Privacy Policy

Introduction

VoxiNow ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our language learning platform, including our website, mobile applications, and related services (collectively, the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy.

For the rules that govern behavior on the platform — what's allowed, how reporting works, and how moderation responds — see our Community Guidelines.

Information We Collect

Account Information

When you create an account, we collect:

• Email address - For account authentication and communication
• Password - Stored securely using bcrypt hashing
• Date of birth - Required to verify you are 18 years or older (collected and stored as personal data under GDPR)
• Country - Your country of residence (ISO 3166-1 alpha-2 code), required at signup. Used to filter language partners by country (a VIP feature) and shown as a flag/label on your public profile and during calls. This is a self-declared identity attribute and is independent of your IP address.
• Username - Your public display name
• Profile information - Gender (optional), language preferences, proficiency levels
• Google ID / Apple ID - Stored when using OAuth sign-in via Google or Apple
• Gender matching preference - Optional preference for call partner gender
• Additional teaching language - Optional extra language you can teach
• Locale preference - Your preferred UI language
• Username change history - Tracked with timestamps
• Activity timestamp - The time of your most recent authenticated request, updated at most once per hour, used to surface recently-active users in the user catalog and to derive a coarse activity bucket (today / this week / this month) shown on your profile in the catalog

Language Learning Data

• Native language and accent - To match you with appropriate partners
• Learning language and accent - Your target language preferences
• Proficiency level - Your current and target proficiency (A1-C2)
• Conversation question history - Which topics were served during calls and your interaction with them

Audio Recordings

When you use our recording features, we store:

• Audio files - Your voice recordings for practice and feedback
• Transcripts - Text of what you read or described
• Exercise type - The type of practice activity
• Recording type - The exercise category (text reading, image description, pronunciation, free speaking, shadowing, conversation)
• Public sharing status - Whether you've made recordings public

In-Call Voice Memos

When you capture a voice memo during a call, we store:

• Audio file - The memo recorded from your own microphone (own-mic only; partner audio is never captured, mixed, or buffered)
• Duration and status - Length in milliseconds and validation status
• Associated call session - The call during which the memo was captured
• Optional label - A short text label you can add post-call

Voice memos are private to you and never visible to the call partner or other users. You can play them back, label them, promote them to a flashcard, or delete them at any time.

Communication Data

• Messages - Private messages between users
• Feedback - Text and audio feedback you give or receive
• Call sessions - Metadata about 1-on-1 language exchange calls (duration, participants)
• Call ratings - 5-star rating and optional feedback submitted after calls
• Call behavior data - Connection events, disconnects, early leaves, and any resulting penalties
• Block/report data - Block actions with optional reason; reports submitted against other users, calls, messages, or other content, including the report reason and description

Scheduled Calls

When you create or interact with a scheduled call offer, we store:

• Scheduled time - The local wall-clock time, IANA timezone, and resolved UTC instant
• Language pair and call mode - For matching and discovery on the offer board
• Note text - Optional free-text note on offers and proposals, limited to 280 characters
• Anonymity flag - Whether you posted the offer or proposal anonymously (identities are revealed to the two matched participants once a proposal is accepted)
• State and outcome - Whether the offer was matched, cancelled, or expired; whether a proposal was accepted, declined, or withdrawn; and the associated timestamps

Scheduled-call records are retained for analytics, abuse detection, and the activity history you see in your own "My offers" and "My proposals" views, until you close your account.

Session Link / Guest Data

• Guest display name - Name provided by guests joining via session link
• Age verification status - Confirmation that the guest is 18 or older
• Session metadata - Call duration, participants, and session link used

Device Information

• Device tokens - For sending push notifications
• Platform - iOS, Android, or Web
• Device name - To help you identify your devices

Account Lifecycle Data

• Account deletion reason - Optional reason provided when closing your account
• Deletion timestamp - When your account was closed
• Reactivation events - Records of account reactivation

Payment Information

Paddle.com Market Limited (or the equivalent Paddle contracting entity for your country — see our Refund Policy) acts as the authorised reseller and Merchant of Record ("Paddle") for all VoxiNow purchases. Paddle is the seller of record and the controller of your billing and tax data — they handle payment processing, invoicing, VAT/GST/sales-tax collection and remittance, refunds, and chargebacks. We do not store your full payment card details. From Paddle we receive:

• Subscription status and dates
• Customer IDs from payment providers
• Transaction history for support purposes

How We Use Your Information

We use the information we collect to:

• Verify age requirements - Calculate your age from your date of birth to ensure you meet the minimum age requirement of 18 years
• Provide our Service - Match you with language partners, facilitate calls, and deliver feedback
• Improve matching - Use your language preferences and proficiency to find suitable partners
• Power the user catalog - Use your profile (username, avatar, languages, accents, proficiency) and recent activity timestamp to list you in the user catalog and order results so that recently-active users appear first
• Send notifications - Alert you about new feedback, messages, and call opportunities
• Process payments - Manage VIP subscriptions and verify membership status
• Provide conversation prompts - Suggest discussion topics based on your language pair and conversation history
• Enforce call behavior standards - Monitor call conduct and apply penalties for repeated selfish behavior (e.g., early disconnects)
• Display advertisements - Show Google AdMob ads to non-VIP users in the mobile app and Google AdSense ads to non-VIP users on the web
• Ensure safety - Moderate content and respond to reports of inappropriate behavior
• Provide support - Respond to your questions and troubleshoot issues
• Improve our Service - Analyze usage patterns to enhance features
• Optimize call quality - Use IP-based geolocation (MaxMind) to select optimal TURN servers for audio calls
• Track errors - Use GlitchTip (a self-hosted, Sentry-compatible error tracker) for service reliability and crash reporting

Data Sharing

We share your information only in the following circumstances:

With Other Users

The following profile fields are visible to other users via the user catalog and during calls:

• Username and avatar
• Native language and accent
• Target language and accent
• Target proficiency level (A1–C2) and learning level
• Optional additional fluent language and its proficiency
• A coarse activity bucket ("Active today", "Active this week", or "Active this month") derived from your last-active timestamp; no label is shown if you have not been active in the past 30 days

Your exact activity timestamp is never displayed to other users — only the coarse bucket above. Your recordings marked as public are accessible to other users, and feedback you provide is visible to the recording owner.

Independent Controllers

The following parties act as independent data controllers — they decide on their own purposes and means of processing the data we share with them. Our relationship with each is a Controller-to-Controller arrangement rather than a Processor agreement under GDPR Article 28.

• Paddle.com Market Limited (or the equivalent Paddle contracting entity for your country — see our Refund Policy) — authorised reseller and Merchant of Record for VIP subscriptions on web and mobile. We share with Paddle the buyer information necessary to complete a transaction (typically email address and chosen subscription). Paddle's lawful basis for processing buyer data is legitimate interest in product fulfilment, order processing, fraud prevention, and product support; Paddle separately collects explicit consent for any marketing use. Paddle uses its own payment-service providers and fraud-monitoring platforms to complete transactions — because Paddle acts as an independent controller, the list of those sub-processors is governed by Paddle's own Privacy Policy rather than by ours.
• Google (Sign-In) — identity provider when you choose to sign in with Google. Google receives the fact that you authenticated to VoxiNow; we receive your Google account email, name, profile photo, and Google user ID. See Google's privacy policy.
• Apple (Sign in with Apple) — identity provider when you choose to sign in with Apple. Apple receives the fact that you authenticated to VoxiNow; we receive your Apple-relayed email (real or private-relay), name, and Apple user identifier. See Apple's privacy policy.

Processors and Infrastructure Providers

Our mobile and web apps integrate the following third-party SDKs and services as processors acting on our instructions. Each is listed with the purpose, the categories of data it touches, and a link to the provider's own privacy policy.

You may also request deletion of your account at any time at voxinow.com/delete-account.

Legal Requirements

We may disclose information if required by law or in response to valid legal requests.

Data Retention

We retain your data according to the following policies:

Advertising and Cookies

Non-VIP users may see advertisements served by Google AdMob in our mobile app and Google AdSense on the web. Google may use cookies (web) or the device advertising identifier (mobile) and ad-personalization signals to personalize ads. You can manage your ad personalization preferences through Google Ad Settings, or by resetting/limiting your advertising ID in your device's privacy settings.

VIP members are not shown advertisements.

For more details on how we use cookies, please see our Cookie Policy.

Your Rights

You have the following rights regarding your data:

• Access - Request a copy of your personal data, including your date of birth
• Correction - Update incorrect or incomplete information (note: date of birth requires contacting support)
• Deletion - Request deletion of your account and all associated data, including date of birth
• Export - Request a portable copy of your data in a structured format
• Restriction - Limit how we process your data
• Objection - Object to certain processing activities

To exercise these rights, contact us at privacy@voxinow.com.

Special Note: While you can view your date of birth and calculated age in your account settings, you cannot self-edit your date of birth after registration to maintain the integrity of age verification. If you believe your date of birth was entered incorrectly, please contact our support team with appropriate verification.

Data Security

We implement appropriate security measures to protect your information:

• Encryption - All data transmitted is encrypted using TLS/SSL
• Password security - Passwords are hashed using bcrypt
• Access controls - Fine-grained permission system for data access
• Secure authentication - JWT-based authentication with secure token handling
• Host-level audit logging - System-call auditing (Linux auditd) on our servers to detect privileged access and configuration changes. Audit logs are infrastructure-level and do not contain Service content or message payloads.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We use Cloudflare R2 cloud infrastructure and third-party services that may store data in various locations. We ensure appropriate safeguards are in place for such transfers.

Age Requirement and Children's Privacy

Our Service is restricted to users who are 18 years of age or older. During registration, we require and verify your date of birth to ensure compliance with this age requirement. We do not knowingly collect personal information from individuals under 18 years of age.

If you are a parent or guardian and believe your child under 18 has provided us with personal information, please contact us immediately at privacy@voxinow.com, and we will take steps to delete such information from our systems.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For significant changes, we may also send you an email notification.

Governing Law

This Privacy Policy is governed by the laws of the State of Wyoming, USA, where VoxiNow LLC, a Wyoming limited liability company, is registered. Where you reside in a jurisdiction with stronger statutory privacy protections (e.g., the EU/EEA under the GDPR, the United Kingdom under the UK GDPR, Brazil under the LGPD, California under the CCPA/CPRA), those local protections apply to your data and prevail over any conflicting term in this policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Legal Entity