Privacy Policy

1. Introduction

VoiceBrief ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-to-billing SaaS application and related services (the "Service").

2. Information We Collect

Personal Information

• Name and email address
• Company/firm name and professional information
• Billing and payment information (processed by Paddle)
• Voice recordings and transcriptions
• Time entry and billing data

Automatically Collected Information

• IP address and device information
• Browser type and operating system
• Usage data and analytics
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our Service
• Processing voice recordings into structured billing entries
• Managing your account and subscription
• Sending transactional emails and service updates
• Sending our newsletter "The AI Brief" (with your consent)
• Improving our Service through analytics
• Complying with legal obligations
• Protecting against fraud and abuse

4. Legal Basis for Processing (GDPR)

We process your personal data under the following legal bases:

• Consent: For newsletter subscriptions and marketing communications
• Contract: To provide our Service and fulfill our agreement with you
• Legal Obligation: To comply with applicable laws and regulations
• Legitimate Interests: For business operations, security, and service improvement

5. Data Sharing and Third Parties

We may share your information with:

• Service Providers: Including Paddle (payments), OpenAI (AI processing), and email service providers
• Integration Partners: Such as Clio, when you authorize the connection
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with mergers or acquisitions

We do not sell your personal information to third parties.

6. Data Retention

We retain your personal information for as long as necessary to provide our Service and comply with legal obligations. Voice recordings are processed and then deleted within 30 days unless you request otherwise. Account data is retained for the duration of your subscription and for 90 days after termination.

7. Your Rights

Under GDPR (European Users)

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent

Under CCPA (California Users)

• Right to know what personal information is collected
• Right to request deletion of personal information
• Right to opt-out of the sale of personal information (we do not sell data)
• Right to non-discrimination for exercising privacy rights

To exercise these rights, contact us at privacy@voicebrief.ai

8. Newsletter Subscription

When you join our waitlist or subscribe, you may opt-in to receive "The AI Brief," our newsletter about AI developments in legal tech. You can unsubscribe at any time using the link in our emails or by contacting us.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit and at rest
• Regular security audits and assessments
• Access controls and authentication measures
• Employee training on data protection

10. International Data Transfers

Your information may be transferred to and processed in countries outside your jurisdiction. We ensure appropriate safeguards are in place, including Standard Contractual Clauses where required.

11. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

12. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. You can manage cookie preferences through your browser settings. Essential cookies cannot be disabled as they are necessary for the Service to function.

13. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the Service. Your continued use constitutes acceptance of the updated policy.

14. Contact Information

For privacy-related questions or to exercise your rights, contact us at: