Privacy Policy

Last updated: November 05, 2025

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words whose initial letters are capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.
  • Affiliate means an entity that controls, is controlled by, or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
  • Application refers to Aiphoria, the software program provided by the Company.
  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Aiphoria US Inc., 2875 NE 191ST St Ste 406 Aventura, FL 33180-2832, United States.
  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
  • Device means any device that can access the Service such as a computer, a cell phone or a digital tablet.
  • Governing Law/Location: United States (State of Florida)
  • Personal Data is any information that relates to an identified or identifiable individual.
  • Service refers to the Application, the Website, or both.
  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • Voice Data refers to audio recordings, voice samples, speech patterns, and any other voice-related information collected through the Service.
  • Website refers to Aiphoria, accessible from https://aiphoria.ai
  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Usage Data
  • Voice Data and audio recordings

Voice and Audio Data

This section is critical for our speech technology services.

Some jurisdictions treat audio recordings and voice characteristics as sensitive. We apply stricter safeguards (access controls, minimization, separate settings/opt-out) and do not create biometric identifiers or voiceprints.

When you use Aiphoria's speech recognition, voice synthesis, or other voice-enabled features, we collect and process:

  • Voice Recordings: Audio files of your spoken input
  • Transcriptions: Text versions of your voice recordings
  • Voice Characteristics: Technical data about speech patterns, accents, tone, and pace (non-biometric)
  • Audio Metadata: Duration, format, quality, and timestamp of recordings

How We Use Voice Data:

  • To provide speech recognition and transcription services
  • To generate voice synthesis and text-to-speech outputs
  • To improve the accuracy and quality of our AI models
  • To troubleshoot technical issues
  • To comply with legal obligations

Voice Data Storage and Retention:

  • Active voice recordings are stored for 30 days after creation
  • Transcriptions are retained for 90 days or until account deletion
  • Anonymized voice data used for model training may be retained indefinitely
  • You can delete your voice recordings at any time through your Account settings or by contacting us

We determine retention based on purpose limitation, legal obligations, and security considerations. Anonymization is designed to be irreversible and prevents re-identification.

Voice Data and AI Model Training:

  • We may use anonymized and de-identified voice data to train and improve our AI models;
  • EEA/UK: we rely on consent for analytics cookies/SDKs;
  • For model improvement we rely on legitimate interests with an opt-out, or explicit opt-in where required.
  • You can control training use in Account settings; by default in certain regions, training is off unless you opt-in.
  • Once data is anonymized, it cannot be linked back to you

Important Note on Biometric Data:We do not collect or store voiceprints or biometric identifiers derived from your voice for identification or authentication purposes. Our voice processing is purely functional for speech recognition and synthesis services.

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device's unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit Our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies We use include beacons, tags, and scripts to collect and track information and to improve and analyze Our Service.

The technologies We use may include:

  • Cookies or Browser Cookies: A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Web Beacons: Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics.

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

  • Type: Session Cookies
  • Administered by: Us
  • Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Cookies Policy / Notice Acceptance Cookies

  • Type: Persistent Cookies
  • Administered by: Us
  • Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

Functionality Cookies

  • Type: Persistent Cookies
  • Administered by: Us
  • Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

Analytics Cookies

  • Type: Persistent Cookies
  • Administered by: Third-party service providers (Google Analytics)
  • Purpose: These Cookies collect information about how visitors use our Service, including which pages are visited most often and if users receive error messages. These Cookies help us improve the performance of our Service.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service and process voice/audio inputs for speech recognition and synthesis.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers, and general information about other goods, services and events which We offer that are similar to those that you have already purchased or inquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.
  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
  • For AI and machine learning improvements: We may use anonymized and aggregated data, including voice recordings and usage patterns, to train, test, and improve our artificial intelligence models and speech recognition algorithms. This helps us enhance accuracy, support more languages and accents, and develop new features.
  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

Legal Basis for Processing (GDPR)

If You are from the European Economic Area (EEA), our legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.

We may process Your Personal Data because:

  • You have given Us permission to do so (Consent)
  • The processing is necessary for the performance of a contract with You (Contract)
  • The processing is in Our legitimate interests and it's not overridden by Your rights (Legitimate Interest)
  • To comply with the law (Legal Obligation)

Sharing Your Personal Data

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to process payments, to provide cloud storage and computing services, to provide speech recognition APIs, and to contact You. Our key service provider categories include:
    • Cloud Infrastructure Providers: Amazon Web Services (AWS), Google Cloud Platform, Microsoft Azure
    • AI and Speech Processing: Third-party speech recognition and natural language processing APIs
    • Analytics Services: Google Analytics,
    • Communication Services: SendGrid, Twilio
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. Please be cautious about what information you share publicly.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Important: We do not sell Your Personal Data or Voice Data to third parties for monetary consideration.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

Specific Retention Periods:

  • Account Information: Retained for the duration of your account plus 30 days after account closure
  • Voice Recordings: Retained for 30 days from creation date, then automatically deleted
  • Transcriptions: Retained for 90 days from creation date, then automatically deleted
  • Anonymized Voice Data for AI Training: Retained indefinitely (cannot be linked back to you)
  • Usage Data: Generally retained for 24 months for analytical purposes
  • Cookies: Session cookies expire when you close your browser; persistent cookies expire after 12 months
  • Legal Compliance Data: Retained as required by applicable law (typically 7 years for financial records)

You may request early deletion of your data at any time by contacting us or through your Account settings.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from Your jurisdiction.

International Data Transfers:

  • Our primary data processing occurs in the United States
  • We may transfer data to cloud service providers with data centers in the US, EU, and other regions
  • For EEA residents, we implement Standard Contractual Clauses (SCCs) approved by the European Commission for data transfers to non-EEA countries
  • We ensure adequate safeguards are in place for all international data transfers

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Your Data Protection Rights

Depending on your location, you may have the following data protection rights:

General Rights (All Users)

  • Right to Access: You can request copies of your personal data
  • Right to Rectification: You can request correction of inaccurate or incomplete data
  • Right to Deletion: You can request deletion of your personal data
  • Right to Restrict Processing: You can request that we limit how we use your data
  • Right to Data Portability: You can request a copy of your data in a machine-readable format
  • Right to Object: You can object to our processing of your personal data
  • Right to Withdraw Consent: You can withdraw consent at any time where we relied on consent to process your data

GDPR Rights (EEA Residents)

If You are a resident of the European Economic Area (EEA), You have additional data protection rights under GDPR:

  • You have the right to complain to a Data Protection Authority about our collection and use of Your Personal Data
  • We will respond to your requests within one month
  • You have the right not to be subject to automated decision-making, including profiling

CCPA Rights (California Residents)

If You are a California resident, You have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: What personal information we collect, use, disclose, and sell
  • Right to Delete: Request deletion of your personal information
  • Right to Opt-Out: Opt-out of the sale of your personal information (Note: We do not sell personal information)
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

Shine the Light: California residents can request information about our disclosure of personal information to third parties for their direct marketing purposes (we do not engage in this practice).

UK GDPR Rights (UK Residents)

UK residents have similar rights to EEA residents under UK GDPR.

How to Exercise Your Rights

To exercise any of these rights, please:

We will respond to your request within 30 days (or as required by applicable law).

You may use an authorized agent to submit a request; we will require proof of authorization and may ask you to verify your identity directly. If we deny your request, you can appeal within 45 days at info@aiphoria.ai.

Security of Your Personal Data

The security of Your Personal Data is important to Us. We implement industry-standard security measures to protect your data, including:

  • Encryption: Data in transit is encrypted using TLS 1.3; data at rest is encrypted using AES-256
  • Access Controls: Strict role-based access controls limit employee access to personal data
  • Regular Security Audits: We conduct regular security assessments and penetration testing
  • Secure Development: We follow secure coding practices and conduct security reviews
  • Vendor Management: We carefully vet all third-party service providers for security compliance
  • Incident Response: We maintain an incident response plan for potential data breaches

However, remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially reasonable means to protect Your Personal Data, We cannot guarantee its absolute security.

We support coordinated vulnerability disclosure; security researchers can contact us at info@aiphoria.ai for responsible reporting.

Data Breach Notification: In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law, typically within 72 hours of discovery.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us immediately at info@aiphoria.ai.

If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take immediate steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.

Age Verification: For certain features, we may implement age verification mechanisms to ensure compliance with children's privacy laws.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Do Not Track Signals

We do not currently respond to Do Not Track (DNT) browser signals. However, you can control tracking through your browser settings and our cookie preferences tool.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by:

  • Posting the new Privacy Policy on this page
  • Updating the "Last updated" date at the top of this Privacy Policy
  • Sending You an email notification (for material changes)
  • Displaying a prominent notice on Our Service

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Material Changes: For significant changes that affect your rights, we will provide at least 30 days' notice before the changes take effect.

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your data, You can contact us:

Email: info@aiphoria.ai

Mailing Address:

Aiphoria US Inc.

Attn: Privacy Department

2875 NE 191ST St Ste 406

Aventura, FL 33180-2832

United States

Response Time: We acknowledge requests promptly and respond within 30–45 days (or as required by law).

Additional Information for EEA Residents

EU Representative: info@aiphoria.ai

Supervisory Authority: You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.

Additional Information for California Residents

California Privacy Rights:

Email: info@aiphoria.ai

Subject line: "California Privacy Rights Request"

Additional Information for UK Residents

UK Representative: info@aiphoria.ai

ICO Contact: You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at https://ico.org.uk/make-a-complaint/

Document Version: 2.0

Effective Date: November 05, 2025

Previous Version: Available upon request

This Privacy Policy was prepared in compliance with GDPR, CCPA, UK GDPR, and other applicable privacy laws. For specific legal advice regarding your privacy rights, please consult with a qualified attorney.