Privacy Policy
Last updated: April 28, 2026
Who we are
Vocalaiz (“Vocalaiz,” “we,” “us,” or “our”) provides AI-powered tools designed to support healthcare organizations and clinical workflows. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website or use our services.
Information we collect
We may collect the following types of information:
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Information you provide:
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Contact details (such as name, email address, phone number, organization, role)
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Messages you send us (such as inquiries, support requests, demo requests)
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Application details if you apply for a job (such as résumé/CV, work history)
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Automatically collected information:
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Device and browser information
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IP address and general location (city/region)
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Usage data (pages visited, time on page, clicks, referring pages)
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Customer and clinical data (for customers only):
When our products are used in clinical settings, we may process data on behalf of healthcare organizations, which can include Protected Health Information (“PHI”) as defined by HIPAA. In these cases, we act as a service provider / business associate, and our use of PHI is governed by our agreements with those organizations.
How we use information
We use the information we collect to:
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Provide, operate, and improve our website and services
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Respond to inquiries, demo requests, and support needs
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Analyze usage to understand interest in our products and improve user experience
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Communicate about updates, features, and opportunities (you can opt out at any time)
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Maintain the security and integrity of our systems
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Comply with legal, regulatory, and contractual obligations
When we process PHI on behalf of a healthcare organization, we use it only as permitted under our Business Associate Agreement (BAA) and applicable law.
Legal bases (where applicable)
Where required by law (such as in the EU/EEA or UK), we rely on one or more of the following legal bases:
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Your consent
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Performance of a contract or steps taken at your request before entering into a contract
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Our legitimate interests (such as improving our services and securing our systems)
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Compliance with legal obligations
How we share information
We may share information with:
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Service providers who help us operate our website, analytics, hosting, security, and communications, under contracts that require them to protect your information.
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Healthcare customers (for example, when we process PHI on their behalf, they control how that data is used and accessed).
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Professional advisors (such as lawyers, auditors) where necessary.
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Authorities or third parties when required by law, regulation, legal process, or to protect rights, safety, or security.
We do not sell your personal information.
Data security
We use technical, administrative, and physical safeguards to protect information, including:
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Encryption in transit and at rest where appropriate
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Access controls and authentication
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Logging and monitoring of systems
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Security policies, training, and regular reviews
No system is completely secure, but we work to continuously strengthen our security posture.
HIPAA and healthcare data
For healthcare organizations that use Vocalaiz products in clinical settings:
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We enter into Business Associate Agreements (BAAs) where required by HIPAA.
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We use PHI only to provide and support our services, as permitted by the BAA and applicable law.
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We implement safeguards designed to protect the confidentiality, integrity, and availability of PHI.
If you are a patient, questions about your medical records or PHI should be directed to your healthcare provider, who controls that information.
Data retention
We keep information only as long as needed for the purposes described in this policy, for our legitimate business needs, and as required by law or contract. When information is no longer needed, we will delete or de-identify it in a reasonable manner.
Your rights and choices
Depending on where you live, you may have rights such as:
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Accessing, correcting, or deleting your personal information
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Objecting to or restricting certain processing
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Withdrawing consent where we rely on consent
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Receiving a copy of your data in a portable format
To exercise these rights (or to opt out of marketing emails), contact us using the details below. We may need to verify your identity before responding.
Cookies and similar technologies
We may use cookies and similar technologies to:
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Remember your preferences
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Analyze site traffic and usage
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Improve our website and marketing
You can manage cookies through your browser settings and, where available, through cookie banners or preference tools on our site.
International data transfers
If your information is transferred to, stored in, or processed in a country other than your own, we take steps to protect it in accordance with this Privacy Policy and applicable law, including using appropriate safeguards where required.
Third-party links
Our website may contain links to third-party sites or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date above. Significant changes may be communicated through our website or by other appropriate means.
Contact us
If you have questions about this Privacy Policy or our privacy practices, you can contact us at:
Email: info@vocalaiz.ai