VOXA Labs Privacy Policy

Last Updated: October 23, 2025

This Privacy Policy explains how VOXA Labs, LLC (“VOXA Labs,” “VOXA,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you use our websites (including voxalabs.io and related subdomains), products, services, and communications (collectively, the “Services”).

By using the Services, you agree to this Privacy Policy. If you do not agree, do not use the Services.

Contact: hello@voxalabs.io

1) What We Collect

We collect information in three ways: (a) directly from you, (b) automatically via cookies/analytics, and (c) from third parties.

a) Information You Provide

• Account & Profile: name, email, company, role, password (hashed), preferences.

• Communications: emails, form submissions, support requests, survey responses.

• Transactions (if applicable): billing contact, address, tax info; payment details are processed by our PCI-compliant processors (we do not store full card numbers).

• Content You Upload/Provide: files, prompts, copy, datasets, or configuration you supply for our Services.

• Marketing & Events: webinar signups, referral details, newsletter choices.

b) Information Collected Automatically

• Usage & Device Data: IP address, device/OS/browser, pages viewed, timestamps, referring URLs.

• Cookies & Similar Tech: session cookies, analytics identifiers, A/B test and preference cookies.

c) Information from Third Parties

• Partners/Platforms: ad platforms, analytics, CRM enrichment, or lead sources that share business contact info in compliance with their policies.

• Vendors: payment, analytics, chat, or automation tools that process your data on our behalf.

2) Why We Use Your Information (Purposes)

Legal bases (GDPR/UK GDPR): performance of a contract, legitimate interests (product improvement, security, fraud prevention), consent (where required), compliance with legal obligations.

3) How We Use AI and Your Data

• Service Operation: If you enable AI features or provide prompts/content/data to be processed by models (ours or third-party models), we process that data to return outputs, improve relevance, and provide requested functionality.

• Model Providers: We may use reputable AI providers (e.g., cloud LLMs) as processors/sub-processors. Where feasible, we configure providers not to retain or train on your inputs/outputs by default. If a provider requires retention or training, we’ll disclose it and obtain consent where required or offer an opt-out.

• Safety & Quality Controls: We may run automated checks (e.g., abuse or malware scanning) on uploaded content to protect users and systems.

• Your Options: If you want your data excluded from training or long-term retention beyond service provision, email hello@voxalabs.io with subject “AI Data Opt-Out” and tell us which data or workspace to exclude. Some features may require limited retention to function.

4) When We Share Information

We do not sell personal information. We share only as described below:

• Service Providers / Processors: hosting, security, analytics, email, CRM, payment, and AI infrastructure providers under contracts that limit use to our instructions.

• Business Transfers: mergers, acquisitions, financing, or sale of assets (your data may transfer with notice where required).

• Legal / Safety: to comply with law, enforce agreements, or protect rights, security, and users.

• With Your Consent: if you ask us to or clearly opt into a specific sharing.

5) Cookies & Analytics

We use cookies and similar technologies to operate the site, remember preferences, measure performance, and run limited experiments.

Your choices:

• Banner Controls: Where required, our cookie banner lets you accept/decline non-essential cookies.

• Browser Controls: Most browsers let you block or delete cookies. Functionality may break if you block essential cookies.

• Do Not Track: We do not respond to DNT signals due to industry variability. Use our cookie controls instead.

6) Marketing Communications

You can opt out of marketing emails anytime by clicking Unsubscribe in the email footer or contacting hello@voxalabs.io. We may still send transactional or service-related messages.

7) Data Retention

We keep personal information as long as needed for the purposes above, for the duration of any contract, and as required by law. We apply reasonable criteria: account status, feature usage, legal/financial obligations, and security needs. When no longer needed, we delete or de-identify data.

8) Security

We use administrative, technical, and physical safeguards (encryption in transit, access controls, logging). No system is 100% secure. Promptly notify hello@voxalabs.io if you believe your account or data has been compromised.

9) Children’s Privacy

The Services are not directed to children under 13 (or the age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided data, contact us and we’ll delete it.

10) International Data Transfers

We are based in the United States. If you access the Services from outside the U.S., your information may be transferred to and processed in the U.S. and other countries with different data protection laws. Where required, we implement appropriate safeguards (e.g., Standard Contractual Clauses).

11) Your Privacy Rights

a) U.S. State Privacy Laws (e.g., CA, CO, CT, UT, VA, TX, and others)

Depending on your state, you may have the right to:

• Know/access the personal information we collect and how we use it

• Correct inaccuracies

• Delete personal information

• Receive a portable copy (data portability)

• Opt out of targeted advertising, data sharing, or profiling in furtherance of decisions that produce legal/similar significant effects

• Appeal a decision (where applicable)

How to exercise: Email hello@voxalabs.io with “Privacy Request” and your state. We’ll verify your identity and respond per applicable law. You may use an authorized agent as allowed by law.

Notice for California Residents (CPRA): We do not “sell” personal information as defined by CPRA. We may “share” personal information for cross-context behavioral advertising; you can opt out by emailing hello@voxalabs.io (subject: “CCPA/CPRA Opt-Out”) or via the site controls where provided.

b) GDPR/UK GDPR (EEA/UK)

If you are in the EEA/UK, you may have the right to:

• Access, rectify, or erase your data

• Restrict or object to processing

• Data portability

• Withdraw consent (where processing relies on consent)

• Lodge a complaint with your supervisory authority

How to exercise: Email hello@voxalabs.io. We’ll identify our role (controller/processor) and respond accordingly.

12) Third-Party Links & Services

Links to third-party sites/services are provided for convenience. We are not responsible for their privacy practices. Review their policies before providing personal information.

13) Automated Decision-Making

We do not engage in automated decision-making that produces legal or similarly significant effects without human involvement. If we introduce such features, we’ll provide the required notices and controls.

14) Changes to This Policy

We may update this Policy periodically. We’ll post the updated date at the top and, where required, provide additional notice. Continued use of the Services means you accept the changes.

15) Contact Us

VOXA Labs, LLC
Email: hello@voxalabs.io

If you are in the EEA/UK and need details about our data representative (if appointed) or safeguards for international transfers, contact us at the above address.