Privacy Notice
Effective 2026-09-22.2, version 2026-09-22.2. When we make a material change we post the new version here with a new date and, if you have a memo under review or published, we email you.
Who we are and how to reach us
This notice is from [Legal entity], which operates Voice Memo VC. Contact: send us a message.
What we collect and why
- Your memo: the audio or video you record or upload, and the transcript we generate from it.
- About you: the Instagram handle and email you enter.
- Consent record: the terms version, the time, your IP address and browser identifier. We keep this to prove what you agreed to.
- Standard server logs (requests, timestamps, errors).
We use these to review your idea, to make and publish content under the Submission Terms, to send you a receipt and answer your requests, to keep the service secure (malware scanning, abuse prevention), and to keep a record of your agreement. We collect only what we need for those purposes, and we ask you not to include sensitive personal details, or anyone else's personal details, in your memo. We do not sell your information or share it for advertising. The service providers described below process it on our behalf.
Automatic transcription, AI and voice data
Your memo is transcribed by an automated speech-to-text service, Amazon Transcribe, run by Amazon Web Services in the United States. Our AWS account is opted out of AWS using customer content to improve its AI services, so your recording and transcript are used only to produce the transcript for us. The same service flags names, contact details and other personal details in the transcript so we can cut them before publishing, and an AI model (Anthropic Claude, run inside our AWS account through Amazon Bedrock) writes a short assessment of the pitch for our review. Transcripts are machine-generated and may contain errors. We do not create a voiceprint, use your voice to identify you, or use speaker-recognition features. We do not use your memo, transcript or details to train AI models. A person reviews every memo; we make no decisions about you by automated means alone.
Where it lives and who receives it
Your uploaded files, transcripts and consent records are stored on Amazon Web Services in the United States, which processes them on our behalf for storage, malware scanning, transcription and pitch assessment. We use Resend to deliver email. Resend receives recipient addresses and message contents, including the transcript and assessment in notifications to our team. If we publish your memo, the public and the platforms we post on receive the published version. We disclose information otherwise only when the law requires it. This service is intended for people in the United States; if you submit from elsewhere, your uploaded files and records are transferred to and stored in the United States.
How long we keep it
| What | How long |
|---|---|
| Recording and transcript | Up to 180 days after submission, then deleted automatically. If we select your memo, we keep a working copy while it is published and for 30 days after removal. If a withdrawal or deletion request is approved, we make reasonable efforts to remove the recording and transcript from active systems, subject to applicable law and permitted retention requirements. No fixed turnaround time is promised except where required by law. |
| Instagram handle and email | While your memo is under review or published; afterwards only inside the consent record. See below for handle-based analytics. |
| Consent record and any withdrawal or takedown request | For as long as the license lasts, plus six years, so we can show what you agreed to. |
| IP address, browser identifier, server logs | Up to 30 days. |
| Files that fail the malware scan | Deleted immediately. |
Your choices and rights
You may request withdrawal before publication under section 5 of the Submission Terms by contacting us from the address you submitted with. At any time you can ask us to delete your recording and transcript, correct your details, or tell you what we hold; email us from that same address, we may verify the request through it and will respond as required by applicable law. If your memo has been published, the Submission Terms explain what we can and cannot remove. If you live in the EU, UK or another place with data-protection rights, you can also ask us to restrict or object to processing, receive a copy of your data, withdraw consent (which does not affect what we did before), and complain to your local data-protection authority.
Tracking, cookies and do-not-track signals
We use PostHog in the United States to measure visits and progress through the submission steps so we can improve the site. Events contain the page, browser and device type, and actions such as starting or completing an upload. When you agree to the terms and send a memo, we use your Instagram handle as your analytics identifier and profile name. This links the earlier steps in that visit and future submissions made with the same handle, including across devices. Handles are self-reported; we do not verify Instagram ownership. PostHog receives and stores this handle and the associated events. You can ask us to delete this analytics profile through the contact form.
We do not send email addresses, recordings, transcripts, or other form contents to PostHog. Session replay and automatic form capture are disabled, and the private admin area is excluded from analytics. The browser keeps its analytics identifier in memory, without analytics cookies or persistent analytics storage; a reload starts anonymously until you submit a handle again. We disable analytics when your browser sends a Do Not Track or Global Privacy Control signal. A separate note in your browser's session storage lets the page resume an interrupted upload. We do not use advertising trackers.
The private admin area uses essential, secure cookies for sign-in and session protection. Gift acceptance records contain the signer’s name, optional organization, verified account email, exact agreement version, timestamp, IP address, and browser identifier; a copy is sent to the project account and the donor for contract records. Contact messages and reply addresses are delivered to our team using Resend.
Children
This site is for adults. We do not knowingly collect information from anyone under 18. If we learn a memo came from someone under 18, we delete it and everything collected with it.
Security and incidents
We use reasonable administrative, technical and physical safeguards appropriate to this data: uploads go directly to private storage encrypted in transit and at rest, every file is scanned for malware before anyone can open it, access is limited to the operator, and we delete on the schedule above. No method of storage or transmission is completely secure, and we cannot guarantee absolute security. If an incident affects your information, we will notify you and any authorities as the law requires.
Email from us
We email you only about your memo: a receipt, answers to your requests, and, if we plan to publish, notice where we can give it. We will not send you marketing unless you separately opt in, and any marketing email will include an unsubscribe link and our postal address.
Contact
Email us about anything in this notice.