Privacy policy

1. Who we are

VoxTabula is run by Oppian Systems Ltd, a company registered in England and Wales. We are the data controller for the personal data described here. Write to us at privacy@voxtabula.com about anything on this page.

We follow the UK General Data Protection Regulation, the Data Protection Act 2018 and, for people in the European Union, the EU General Data Protection Regulation (2016/679).

2. What we keep

• Your account: your email address, your name, your profile photo address, a phone number if your Google account shares one, and when you last signed in. You sign in with Google or with a link sent to your email.
• Your moments: voice recordings, photos, their transcriptions, Janet's proposals (titles, stories, people, places, dates, tasks and birthdays), the versions you confirm, written messages, calendar entries, collections, your conversations with Janet and your wallpapers.
• Where and when: your device's date, time and language with each moment, and its location if you let your browser share it.
• Your plan: which plan you are on and how much recording time you have used. If you buy a plan, Stripe takes your card details, which we never see; we keep your subscription and a record of each payment (see section 9).
• How you use the app: see section 5.

3. Health and other sensitive information

VoxTabula is a calm place for reflection, and many people use it between therapy sessions. Your moments may therefore mention your health, your feelings or other sensitive matters. The law calls this special category data.

We process it only to give you the service you asked for: to transcribe, organise and remember your moments. We rely on your explicit consent for this (Article 9(2)(a) GDPR). You can withdraw it at any time by deleting the moments concerned or closing your account. We never use it for advertising or profiling. During the pilot, some of it can reach our analytics: see section 5.

4. What happens to your moments

• Transcription: your recording goes to ElevenLabs, which turns speech into text. Where a recording holds more than one voice, ElevenLabs tells the voices apart so each sentence is attributed to the right speaker. We do not create or keep voiceprints. Our ElevenLabs account is opted out of letting ElevenLabs use your recordings to train its models.
• Janet's proposals: your transcription and photos are read by AI models running on Cloudflare Workers AI, which suggest a title, story, people, places, dates, tasks and a wallpaper. Nothing changes until you confirm it.
• Janet's memory: the text of each moment, with its title, date, length and categories, goes to Supermemory, so Janet can search your moments by meaning. So do the questions you ask Janet. Supermemory sees a pseudonymous account number, never your name, email address, recordings or photos. A moment you mark private is never sent there, and is removed if it was sent before.
• None of this makes decisions about you with legal or similarly significant effects.

5. Analytics

VoxTabula is in its pilot. To learn what works, we use PostHog, hosted in the European Union, to record how the app is used: pages opened, buttons pressed, errors, and session recordings that replay what happened on screen. During the pilot these are linked to your account and your email address, so we can follow up on problems. A session recording shows what was on your screen, which can include the words of your moments.

PostHog runs in the app only if you choose Accept when it asks (Article 6(1)(a) GDPR). You can change your mind at any time with Cookie choices on this page or in your profile: PostHog stops and its cookie is removed. Our servers send PostHog a few events too, such as a new moment saved, and only if you chose Accept. Error reports are the exception: when something breaks, our servers send PostHog the error with your account number, whatever you choose, so we can fix it. For those we rely on our legitimate interest in keeping the service working (Article 6(1)(f) GDPR). To have analytics data already collected deleted, write to privacy@voxtabula.com and we will do so within one month. Closing your account does not yet delete it automatically, so ask us and we will.

6. Cookies and storage on your device

The first five are strictly necessary to sign you in, show the app in your language and remember your analytics choice.

Cookie choices

7. Who helps us

These companies process your data on our behalf and only on our instructions:

8. Data sent outside the UK and EU

Several of these companies are in the United States, and Cloudflare's network runs in many countries. Where your data leaves the United Kingdom or the European Economic Area, we rely on adequacy decisions (in the UK, adequacy regulations), such as the EU-US Data Privacy Framework and its UK extension for companies certified under it, or on standard contractual clauses with the UK addendum.

9. How long we keep it

• Your moments: for as long as you keep them. Deleting a moment deletes its recording, its photos and Janet's memory of it straight away. If one of those deletions fails, the copy left behind is removed when your account is erased.
• Closing your account: you have 30 days to change your mind: sign in and choose to restore it. If you bought a plan, it is cancelled when you close. After 30 days we erase your account, moments, recordings, photos, Janet's memory and your sign-in. Backup copies of our database are deleted within a further 30 days.
• Payment records: if you bought a plan, we keep each payment's record for 6 years, as UK tax law requires for VAT. After your account is erased, that record holds only your bare account number and Stripe's invoice and payment numbers, with no name, email or moments.
• Records of support actions: if our staff acted on your account, for example to suspend it, we keep a note of that action and its reason with your bare account number, for up to 6 years.
• Data exports: the file you download is deleted after 7 days.
• Analytics: until you ask us to delete it, see section 5.

10. Your rights

• See and take your data: download everything from your profile, as a ZIP of your moments' text, recordings and photos, your wallpapers and a data file. Or ask us for a copy.
• Correct it: edit any moment yourself, or ask us to correct your account details.
• Delete it: delete any moment, or close your account from your profile.
• Restrict or object: ask us to pause or stop processing, including analytics.
• Withdraw consent: see section 3.

Write to privacy@voxtabula.com for any of these. We answer within one month. If you are not satisfied, you may complain to a data protection authority:

• Information Commissioner's Office (UK)
• Garante per la protezione dei dati personali (Italy)
• Other EU authorities

11. Children

VoxTabula is not meant for anyone under 16. If we learn that an account belongs to someone younger, we delete it and everything in it. If you think a child under 16 is using VoxTabula, write to privacy@voxtabula.com.

12. Why the law allows each use

13. Changes to this policy

When we change how we handle your data, we update this page and the date at the top of it.