Privacy Policy

How we collect, use, and protect your information.

Compliance Status

vitalvoice has implemented administrative, technical, and physical safeguards required under HIPAA. We support BAA execution with all Covered Entities. Third-party security certification is currently in progress.

Enterprise

Privacy Notice — Enterprise Clients

Last Updated: May 28, 2025

This Privacy Notice applies to healthcare systems, EMS agencies, and other enterprise partners using vitalvoice.ai under a commercial agreement or pilot program.

1. Information We Collect

Account & Admin Info: Name, organization, email, usage admin settings.
Interpreter Session Metadata: Language detected, timestamps, session IDs, user IDs.
Transcripts: Interpreted text transcripts are stored for audit, compliance, and QA purposes.
Voice Input: Not stored. Processed in real-time only.
Device Data: Technical details to support service and security.

2. Transcript Handling

Transcripts are stored encrypted by default for up to 90 days.
Your organization can:
- Access and download transcripts
- Request early deletion
- Set a shorter auto-deletion period
Users may request deletion of their transcripts through their administrator.

3. HIPAA & BAA Compliance

We act as a Business Associate under HIPAA and support BAA execution with all Covered Entities. Security includes:

End-to-end encryption (TLS 1.3)
Role-based access
Comprehensive audit logs

4. Data Localization and Security

All data is stored in the U.S. on HIPAA-aware infrastructure.
We do not store or transfer data outside the United States unless explicitly required or authorized.

5. Subprocessors

We work with subprocessors including OpenAI, LiveKit, Stripe, Render, GitHub, ChatGPT (OpenAI API), and Apple Developer Program. A full list is maintained at vitalvoice.ai/privacy/subprocessors.

6. Incident Response

In the event of a data breach, we will notify affected clients and relevant authorities per HIPAA timelines.

7. Contact

hello@vitalvoice.ai
vitalvoice.ai Inc., San Diego, CA, USA

Individual

Privacy Notice — Individual App Users

Last Updated: May 28, 2025

This Privacy Notice explains how we collect and use your information when you use the vitalvoice.ai mobile app.

1. What We Collect

Account Info: Name, Email, occupation, and subscription status
Voice Input: Not stored—processed in real-time only
Transcripts: Stored securely for access and review; users can delete them at any time
App Usage Data: Language pairs, interpretation time, crash logs
Device Info: OS version, device type

2. Transcript Management

Transcripts are stored encrypted and can be permanently deleted by the user via the app.

3. Security Practices

TLS encryption for all interpretation data
No voice recordings retained
Transcripts stored encrypted
No sale or ad-based sharing of your data

4. Your Rights

Access, delete, or export your transcript data anytime
Opt-out of analytics in app settings
Contact hello@vitalvoice.ai for assistance

5. Subprocessors

We use secure services including LiveKit, Stripe, Render, GitHub, ChatGPT (OpenAI API), and Apple Developer Program under strict data agreements. See vitalvoice.ai/privacy.

6. Children's Privacy

vitalvoice.ai is not intended for use by individuals under 18 years of age. We do not knowingly collect or store personal data from children under 18.

7. International Users

Your data is stored in the U.S. and may be subject to U.S. law.

8. Contact

hello@vitalvoice.ai
vitalvoice.ai Inc., San Diego, CA, USA