Privacy Policy

Effective Date: May 2, 2026

Vocentia ("we," "our," or "us") is an AI-powered voice assessment platform designed for educational use. This Privacy Policy explains how we collect, use, disclose, and safeguard information when educators ("Subscribers") and their students use our platform.

1. Who We Are

Vocentia is operated as an independent technology service. Our primary server infrastructure is hosted in Germany (Hetzner Cloud). We serve educators and institutions primarily in the Gulf Cooperation Council (GCC) region.

Contact: sales@vocentia.com

2. Information We Collect

From Educators: Name, email, institution affiliation, billing information (via PayPal — we do not store card details), assignment content and rubrics.

From Students: Voice recordings, transcriptions, AI-generated scores, file uploads, session metadata.

Automatically: IP address, browser/device type, usage logs, error logs.

3. How We Use Your Information

• Delivering and improving AI assessment features
• Processing subscription payments and billing records
• Communicating account updates and support
• Detecting and preventing fraud and unauthorized access
• Complying with applicable legal obligations

We do not use student voice recordings or assessment data to train AI models without explicit Subscriber consent.

4. Voice Recordings and AI Processing

• Voice recordings are temporarily stored to enable transcription and assessment
• Recordings are retained for up to 12 months then permanently deleted
• AI processing is performed via OpenAI, subject to their data processing agreements
• Subscribers are responsible for obtaining student consent before submitting recordings

5. Data Storage and Security

Data is stored on Hetzner Cloud servers in Germany (GDPR-consistent). We implement HTTPS/TLS encryption, restricted access controls, and regular security monitoring.

6. Data Sharing

We do not sell personal data. We share data only with service providers (OpenAI, PayPal) bound by data processing agreements, legal authorities when required by law, and in the event of a business transfer with advance notice.

7. GCC Regional Considerations

Saudi Arabia: Subscribers are responsible for compliance with the Personal Data Protection Law (PDPL).

UAE: Subscribers are responsible for compliance with UAE Federal Law No. 45 of 2021.

Kuwait: Data is processed per principles of data minimization, security, and purpose limitation.

8. Your Rights

You may request access, correction, deletion, or portability of your personal data by contacting sales@vocentia.com. We respond within 30 days.

9. Data Retention

• Account and billing: Subscription duration + 5 years
• Voice recordings and transcriptions: Up to 12 months
• Assessment results: Duration of active subscription
• Usage logs: Up to 12 months

10. Contact