Security Policy


January 05, 2019

Effective:

This Privacy Policy covers Voci’s collection, use and disclosure of information we collect through our Service Offerings, including Voci V-Spark Cloud, V-Cloud as well as support services through automatic speech tuning, language model development services and client support services. Voci Technologies Inc. is a leading provider of automated speech to text transcription software delivered both as on-premise and Software as a Service solutions. This policy covers the collection, use and disclosure of information we collect or process as a Processor or Subprocessor.

It is important to note, however, that Voci’s service are offered in several formats including on-premise solutions.  This policy applies to data Voci collects, and/or processes in delivering these offerings. Voci Technologies Inc. maintains Software as a Service offerings in both the U.S and E.U. and the servers processing this data may be located within either of these locations. If Clients customers are located outside of the United States, please be aware that any information which our clients provide to Voci (including, without limitation, personal information [e.g., name, phone number, email address, etc.]) may be transferred to, processed, and used in the United States and elsewhere, as stipulated contractually by the clients who have purchased our service

Voci’s business model is one in which Voci is not the controller of data subject’s information.  Voci’s clients, partners and/or resellers are controllers, processors or sub-processors of data subject’s information with Voci being a processor or Subprocessor.  As such Voci adheres to the Data Processing Addendum terms of our clients and ultimately the consent given to them by the data subject. Voci’s clients, partners, and resellers are the organizations collecting information from the data subjects and engaging Voci’s processing services. 

Privacy Shield:

Voci Technologies complies with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States. Voci Technologies has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/

Dispute Resolution

Within the scope of this privacy notice, if a privacy complaint or dispute cannot be resolved through Voci Technologies, Inc.’s internal processes, Voci Technologies, Inc. has agreed to participate in the VeraSafe Privacy Shield Dispute Resolution Procedure. Subject to the terms of the VeraSafe Privacy Shield Dispute Resolution Procedure, VeraSafe will provide appropriate recourse free of charge to you. To file a complaint with VeraSafe under the Privacy Shield Dispute Resolution Procedure, please submit the required information to VeraSafe here:  https://www.verasafe.com/privacy-services/dispute-resolution/submit-dispute/

Personal information that Voci Collects or Is Provided by our clients:

During Voci’s data processing activities Voci is provided and processes audio data provided by our clients that may contain sensitive data as specified by various regulatory, compliance or security frameworks or government organizations including PCI, HIPAA, GDPR, FINRA, etc. The data elements and sensitivity are dependent on Voci’s clients line of business and scope of audio processed. Voci uses our contract process to define and document the data in scope for processing by our client’s through our contractual processes. 

While Voci attempts to identify the data being processed through our systems as appropriate to abide by local, state, federal and international laws our clients ultimately are responsible for ensuring compliance of said laws in the use of our processing systems and services.

As a processor Voci may be contacted directly by a data subject for a data handling request or inquiry.  As such Voci refers all requests per contractual obligations to the client in scope, and the client is responsible for directing Voci on how to proceed. If you are customer of one of our clients, please contact the client in question for any data handling or privacy concerns or requests.

Voci as defined by our client’s data subject consent and contractual agreement may use or collected data to improve the quality of our automated transcription services.  The usage of this data is governed by the consent given by data subject to our client, Voci does not use data in this fashion when consent by data subject does not allow it or it is prohibited by contractual agreements.

Data that clients provide via Voci’s VOCI SaaS & support services:

Data provided by our clients which is their customers data is handled according to this privacy policy and is used for contractually defined processing activities engaged by our client and may as provided per client contract and associated data subject consent be used for improving automated Voci’s transcription services.

Client data that is also provided from clients as it pertains to their employees, vendors, contactors and use of the service is handled according to this privacy policy. Data collected in this fashion is used for the execution of services provided, under appropriate consent and contractual agreements.

Client Information or designated user information gathered in use of Voci systems:

Voci may collect information pertaining to our client’s activity when using our SaaS or on-premise systems to support our clients or further develop our service offerings or to improve customer services.  This data is handled according to this privacy policy and data subject consent as well as contractual agreements as appropriate.

This information may relate to login in activity, feature use, problem reports, feature defects, usage trends, location usage information such as IP address etc.  Clients agree to use of data to ensure the deliver of the services, support of said services and improvement of Voci service offerings.

Use of Information:

Voci will use the information collected/provided by our clients as follows:
To provide the Services under contract with client;
To improve and expand the Services and content offered via our services.
To improve and customize our clients use of service offerings;
To contact our clients as and when Voci believes it to be necessary for technical, administrative or security reasons; Voci will not contact Client customers directly and will forward customer requests and inquires to client per contractual agreements.
For the orderly and proper operation and development of the Voci Services purchased; or
For any other purpose specified in this Privacy Policy and/or in our Terms of Use.

Transfer of Information to third parties:

Voci will not transfer client data or customer data to third parties unless contractually bound to do so or as directed in writing by client.
If Voci reasonably believes that a user of our services has breached the Terms of Use or abused your rights to use any of the services or performed any act or omission that Voci reasonably believes to be violating any applicable law, rules, or regulations. Voci may share the information in these cases, with law enforcement and other competent authorities and with any third party, as may be required to handle any result of wrongdoing;
If Voci reasonably believes that it is required by law to share or disclose information to prevent, investigate, or take action regarding illegal activities. In addition, to establish or exercise our legal rights or defend against legal claims;
Further, personal information of our clients may be disclosed as permitted or required by, or in response to lawful requests by applicable local law enforcement agencies or regulatory agencies, or agencies with responsibility to oversee and enforce national security;
Voci may share information of our Clients designated users of the purchased services with companies or organizations connected to or affiliated with Voci, to help Voci improve our offerings, with the express provision that the use of such information must comply with this policy and contractual agreements;
Voci is also entitled to transfer or share anonymous, statistic or aggregative information collected from the use of our services with companies or organizations connected to Voci, and with suppliers, business partners, etc. according to Voci’s absolute discretion for improvement of our service offerings.

Cookies/Tracking Mechanisms:

1. Voci may employee cookies or other tracking mechanisms in the delivery of our services
Voci uses this information in the delivery, support and improvement of our contracted services and clients agree to the use of this information.
2. What other tracking mechanisms does Voci employee for users of contracted systems?
Voci may use additional tracking technologies to determine originating source traffic of information to our systems or from our systems by designated users or systems or other tracking mechanisms such as logs, intrusion detection, prevention systems etc.  This information is used in the delivery, maintenance and security protections of our systems.
3. Advertising
Voci does not use any of the information in scope for this privacy policy to solicit client customers.  Voci may use data in scope for this policy to solicit clients or their employees for additional services.

Changes to Privacy Policy

From time to time, Voci may change the terms of this policy. This Policy is available by request from This email address is being protected from spambots. You need JavaScript enabled to view it. or online at the Voci website www.vocitec.com.

Inquires or Concerns?

Clients may contact Voci by email regarding this policy at This email address is being protected from spambots. You need JavaScript enabled to view it., or they may submit a support ticket through the client support process or contact their sales account representative.

 


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