Privacy Policy

Effective Date: August 28, 2025

Your Privacy Rights

Executive Voice respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use, and safeguard your information in compliance with GDPR and applicable privacy laws.

1. Data Controller

Executive Voice operates as your data controller. You can contact us at:

  • Email: privacy@executive-voice.com
  • Data Protection Officer: dpo@executive-voice.com

2. Information We Collect

Personal Information:
  • Account Data: Username, email address, password (hashed)
  • Profile Data: Executive profiles you create (names, titles, companies, biographies)
  • Content Data: Documents you upload, generated content, user preferences
  • Usage Data: Login times, feature usage, content generation history
Technical Information:
  • Device Data: IP address, browser type, operating system
  • Cookies: Session cookies, preference settings (see Cookie Policy below)

3. Legal Basis for Processing

We process your data based on:

  • Contract Performance: To provide Executive Voice services you've requested
  • Legitimate Interest: To improve our AI models, prevent fraud, and enhance user experience
  • Consent: For optional features like marketing communications (where applicable)
  • Legal Obligation: To comply with applicable laws and regulations

4. How We Use Your Information

  • Service Delivery: Create executive profiles, generate content, manage your account
  • AI Training: Improve content generation quality (anonymized and aggregated data only)
  • Communication: Send account notifications, security alerts, and service updates
  • Security: Detect fraud, prevent abuse, and maintain system security
  • Analytics: Understand usage patterns to improve our services

5. AI Content Generation & Data Processing

AI Processing Notice

Executive Voice uses artificial intelligence to generate content. All content you create is:

  • Clearly labeled as AI-generated in compliance with EU AI Act requirements
  • Created using advanced language models that process your input data
  • Subject to fact-checking against your provided reference materials
  • Stored securely and associated with your account for future access

6. Data Sharing & Third Parties

We do not sell your personal data. We may share data with:

  • AI Service Providers: OpenAI (for content generation) - data processed under strict data processing agreements
  • Email Services: SendGrid (for account notifications) - limited to email addresses and names
  • Infrastructure Providers: Replit (for hosting) - technical data only
  • Legal Authorities: When required by law or to protect rights and safety

7. Data Retention

  • Account Data: Retained while your account is active
  • Generated Content: Stored indefinitely unless you request deletion
  • Usage Logs: Retained for 12 months for security and analytics
  • Deleted Accounts: Personal data purged within 30 days of account deletion

8. Your GDPR Rights

Right to Access

Request copies of your personal data

Right to Rectification

Correct inaccurate personal data

Right to Erasure

Request deletion of your data

Right to Object

Object to processing based on legitimate interest

Right to Portability

Export your data in a structured format

Right to Restriction

Limit how we process your data

Exercise Your Rights

To exercise any of these rights, contact us at privacy@executive-voice.com. We will respond within 30 days and may require identity verification.

9. Cookie Policy

We use the following cookies:

  • Essential Cookies: Required for login, session management, and security
  • Functional Cookies: Remember your preferences and settings
  • Analytics Cookies: Help us understand how you use our service (anonymized)

You can manage cookie preferences through your browser settings.

10. Data Security

  • Encryption: All data transmitted using TLS 1.2+ encryption
  • Storage: Data stored with AES-256 server-side encryption
  • Access Controls: Strict authentication and authorization systems
  • Regular Audits: Security assessments and vulnerability testing
  • SOC 2 Compliance: Our infrastructure meets enterprise security standards

11. International Transfers

Your data may be processed in countries outside your jurisdiction. We ensure adequate protection through:

  • Standard Contractual Clauses (SCCs) for EU data transfers
  • Data Processing Agreements with all third-party processors
  • Regular compliance assessments of international partners

12. Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or prominent notice on our website.

13. Contact & Complaints

For privacy concerns, contact:

  • Email: privacy@executive-voice.com
  • Data Protection Officer: dpo@executive-voice.com

You also have the right to lodge a complaint with your local data protection authority.

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