At Voicenotes, privacy and security are at the heart of how we build our product. Whether you're capturing a personal thought, recording a team meeting, or discussing confidential business information, you should always know that your content is protected and under your control.
This guide walks you through how Voicenotes protects your information, handles AI processing, manages recordings, and gives you control over your data.
Your data, your control
We believe you should have complete control over what you record, who you share it with, and how long you keep it. Voicenotes helps you capture, transcribe, and summarise them without compromising your privacy.
Here's what that means:
Your content stays yours: You retain ownership of the information you create and upload.
You control what you share: Decide which notes to keep private and which to share with others.
You decide what to delete: Remove notes and their associated recordings when you no longer need them.
Your conversations aren't AI training material: We don't use your content to train AI models.
No AI training on your content. Ever.
Your recordings, transcripts, summaries, notes and imported content are never used to train our AI models or those of our AI providers. Our providers operate under strict agreements to protect your data and is never used for model training.
We never sell your data, share it with advertisers or data brokers, or monitor your notes for keywords or sensitive content.
AI processes relevant content to deliver the features you request:
Transcription: Converts recorded audio into text.
Summaries: Identifies key points in your notes.
Ask AI: Uses your questions and relevant notes to find answers.
Our no-training commitment covers processing within Voicenotes. If you share content with a connected third-party service, its own privacy terms and data controls apply. Read more in our Privacy Policy.
Enterprise-grade security, built in
Voicenotes uses multiple layers of security to safeguard your content, whether it's being transmitted, processed, or stored.
Our security measures include:
Encryption at rest: Protects your information while it's stored.
Encryption in transit: Keeps your information secure as it moves between your devices and our services.
Secure cloud infrastructure: Voicenotes uses AWS infrastructure in the United States to store recordings and account data.
These safeguards are designed to protect your information throughout its lifecycle.
Like any other cloud-based AI services that need to read content to process it, Voicenotes’ AI features are not end-to-end encrypted. We protect your information with encryption in transit and at rest while enabling transcription, summaries and answers to your questions.
Read our Privacy Policy for details about access restrictions and safeguards.
Recording consent: Everyone deserves a say
Not every meeting should be recorded. And everyone participating in a conversation deserves to know when recording is happening.
That's why Voicenotes offers optional Consent Management for Enterprise customers using our meeting bot, with two consent modes:
Opt-in:
Before the meeting, each attendee receives an email asking for permission to record. The bot joins only when everyone has explicitly agreed. If anyone declines or doesn't respond, the bot stays out and the meeting goes unrecorded.Best for sensitive conversations, external guests, or any meeting where clear consent matters most.
Opt-out:
Before the meeting, each attendee receives an email letting them know it's scheduled to be recorded, along with a simple way to decline. No response is needed to proceed. If everyone is comfortable, the bot joins and records as planned. If anyone declines, the bot stays out and the meeting goes unrecorded.Best for routine internal meetings, where recording is expected and attendees still need the chance to say no.
Consent decisions are logged so organisations can maintain a record of participant responses. Enterprise administrators can choose the mode that suits their organisation's requirements.
This feature applies to bot-based recording. For other recording methods, organisations should ensure participants receive appropriate notice and provide any required permission before recording begins.
We believe recording should be transparent, not a surprise.
Independently audited. SOC 2 Type II.
Voicenotes has successfully completed its SOC 2 Type II examination, providing independent assurance about the security controls evaluated over the audit period.
For businesses evaluating Voicenotes, we make our security documentation available through our Trust Centre.
You can request access to:
SOC 2 Type II report
Vulnerability Assessment and Penetration Testing (VAPT) documentation
Additional security and compliance information
Businesses can also request a Data Processing Agreement (DPA)
Our subprocessor list is publicly available in the Trust Centre, so you can see which providers help handle your data. Subscribe there to receive notifications when the list changes.
Data protection for EU and UK users
We have appointed EU and UK representatives and provide a secure portal for submitting personal-data access and deletion requests.
To find our EU and UK representatives or submit an access request, deletion request or other GDPR-related inquiry, visit Section 11 of our Privacy Policy and use the secure request portal.
Deletion and Retention
We give you control over how your recordings are retained and deleted.
When you create a note
Your original audio is stored alongside your note, allowing you to revisit the recording whenever you need to.
When you delete a note
The associated original audio recording is immediately removed from active storage.
What about backups?
Recordings already included in rolling backups may remain for up to seven days before being removed.
Need organisation-wide retention policies?
Enterprise customers can arrange automatic recording deletion after a specified period according to internal requirements.
Retention by AI providers
OpenAI and Anthropic process relevant content to power AI features in Voicenotes. They do not use this content to train their models.
As described in our Privacy Policy, they retain it only for the period needed for abuse monitoring and legal compliance, currently up to 30 days, subject to legal holds.
Privacy and compliance for businesses
When your team uses Voicenotes, protecting individual notes is only part of the picture. Organisations also need confidence in how information is handled across their workspace.
Voicenotes supports business security and privacy requirements through:
SOC 2 Type II: Independently examined security controls.
Data Processing Agreements: Documentation outlining how personal data is processed and protected.
Enterprise retention controls: Options to establish automatic recording deletion periods.
Consent Management: Optional pre-meeting participant approval for bot-based recording.
Our team can also assist with security questionnaires and documentation requests during your organisation's review.
Trust should come standard
Your best ideas, private thoughts, important decisions, and confidential conversations deserve a safe place to live.
At Voicenotes, we're building a product that helps you remember more without asking you to give up control over what matters.
Because a great memory is useful. A memory you can trust is even better.
Your privacy at a glance
Your conversations stay out of AI training. Neither Voicenotes nor our AI providers use your content to train models.
We use multiple security layers and encryption to ensure your data stays safe.
You have full control over recordings and access.
Voicenotes' third-party AI provides operate under strict agreements to protect your data and never train on it.
Have more questions about security?
Explore our Trust Centre or read our Privacy Policy.
For enterprise security reviews, compliance documentation, or questions about your organisation's requirements, reach out to [email protected].