1. Introduction
Welcome to VoiceFeedback ("we," "our," or "us"). This Privacy Policy explains how SomaniTech collects, uses, discloses, and safeguards your information when you use our voice and text feedback platform.
We are committed to protecting your privacy and ensuring the security of your data. This policy applies to all users of VoiceFeedback, including survey creators and respondents.
2. Information We Collect
Information You Provide
- Account Information: Name, email address, company name, billing information
- Survey Content: Questions, prompts, and survey configurations you create
- Response Data: Voice recordings, text responses, and metadata from survey respondents
- Communications: Messages you send to our support team
Information Collected Automatically
- Usage Data: Pages visited, features used, time spent on platform
- Device Information: IP address, browser type, operating system
- Cookies: Session cookies, preference cookies, analytics cookies
3. How We Use Your Information
We use collected information for the following purposes:
- Service Delivery: Process surveys, transcribe voice recordings, perform AI analysis
- Account Management: Create and manage your account, process payments, provide support
- Platform Improvement: Analyze usage patterns, improve features, develop new capabilities
- Communications: Send service updates, respond to inquiries, marketing (with consent)
- Security: Detect fraud, prevent abuse, ensure platform security
- Legal Compliance: Comply with legal obligations and enforce our Terms of Service
4. Data Sharing and Disclosure
We do not sell your personal information. We may share data in the following circumstances:
- Service Providers: Third-party vendors who assist with hosting, analytics, payment processing (all under strict data protection agreements)
- Business Transfers: In the event of a merger, acquisition, or sale of assets
- Legal Requirements: When required by law or to protect our rights and safety
- With Your Consent: When you explicitly authorize data sharing
We never share survey response data with third parties for marketing purposes.
5. GDPR Compliance (European Users)
If you are located in the European Economic Area (EEA), you have specific rights under GDPR:
- Right to Access: Request a copy of your personal data
- Right to Rectification: Correct inaccurate or incomplete data
- Right to Erasure: Request deletion of your data ("right to be forgotten")
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in a machine-readable format
- Right to Object: Object to certain types of data processing
- Right to Withdraw Consent: Withdraw consent for data processing at any time
To exercise these rights, contact us at privacy@somanitech.com.
6. HIPAA Compliance (Healthcare Data)
For customers in regulated industries (healthcare, etc.), VoiceFeedback can execute a Business Associate Agreement (BAA) and maintain HIPAA compliance:
- Encryption of all data at rest and in transit
- Access controls and audit logging
- Regular security assessments and penetration testing
- Breach notification procedures
- Employee training on PHI handling
Contact compliance@somanitech.com to discuss BAA requirements.
7. Data Security
We implement industry-standard security measures:
- Encryption: AES-256 encryption at rest, TLS 1.3 in transit
- Access Controls: Role-based access, multi-factor authentication
- Infrastructure: Secure cloud hosting with enterprise-grade data centers
- Monitoring: 24/7 security monitoring and incident response
- Certifications: SOC 2 Type II, ISO 27001 compliant
8. Data Retention
We retain data as follows:
- Account Data: Retained while your account is active, plus 90 days after deletion
- Survey Responses: Retained per your survey settings or until you request deletion
- Voice Recordings: Stored securely; can be deleted at any time
- Billing Records: Retained for 7 years for tax and accounting purposes
You can request data deletion at any time by contacting support.
9. Cookies and Tracking
We use cookies for:
- Essential Cookies: Required for platform functionality
- Analytics Cookies: Help us understand usage patterns (opt-out available)
- Preference Cookies: Remember your settings
You can manage cookie preferences in your browser settings.
10. Children's Privacy
VoiceFeedback is not intended for children under 13 (or 16 in the EEA). We do not knowingly collect data from children. If we learn we have collected data from a child, we will delete it immediately.
11. International Data Transfers
Your data may be transferred to and processed in countries outside your residence. We use Standard Contractual Clauses and other approved mechanisms to ensure adequate data protection.
12. Your Choices
- Email Preferences: Opt out of marketing emails via unsubscribe link
- Account Settings: Control data sharing and privacy settings in your dashboard
- Data Access: Request a copy of your data at any time
- Account Deletion: Delete your account and associated data
13. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or platform notification. Continued use of VoiceFeedback after changes constitutes acceptance of the updated policy.
14. Contact Us
For privacy-related questions or to exercise your rights:
15. Supervisory Authority
If you are in the EEA and have concerns about our data practices, you have the right to lodge a complaint with your local data protection authority.