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Privacy Policy

Last Updated: 27th July 2025

1. Introduction

At WriteVoice, we believe privacy is fundamental. This Privacy Policy explains how Yassine Rajallah (“WriteVoice,” “we,” “us,” or “our”) handles your information when you use our speech-to-text service.

Our Core Privacy Promise: Your voice recordings and transcribed text are processed in real-time and immediately deleted. We never store your audio or transcripts.

2. Information We Process vs. Information We Store

What We Process But Never Store:

  • Voice Audio: Processed in real-time through our transcription partners and immediately deleted

  • Transcribed Text: Appears on your screen but never saved on our servers

  • No Recording Storage: We cannot access, retrieve, or listen to your dictations

What We Actually Store:

  • Account Information: Email, name, password (encrypted)

  • Usage Metrics: Word count, feature usage, session times

  • Billing Data: Transaction history, subscription status

  • Analytics: App performance, error logs, feature adoption rates

  • Support Communications: If you contact us

3. How Voice Processing Works

When you speak into WriteVoice:

  1. Your audio is encrypted and sent to our transcription service provider

  2. The provider converts speech to text in real-time

  3. Text is sent back to your device

  4. Audio is immediately deleted from all systems

  5. We never see, store, or have access to the audio

Important: Our transcription providers are contractually required to delete audio immediately after processing. They cannot use your audio for any purpose beyond real-time transcription.

4. Legal Basis for Processing (GDPR)

We process your data based on:

  • Contract: To provide the service you’ve subscribed to

  • Legitimate Interests: To improve service quality and prevent fraud

  • Legal Obligations: To maintain tax records and comply with law

  • Consent: For optional features or marketing communications

5. Your Privacy Rights

Under GDPR, you have the right to:

Access Your Data

Download a copy of all personal data we hold about you

Rectification

Correct any inaccurate personal information

Erasure (“Right to be Forgotten”)

Request deletion of your account and associated data

Restriction

Limit how we process your data

Portability

Export your data in a machine-readable format

Object

Opt-out of certain processing activities

Withdraw Consent

Change your preferences at any time

To exercise any right, email: contact@writevoice.io

6. Data Retention

  • Account Data: Kept while your account is active + 90 days after deletion

  • Usage Analytics: Anonymized after 12 months

  • Billing Records: 7 years (German tax law requirement)

  • Support Tickets: 2 years

  • Audio/Transcripts: Never stored (immediate deletion)

7. Third-Party Services

We use carefully selected service providers:

Transcription Provider

  • Processes audio in real-time

  • Immediate deletion after transcription

  • No training on your data

  • SOC 2 certified

Payment Processor

  • Handles billing securely

  • PCI-DSS compliant

  • We don’t see full card numbers

Analytics

  • Aggregated usage patterns

  • No personal content tracked

  • GDPR compliant providers only

8. Data Security

We implement industry-standard security:

  • Encryption: TLS 1.3 for data in transit

  • Access Controls: Role-based permissions

  • Infrastructure: Secure cloud hosting in EU

  • Monitoring: 24/7 security monitoring

  • Incident Response: Breach notification within 72 hours

9. International Transfers

Your data is primarily processed in the European Union. If any processing occurs outside the EU, we ensure:

  • Standard Contractual Clauses are in place

  • Adequate protection levels exist

  • Your rights remain enforceable

10. Marketing and Communications

We may contact you about:

  • Service updates and changes

  • New features (if opted in)

  • Billing and account matters

  • Security alerts

Unsubscribe anytime via email footer or account settings.

11. Cookies and Tracking

We use minimal cookies for:

  • Essential: Keep you logged in

  • Analytics: Understand usage patterns (if consented)

  • Preferences: Remember your settings

You can control cookies in your browser settings.

12. Children’s Privacy

WriteVoice is not intended for users under 18. We do not knowingly collect data from children. If you believe a child has provided us data, please contact us immediately.

13. California Privacy Rights

California residents have additional rights under CCPA:

  • Know what personal information we collect

  • Request deletion of personal information

  • Opt-out of any “sale” of data (we don’t sell data)

  • Non-discrimination for exercising rights

14. Data Protection Officer

As a small operation, we don’t have a formal DPO, but privacy questions can be directed to:

Privacy Contact
Yassine Rajallah
Email: contact@writevoice.io
Address: Doanustr 42, 12043 Berlin, Germany

15. Supervisory Authority

You have the right to lodge a complaint with:

Berlin Commissioner for Data Protection and Freedom of Information
Friedrichstr. 219
10969 Berlin, Germany
Tel: +49 30 13889-0
Email: mailbox@datenschutz-berlin.de

16. Changes to This Policy

We may update this policy to reflect:

  • Legal requirements

  • New features

  • Security improvements

Material changes will be notified via email or in-app notice 30 days before taking effect.

17. Contact Us

Questions, requests, or concerns about your privacy:

Email: contact@writevoice.io
Address: Yassine Rajallah, Doanustr 42, 12043 Berlin, Germany

For the fastest response on privacy matters, include “Privacy Request” in your email subject.

By using WriteVoice, you acknowledge that you have read and understood this Privacy Policy.