Privacy Policy

1. Information we process and why

Accounts and interpreter applications

Customers provide their name, email address, optional organization, and customer or healthcare-provider classification. Interpreters provide their name, email, optional business details, and application information such as language pairs, service areas, experience, and qualifications. Applications may include a resume, certifications, and other supporting files.

We use this information to create and secure accounts, verify email access, review applications, match service requests, and manage availability. Interpreter passwords are stored as salted password hashes rather than readable passwords. Customer sign-in uses email verification codes. We keep records of required agreements and account controls.

Profiles, location and availability

Published professional profiles may display a name, interpreter ID, photo, languages, services, qualifications or verification status, optional gender preference information, service area, fees, and availability. Details and credential files you choose to publish can be viewed by other people. Application files remain private unless a separate publishing control makes a file public.

Customers can allow device location access to find interpreters nearby. Interpreters can separately choose to share their location for the directory. The current interpreter location service rounds coordinates to approximately one tenth of a degree before storing and displaying them, and may also use the request's country signal. It does not publish a home address from those coordinates. Availability heartbeats, timestamps, and call status help avoid offering an interpreter who is already busy. Availability updates depend on an open, connected app or browser; continuous background availability is not currently supported.

Appointments, work records and support

We store service requests, appointment details, selected interpreters, scheduling preferences, ratings, issue reports, messages where a website messaging feature is available, and related support information. Interpreters can also maintain customer records, business notes, bookings, invoices, and work plans. These records are used to deliver and manage the requested services. Do not put patient-identifying information or unnecessary sensitive case details in these records.

Audio and video calls

The native iPhone and iPad calling interface uses the Zoom Video SDK for audio and video. Website and desktop audio may use Amazon Connect. Camera and microphone access requires device permission. The provider and other call participants receive the audio or video you enable. We process call identifiers, participant identifiers, connection events, timestamps, duration, and billing-related call records to operate calls, reconcile usage, and resolve issues.

Voicelingua does not currently provide an automatic call-recording feature. Optional website captions and AI interpreting assistance can process speech or text when the applicable feature is enabled and consent is given. These features are separate from native mobile calling. A participant may independently record or retain information outside Voicelingua; share confidential information only with people authorized to receive it.

Documents and optional AI tools

If you use an enabled document feature, we process the uploaded file, filename, extracted content, language selections, translation drafts, review status, and related delivery information. General, non-healthcare translation or AI assistance can send the content needed for the requested task to OpenAI. Other optional work tools may send user-selected text to Anthropic or DeepL when those integrations are enabled.

OpenAI requests in the current implementation use store: false. This does not mean that every provider has zero retention: a provider's service, security, abuse-monitoring, and legal retention rules may still apply. Do not upload content unless you have permission to share it with the interpreter and the relevant provider. Healthcare calling awaits activation, and healthcare contexts block the general AI, transcription, document, and chat tools.

Payments

Stripe processes payment-method setup, charges, refunds, and connected-account payout onboarding where enabled. Voicelingua stores payment-provider identifiers, authorization and payment status, amounts, fees, and transaction or settlement records. Full payment-card details are entered through Stripe rather than stored in the Voicelingua application database. Payment services may collect additional identity or financial information directly under their own policies.

Device and connection information

Our hosting and communications providers receive technical information needed to deliver their services, which can include IP address, browser or device information, requested resources, and diagnostic or security events. Voicelingua uses session cookies and local or session storage for sign-in, private-link access, preferences, call recovery, and installation support. Maps request tiles from OpenStreetMap infrastructure, and some website styles request fonts from Google Fonts; those requests disclose connection information and the requested resources to their providers.

The current Voicelingua interface does not implement advertising trackers or cross-app advertising tracking. Third-party SDKs and infrastructure can still process service diagnostics under their own policies. Installing an app or enabling a device permission does not make every optional feature active.

2. Who receives information

We disclose information needed to provide the service to the following recipients:

• Your interpreter or customer and invited participants: relevant request details, contact or appointment information, shared documents, enabled audio or video, and any messages or content you deliberately share.
• The Voicelingua owner and authorized support: account and application review, registration notifications, service administration, credentials review, dispute resolution, billing, and security records. Owner registration email alerts, when enabled, contain a generic notice and a link to the private Admin view.
• Cloudflare: website hosting, application requests, and database storage.
• Zoom and Amazon Web Services: call media and call-operation information for the communications features in use.
• Stripe: payment processing and payout onboarding.
• Resend: email addresses and message content for verification codes, invitations, installation links, and enabled account notifications.
• OpenAI, Anthropic and DeepL: content needed for an optional translation or assistance task when that integration and feature are enabled.
• Map and font providers: connection information needed to serve those resources.

Providers may process data in the United States or other countries where their services operate. Their processing and retention practices are also described in their policies: Cloudflare, Zoom, AWS, Stripe, Resend, OpenAI, Anthropic, and DeepL.

We may also disclose relevant records when required by law or when necessary to investigate misuse, protect accounts, resolve disputes, or establish or defend legal rights.

3. Storage, retention and security

Information is transmitted over HTTPS. Private application routes use account or private-link access checks. These protections are not a guarantee against every security risk, and this policy does not represent that all calls are end-to-end encrypted.

Different records have different retention behavior:

• Customer email codes stop being valid after ten minutes. Current sign-in sessions generally expire after seven days. Expiration prevents access; it does not necessarily erase every associated database record immediately.
• Interpreter location sharing can be cleared using its sharing control. Going offline or ending availability does not by itself erase every previously stored business or account record.
• Temporary sight-translation PDFs are removed when the interpreter closes that document session, or during subsequent backend cleanup after the call room expires. This is not an immediate purge guarantee at the instant a call disconnects.
• Website caption and call-chat displays are cleared locally when the participant leaves. This does not erase information a participant independently saved or provider diagnostic records.
• Account, application, appointment, uploaded translation, business, transaction, and audit records can remain stored while needed to provide the service and administer the account. There is currently no single automatic deletion period covering all these records. Financial, dispute, fraud-prevention, and legally required records may need to be retained after an account-deletion request.

Contact support to request deletion or details about information retained for your account. We review which records can be removed and which must be kept, and communicate the outcome. Service providers may retain separate records according to their policies.

4. Your choices and privacy requests

You can turn off the microphone or camera, revoke device permissions, stop sharing interpreter location, change availability, unpublish a professional profile, and manage supported records through the available controls. Turning off a permission may prevent the related feature from working. Logging out ends account access on that session; it does not delete the account.

To request access, correction, account deletion, or deletion of other personal information, email support@voicelingua.com from your registered address. Identify the request and whether you use a customer or interpreter account. Do not send a password or identification document in the initial message. Support may ask you to verify account control before acting.

Account deletion is currently handled through support; this policy does not claim that an automatic in-app deletion control already exists. Any outstanding service or payment issue and records that must be retained will be explained during the request. Depending on your location, you may have additional rights to restrict or object to processing, receive a copy of information, withdraw consent for optional features, or complain to a privacy authority. Contact support to exercise those rights.

5. Children and sensitive information

Voicelingua is designed for customers and professional interpreters, not as a service directed to children. If you believe a child supplied personal information without appropriate authorization, contact support. Do not use the current beta for emergencies or submit patient records, payment-card numbers, government identifiers, or other unnecessary sensitive information through ordinary account, chat, document, or support fields.

6. Updates and contact

We update this policy when our service or data practices change and show the effective date above. Material changes affecting an optional consent will be presented before the affected feature is used.

Privacy and account requests: support@voicelingua.com.
Website: www.voicelingua.com.