Privacy Policy

Introduction

VoxiNow LLC ("VoxiNow", "we", "our", or "us") provides a platform where independent language tutors and their students run lessons, homework and practice, through our website, web app, mobile applications and related services (the "Service"). This Privacy Policy explains what personal data we collect, how we use and share it, and your rights.

For the rules that govern behavior on the platform, see ourCommunity Guidelines and Terms of Service.

Who Is Responsible for Your Data

VoxiNow is the controller of the personal data described in this policy: we decide how the Service processes it, and students and tutors each have their own account with us.

Your tutor is also a controller, independently of us, for the data about you that they see in their classroom (listed under With Your Tutor or Your Students below) and for anything they copy or keep outside VoxiNow. Our Terms of Service require tutors to use this data only to teach you and to comply with data-protection law. Questions about how your tutor uses your data outside VoxiNow should go to your tutor; you can always contact us as well, and we will pass on requests that concern them.

Information We Collect

Account Information

• Name and email address - To identify you to your tutor or students, sign you in and contact you
• Password - Stored securely using bcrypt hashing
• Date of birth - Required at email sign-up to confirm you are 18 or older
• Google ID / Apple ID - If you sign in with Google or Apple
• App language and time zone - Detected from your device or chosen in Settings, so we can show the app and lesson times correctly
• Role - Whether your account is a tutor or a student account
• Avatar - The generated VoxiNow avatar shown next to your name
• Activity timestamp - The time of your most recent use of the Service, updated at most once per hour

Classrooms and Invites

• Classroom - The classroom name, the language taught, and the tutor's plan and Lesson Notes settings
• Membership - Which students belong to which classroom, when they joined or were removed, and each student's Lesson Notes consent choice and when it was made
• Invites - An optional label and, if the tutor enters it, the student's email address, to which we send one invite email. We store only a hashed version of the invite link.

Homework, Feedback and Decks

• Assignments - The title, prompt (text and optional image) and due date set by the tutor
• Homework recordings - The audio a student records as an answer, with its duration and status
• Feedback - The tutor's written comments and voice notes, optionally pinned to a moment in the recording
• Decks and progress - Flashcards the tutor creates and shares, and each student's review history (which cards were studied, when, and how well), which the tutor sees as progress

Lessons

• Calls - Lesson audio and video travel directly between the tutor's and the student's devices (peer-to-peer) and are not recorded or stored by VoxiNow, except for Lesson Notes below. To connect the call, both devices exchange their IP addresses with each other and with a STUN server operated by Google.
• Call metadata - When a lesson started and ended, who took part, and the classroom link used

Lesson Notes

A tutor can turn on Lesson Notes for lessons with their students. After a lesson, VoxiNow drafts notes (a summary, new words and up to five corrections) that the tutor checks before sharing them with the student. For this feature:

• Lesson recording - While Lesson Notes are on, the tutor's browser records the tutor's voice and, only if the student agreed, the student's voice, and uploads it to our cloud storage (Cloudflare R2) during the lesson. Video is never recorded.
• Transcription and drafting - After the lesson, the recording is transcribed by AssemblyAI (processed in the European Union, not used to train its models; we delete the transcript from AssemblyAI as soon as we have read it), and the transcript is sent to OpenAI to draft the notes. We do not store the transcript.
• Deletion of the recording - The recording is deleted as soon as the draft is made, and in any case within 24 hours of the lesson.
• Correction clips - For each correction in the notes, we keep a clip of about 10 seconds of the student's own voice saying it, so the student can hear what they said. Clips are kept with the notes and deleted when the tutor removes the correction or when the notes are deleted.
• Notes - The tutor sees the draft; the student sees the notes only after the tutor shares them, and only while they are the tutor's student. Notes, including shared notes, and their clips are deleted 90 days after the lesson.
• Practice from notes - The tutor can turn words and corrections from a note into flashcards, or ask for a homework draft based on the note, which sends the edited note text to OpenAI.

Consent. Students are asked once per tutor whether their voice may be used for Lesson Notes, and can change their answer at any time on their home screen. If a student declines, only the tutor's voice is recorded and the notes contain no corrections. A visible indicator is shown to the student while Lesson Notes are on. We process lesson recordings of the student's voice on the basis of the student's consent, and of the tutor's voice to provide the service the tutor uses.

Scheduled Lessons

• Lesson times - The date, local time and time zone a lesson was scheduled in, its duration, whether it repeats weekly, an optional note from the tutor, and whether it was changed or cancelled
• Reminders - When each reminder was sent
• Calendar link - A secret token that lets your calendar app read your lessons. Anyone with the link can see your lesson times and the names of the people in them; you can reset it in Settings.

Messages and Notifications

• Messages - Text messages between a tutor and their students, and when they were read
• Notifications - The in-app notifications we show you (for example new homework, feedback, shared notes, lesson changes and reminders)
• Email preferences - Whether you want lesson reminder emails

Device Information

• Device tokens - For sending push notifications
• Platform - iOS, Android, or Web
• Microphone and camera access - Used only during lessons and when you record homework or feedback. You can revoke either permission in your device or browser settings at any time.
• Error reports - Technical details when the app crashes or an error occurs

Payment Information (Tutors)

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 tutor plans. Paddle is the seller of record and the controller of your billing and tax data — it handles payment processing, invoicing, sales-tax collection and remittance, refunds, and chargebacks. We do not store your payment card details. From Paddle we receive your plan, subscription status and dates, and customer and subscription IDs. Students never pay VoxiNow; payments between tutors and students happen outside the Service.

How We Use Your Information

We use the information we collect to:

• Provide the Service - Run classrooms, invites, lessons, homework, decks, Lesson Notes, scheduling and messages (performance of our contract with you)
• Verify age - Confirm from your date of birth that you are 18 or older (legal obligation and legitimate interest)
• Send notifications - Tell you about homework, feedback, messages, shared notes, and lesson changes and reminders (contract; email reminders only if you keep them on)
• Manage tutor plans - Apply each classroom's plan and limits and keep billing in sync with Paddle (contract)
• Keep the Service safe - Respond to reports, prevent abuse, and secure accounts (legitimate interest)
• Provide support - Respond to your questions and troubleshoot issues (contract and legitimate interest)
• Improve the Service - Understand how features are used, from aggregate usage data (legitimate interest)
• Track errors - Use GlitchTip (a self-hosted, Sentry-compatible error tracker) for reliability (legitimate interest)

We do not sell your personal data, show ads in the Service, or use your recordings, notes or messages to train AI models.

Data Sharing

We share your information only in the following circumstances:

With Your Tutor or Your Students

If you are a student, your tutor sees, for as long as you are in their classroom:

• Your name, avatar and email address, and when you joined
• Your homework recordings and the feedback on them
• Your progress on the decks they share with you
• Your scheduled lessons, your Lesson Notes, and whether you allowed Lesson Notes to include your voice
• The messages you send them

If you are a tutor, your students see your name and avatar, your classroom name, and what you assign, share, schedule or send them.

Nobody else using VoxiNow can see your data: there is no public profile or user directory.

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.

• Your tutor — for the data described in With Your Tutor or Your Students above (see Who Is Responsible for Your Data).
• Paddle.com Market Limited (or the equivalent Paddle contracting entity for your country — see our Refund Policy) — authorised reseller and Merchant of Record for tutor plans. We share with Paddle the information needed to complete a purchase (your email address, account ID, classroom ID and chosen plan). 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's own sub-processors are governed by Paddle's Privacy Policy.
• 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 link, 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

The following providers process data on our behalf and on our instructions. Each is listed with the purpose, the data it touches, and a link to its own privacy policy.

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:

Cookies

The Service uses only the browser storage it needs to work (for example to keep you signed in) and shows no ads. See our Cookie Policy.

Your Rights

Depending on where you live, you have the following rights regarding your data:

• Access - Request a copy of your personal data
• Correction - Update incorrect or incomplete information (date of birth requires contacting support)
• Deletion - Request deletion of your account and its data
• Export - Request a portable copy of your data in a structured format
• Restriction and objection - Limit or object to certain processing
• Withdraw consent - For example, stop Lesson Notes from including your voice, at any time; this does not affect processing before you withdrew
• Complaint - Lodge a complaint with your local data-protection authority

To exercise these rights, contact us at privacy@voxinow.com. For copies of your data that your tutor keeps outside VoxiNow, contact your tutor as well.

Data Security

We implement appropriate security measures to protect your information:

• Encryption - All data transmitted is encrypted using TLS
• Password security - Passwords are hashed using bcrypt
• Access controls - Recordings, feedback and notes are visible only to the student and their tutor, and only while the student is in the classroom
• Private storage - Audio files are stored privately and served through short-lived links
• Host-level audit logging - System-call auditing (Linux auditd) on our servers to detect privileged access and configuration changes. Audit logs do not contain Service content.

International Data Transfers

Our servers and database are in the European Union. Some providers listed above are based in, or process data in, other countries.

Lesson recordings are transcribed by AssemblyAI on servers in the European Union. AssemblyAI, Inc. is a United States company; any access to personal data from outside the EEA is covered by the EU Standard Contractual Clauses (and, for the UK, the UK Addendum or the EU-U.S. Data Privacy Framework where applicable) incorporated in AssemblyAI's Data Processing Addendum.

OpenAI processes lesson transcripts and note text in the United States. Where applicable, this transfer is covered by the EU Standard Contractual Clauses (and, for the UK, the UK Addendum) or the EU-U.S. Data Privacy Framework, as incorporated in OpenAI's data processing terms. Firebase Cloud Messaging and Google STUN are provided by Google under the same mechanisms.

Age Requirement and Children's Privacy

The Service is only for people aged 18 or older, both tutors and students. We do not knowingly collect personal information from anyone under 18.

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 delete it.

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 will also notify you by email or in the app.

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