Legal

Privacy Policy

Effective Date: 06.01.2026 | Last Updated: 28.10.2026

This Privacy Policy explains how VoiceWork ("VoiceWork", "we", "us", or "our") collects, uses, and shares information when you use the VoiceWork apps for iPhone, Apple Watch and Mac, the VoiceWork web app, the VoiceWork connector for AI apps, and related services (the "Service").

If you do not agree with this Privacy Policy, do not use the Service.

1. Scope

This policy applies to:

  • The VoiceWork app for iPhone (iOS), including its widgets, Siri and Shortcuts actions, and share extension.
  • The VoiceWork app for Apple Watch.
  • The VoiceWork app for Mac.
  • The VoiceWork web app at app.voiceworkapp.com, including public share links.
  • The VoiceWork connector for AI apps at mcp.voiceworkapp.com.
  • This website and related services.

2. Information We Collect

We collect information in the following categories:

2.1 Account and Identity

  • Account email or other sign-in credentials you provide.
  • Account identifiers used to link your data across devices.
  • Optional profile details you add in the app.
  • If you start without signing in, we create an anonymous account for you. You can later link it to Sign in with Apple, Google or an email address. If you sign in with Apple or Google, we receive the account identifier and email address that provider shares with us.

2.2 User Content

  • Audio recordings you upload for transcription.
  • Transcripts, titles, summaries, and translations generated from your audio.
  • Note metadata such as status, language, timestamps, and folders.
  • Messages, AI responses, and action outputs created inside the app.
  • Speaker names you assign, to-dos and whether they are done, and your custom vocabulary (words and names you add so transcription spells them correctly).
  • Text you send from a connected AI app to create a note, if you allowed that app to add notes.

2.3 Usage, Subscription, and Billing Data

  • Subscription tier, billing period, and status.
  • Usage metrics such as minutes or feature counts.
  • Purchase records and receipt identifiers.

2.4 Device and Technical Data

  • Device and app identifiers used for security and usage limits.
  • Network and log data for reliability, abuse prevention, and debugging.
  • App version, OS version, and device type.

2.5 Analytics Data

  • Usage events and aggregated analytics data to improve the product.
  • The iPhone app uses Google Firebase Analytics for usage events. These events are linked to your VoiceWork account identifier and include your plan and whether your account is anonymous.
  • The iPhone app and our servers send crash and error reports to Sentry. These reports are set up to leave out the content of your notes.
  • This website (voiceworkapp.com) uses Google Analytics 4 only if you accept it in the cookie bar. Until you accept, analytics is not loaded and no analytics cookies are set. Google Analytics 4 does not log or store IP addresses. Advertising features stay off, and the data is not linked to your VoiceWork account. You can decline, or change your choice at any time with "Cookie settings" at the bottom of every page.
  • We do not show ads, and we do not use your information to track you across apps and websites owned by other companies.

2.6 Local Device Storage

  • Audio files saved locally on your device for playback and re-transcription.
  • Pending uploads stored locally until successfully uploaded.
  • Cached remote configuration values stored in UserDefaults.
  • On Apple Watch, a recording is saved on the watch until it has been delivered to your iPhone, then removed from the watch. Your iPhone sends it for transcription. The watch also shows the titles of your most recent notes.
  • On Mac, a recording waits in the app's storage until our servers have received it, then it is removed from that queue.
  • If you record in the web app, the audio is sent to our servers for transcription, the same way as from the other apps.
  • In the web app, your sign-in session is kept in your browser's local storage. The web app does not use advertising or analytics cookies.

2.7 Signing In on the Web and Pairing

You can sign in to the web app, or connect an AI app, by pairing it with the VoiceWork app. The page shows a short code and a QR code. The code works once and expires after 10 minutes. Nothing is connected until you approve it in the app. A paired browser stays signed in for up to 30 days unless you sign it out sooner.

3. How We Use Information

We use information to:

  • Provide transcription, summaries, translations, and AI note features.
  • Store and sync your notes across devices.
  • Manage subscriptions, usage limits, and billing status.
  • Improve product reliability, performance, and security.
  • Diagnose errors and prevent abuse (e.g., rate limiting).
  • Analyze product usage to guide improvements (analytics).
  • Make your notes searchable. We create a numeric representation (an "embedding") of the text of each note so that search and Ask AI can find related notes. It is stored with the note and deleted with it.

4. How We Share Information

We share information with service providers that help us operate the Service:

  • Cloud hosting and storage providers.
  • Analytics providers.
  • Payment processors and app store platforms.
  • Customer support, security, and monitoring vendors.

We only share what is necessary to provide the Service and do so under appropriate contractual protections. We may also disclose information if required by law or to protect our rights and users.

The providers we use today are:

  • Supabase: our database and sign-in service. Your account, notes, transcripts, summaries, translations, to-dos, vocabulary and embeddings are stored there.
  • Our application servers, which receive your audio and run processing. These servers are run by established cloud and hosting providers.
  • ElevenLabs and Groq: receive the audio of a recording to turn it into text. ElevenLabs is reached directly or through OpenRouter.
  • OpenRouter: passes the text of your notes, questions and custom vocabulary to AI models from Google (Gemini), Anthropic (Claude) and OpenAI (for embeddings) to create titles, summaries, translations, to-dos, emails, reports and answers.
  • TypeSafe AI: may receive short excerpts of a note's text and your folder names to suggest an icon, note type, folder or to-do details.
  • Apple and RevenueCat: handle in-app purchases and subscription status. We do not receive your card details.
  • Google Firebase (analytics in the iPhone app), Google Analytics (this website, only if you accept it) and Sentry (crash and error reports), as described in section 2.5.
  • Cloudflare: serves this website and runs the VoiceWork connector for AI apps.

5. AI Processing and Third Parties

Your audio and text content may be sent to third-party AI providers to generate transcriptions, summaries, translations, and other AI outputs. These providers process data to deliver results. Their handling of data is governed by their own privacy policies and terms.

We do not use your notes or recordings to train AI models. Our AI providers process this data to return results to us under their API terms.

On iPhone, the live text you see while recording is created by Apple's speech recognition, on the device when the device supports it.

6. Connected AI Apps

You can connect AI apps such as Claude, ChatGPT, Grok, Cursor, VS Code or Claude Code to your notes with the VoiceWork connector.

  • Nothing is connected until you sign in on the VoiceWork page or approve the connection in the VoiceWork app.
  • By default a connected app can only search and read your notes: titles, summaries, to-dos and transcripts. It cannot edit or delete them. Your audio is never sent to it.
  • A connected app can add new notes only if you tick "Create notes" when you connect it. This option is off by default.
  • When a connected AI app reads your notes, that app's provider handles the text under its own privacy policy.
  • You can see your connected apps and disconnect any of them at any time in the VoiceWork app. Access ends right away. If unused, a connection expires after 30 days, and after 90 days at most it has to be approved again.

7. Share Links

You can create a share link for a note.

  • Anyone who has the link can read the note's title, summary and to-dos without signing in. The transcript is included only if you turn on "Include transcript".
  • Your audio, your email address, your folders and your translations are never shown on a shared page.
  • Shared pages ask search engines not to index them.
  • You can turn off a link at any time. After that, it stops working.

8. To-dos and Reminders

  • Reminders you set on a to-do are scheduled as notifications on your device.
  • If you choose to add a to-do to Apple Reminders, the app saves it in a "VoiceWork" list in Apple Reminders on your device. We do not receive your other reminders. Apple Reminders may sync through your iCloud account under Apple's terms.
  • Whether a to-do is done is saved with the note so it stays in sync across your devices.

9. Data Retention

  • Audio files on our servers are stored temporarily for processing and are deleted after processing or by periodic cleanup.
  • Notes, transcripts, summaries, translations, chat messages, and action outputs remain stored until you delete them or delete your account.
  • Usage records may be retained for billing, compliance, and abuse prevention, even if a note is deleted. Where possible, records are de-identified.
  • Local audio files remain on your device until you delete them (e.g., via in-app storage controls or uninstalling the app).
  • Audio is deleted from our servers as soon as processing finishes. If a temporary error means processing will be tried again, the file is kept for that retry. A cleanup job runs every hour and removes any audio file older than 2 hours.
  • Web sign-in sessions last up to 30 days. Pairing codes expire after 10 minutes.
  • When you delete your account, your notes, folders, chat messages, to-dos, templates and subscription records are deleted. Usage records are kept without being linked to you, for billing and abuse prevention. All paired browsers are signed out.
  • Server logs and error reports are kept for up to 90 days, then deleted.

10. Security

We use reasonable technical and organizational measures to protect data. No system is completely secure, and we cannot guarantee absolute security.

11. Your Choices and Rights

Depending on your location, you may have rights to access, update, or delete your personal data.

  • You can delete notes in the app.
  • You can delete your account, which removes your account and associated data from our systems.
  • You can clear local audio storage via the app's storage settings.
  • You can disconnect connected AI apps, turn off share links, and sign out of paired browsers in the app.
  • Deleting your account does not cancel an App Store subscription. Cancel it in your Apple account settings.

To request access or deletion beyond in-app controls, contact us at support@voiceworkapp.com.

12. International Data Transfers

We may process and store data in countries other than your own. By using the Service, you consent to such transfers as permitted by law.

13. Children's Privacy

The Service is not directed to children under 13. If you believe a child has provided us personal data, contact us at support@voiceworkapp.com and we will take appropriate steps.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last Updated" date and, if changes are material, provide notice in the app or by other means.

15. Contact

If you have questions about this Privacy Policy, contact:

VoiceWork
support@voiceworkapp.com