work on your screen. Under Google's paid-service terms, Google does not use what we send to train or improve its models. OpenAI's API handles the quick decisions described in section 2. Under OpenAI's API terms, OpenAI does not use what we send to train its models.

Both providers keep what we send for a limited period to detect abuse, under their own terms; for OpenAI that period is up to 30 days. So while our servers keep none of your content, we cannot honestly say that nobody does: for that limited window, the provider holds it. We do not use any other AI provider; if that changes, we will update this policy before it happens.

4. What our servers store

• Account: when you sign in with Google we receive and keep your email address, your name and your Google account ID, plus an ID for each computer you use Voxhelm on. Purpose: your account and letting your plan follow you across devices (Art. 6(1)(b)).
• Subscription: payments are handled by Stripe (section 7). We keep your plan, its status and renewal date, and Stripe's reference numbers. We never see or store your card details.
• Usage counts: how many seconds or minutes you used and when, and for each AI request which model was used, how much text it processed and what it cost us. No content. Purpose: enforcing your plan's limits, preventing abuse and understanding our costs (Art. 6(1)(b) and (f)).
• Security: your IP address is processed by our infrastructure provider, Cloudflare, to deliver requests and to limit how many requests one connection can make; request logs (time, address, status, no content) are kept for a few days to investigate faults and attacks (Art. 6(1)(f)).
• After you delete your account: we keep a one-way code derived from your Google account ID (not your email) for 24 months, only so that a deleted-and-recreated account cannot claim the free trial again (Art. 6(1)(f)).

We do not store your voice, what's on your screen, your documents, your meetings or the AI's answers on our servers. Requests pass through our servers to reach the AI provider and are discarded once answered.

5. Meeting notes

If you turn meeting notes on, Voxhelm listens to a meeting on your computer to write you a transcript and a summary. It is the one part of Voxhelm that processes other people's personal data (the voices of everyone in your call), so it is set out separately.

• Only when you ask. It is off until you switch it on, never starts by itself, never joins your meeting, shows that it is listening for as long as it is, and stops when the meeting ends.
• The audio. While the meeting runs, short pieces of audio are sent through our servers to Google to be turned into text, and each piece is deleted from your computer once its text exists. No recording is kept, by us or on your computer.
• The summary. To write your notes, the transcript, the titles of windows open during the meeting, and, unless you switch it off in meeting settings, up to 20 screenshots taken when your screen changed (for example shared slides) are sent through our servers to Google.
• Where your notes live. On your computer, in your own folder, as files you can open, move and delete. We hold no copy.
• Who is responsible for what. For meeting content you are the controller and we are your processor, under the data-processing terms in our Terms of Service. Telling the other participants, and having whatever permission the law where you and they are requires, is your responsibility. Recording people without their agreement is a criminal offence in Germany (§201 StGB) and unlawful in several US states that require every participant's consent.
• If you were in someone's meeting. The notes are on that person's computer and we hold no copy, so please contact them first. You can still write to privacy@voxhelm.de and we will help as far as our role allows.

6. Google Calendar and Gmail (optional)

If you connect Google Calendar or Gmail in Settings, Voxhelm asks Google only for permission to read your calendar, and to send an email when you ask it to (after you confirm). Voxhelm cannot read your inbox and cannot change your calendar. Your Google access tokens are stored encrypted on your computer; our servers only pass the sign-in exchange through to Google and keep nothing from it.

Voxhelm's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: we use your Google data only to provide the features you use in Voxhelm; the calendar details and email you ask about are sent to our AI provider (Google Gemini) only to carry out your request; we do not use them for advertising, do not sell them, do not use them to train AI models, and do not let anyone read them except where you ask us to, where it is needed for security, or where the law requires it. You can disconnect at any time in Settings or at myaccount.google.com/permissions.

7. Who receives data

• Google (USA / EU): the AI provider (Gemini API), web search for the AI, Sign in with Google, and Calendar/Gmail if you connect them.
• OpenAI (USA): quick on-screen decisions while a task runs (OpenAI API).
• Cloudflare (USA / global): hosts our servers, database and website.
• Stripe (Ireland / USA): payments. Stripe also acts as an independent controller for its own fraud prevention and legal obligations.
• Zoho (EU data centre): our email, when you write to us.
• Tally (Belgium): the macOS waitlist form, only if you open and fill it in.
• Authorities, only where the law obliges us to.

Transfers outside the EU. Google, OpenAI, Cloudflare and Stripe process data in the USA. Where a recipient is certified under the EU–U.S. Data Privacy Framework, transfers rely on the European Commission's adequacy decision (Art. 45 GDPR); otherwise on the Commission's standard contractual clauses (Art. 46(2)(c) GDPR).

8. How long we keep it

• Account and subscription data: while your account exists; deleted when you delete it.
• Usage counts for plan limits: 70 days. Hourly and daily usage totals: 14 days.
• Per-request cost records: 400 days, for our cost accounting. When you delete your account, they are unlinked from you.
• Security request logs: a few days.
• Payment references of Stripe events: 90 days.
• The deleted-account code (section 4): 24 months.
• Invoices and accounting records: as long as German tax and commercial law requires (up to 10 years), held by Stripe and in our books.
• Emails with us: as long as needed to handle your request.
• Waitlist entries: until the macOS version has shipped and we have told you, or sooner if you ask.

9. What stays on your computer

Voxhelm keeps some data on your own computer so it can work: your settings, a local database of recent activity (up to 7 days), tasks (7 days), a journal (90 days), preferences you asked it to remember (until you delete them), an action history used to undo the last change, a log of emails sent through your Google connection (recipients only), your meeting notes, and screenshots it took. This stays under your control and never goes to our servers except as described in section 2. You can delete memories in the app; uninstalling Voxhelm and deleting the .jarvis folder in your user folder removes everything.

10. Our website

We set no cookies on voxhelm.de and use no analytics or tracking. It is hosted by Cloudflare, which processes your IP address to deliver the pages and protect the site. Fonts are served from our own site. The Voxhelm app checks voxhelm.de for updates, which reveals your IP address and the app version to Cloudflare.

11. Your rights

Under the GDPR you have the right to access your data, to have it corrected or erased, to restrict its processing, to receive it in a portable format, and to withdraw any consent you gave, with effect for the future. You can delete your account yourself in the app. To exercise any right, email privacy@voxhelm.de; we answer within one month.

Right to object (Art. 21 GDPR). Where we process your data on the basis of our legitimate interests (Art. 6(1)(f)), you may object at any time on grounds relating to your particular situation. We will then stop, unless we have compelling legitimate grounds or need the data to establish, exercise or defend legal claims.

You may also complain to a data-protection authority. Ours is the Landesbeauftragte für Datenschutz und Informationsfreiheit Baden-Württemberg (LfDI BW); you can also go to the authority where you live.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Providing your Google sign-in data is necessary to create an account; without it you cannot use the hosted service.

12. United States

This section applies to residents of the United States and supplements the rest of this policy.

• What we collect: identifiers (name, email, account and device IDs, IP address); commercial information (your plan and subscription); internet or electronic activity (usage counts, request logs); audio and screen information you send to the AI while using Voxhelm, which our servers do not store. Sources: you, your use of the app, Google sign-in and Stripe. Purposes: sections 2 and 4.
• No sale, no sharing, no targeted advertising. We do not sell your personal information, do not "share" it for cross-context behavioural advertising, and do not use it for targeted advertising or profiling. We disclose it only to the service providers in section 7, for the purposes above. We do not use sensitive personal information to infer characteristics about you.
• No voiceprints. Voxhelm does not create voiceprints or any other biometric identifier and does not identify people by their voice. Meeting transcripts label speakers only as you or the other participants, based on which audio channel the sound came from.
• Your rights. Depending on your state, you may have the right to know what we collect, to access, correct and delete it, to get a portable copy, and to opt out of sale, sharing, targeted advertising and profiling (which we don't do). Email privacy@voxhelm.de from your account's email address so we can verify the request, or have an authorized agent contact us with your written permission. If we decline a request, you may appeal by replying to our answer; if we deny your appeal, you may contact your state attorney general. We will not treat you differently for exercising your rights.
• Do Not Track and Global Privacy Control. We do not track you across websites, so there is nothing for these signals to switch off; we honor them anyway.
• California "Shine the Light". We do not disclose personal information to third parties for their direct-marketing purposes.

13. Age

Voxhelm is only for people aged 18 or older. It is not directed at children, and we do not knowingly collect personal information from anyone under 18 (including children under 13, as protected by COPPA in the USA). If you believe a minor has created an account, tell us and we will delete it.

14. Security

Data travels encrypted (HTTPS) between the app, our servers and our providers. Access to our systems is restricted to the people who operate Voxhelm. Google connection tokens on your computer are encrypted with your operating system's protection. We limit what we keep, as described above. If a breach affecting your personal data occurs, we will notify the authority and, where required, you.

15. Changes and contact

We will update this policy when what Voxhelm does with data changes, and we will tell you in the app or by email before a material change takes effect. Questions and requests: privacy@voxhelm.de. General questions are also welcome in the Voxhelm Discord.