1. Scope and data controller
This policy explains how HW Core Enterprise (“we”, “us” or “our”) processes personal data when providing VoiceNota, its related website and customer support. We process personal data only for stated, reasonable purposes connected with the service.
2. Information we may collect
- Account information: email address, account identifier and sign-in status.
- User content: audio you choose to record, transcripts, categories, reminders and other records.
- Service information: plan status, voice usage count, device and basic diagnostic information, and security logs needed to prevent abuse.
- Transaction information: subscription status, amount, transaction identifier and necessary billing records. Full payment card details are processed by our payment provider and are not stored by us.
- Support information: information you choose to provide when contacting support.
3. Purposes and legal grounds
We use information to provide transcription, categorisation, reminders, accounts and subscriptions; process payments and support requests; protect the service; comply with law; handle disputes; and improve reliability. Depending on the circumstances, processing is based on performing the service, your consent, legitimate business needs or legal obligations.
4. Audio and local records
When you actively start transcription, audio is sent over an encrypted connection to a transcription provider for processing. VoiceNota currently does not permanently store audio as content in Supabase. Transcribed records are primarily stored locally on your phone. Third-party processors may process limited data under their service configuration, legal duties and data policies. Do not record or submit content you are not authorised to provide.
5. Service providers and international processing
- OpenAI: audio transcription processing.
- Supabase: account authentication and subscription status.
- Creem: payment, billing, subscription, refund and dispute processing.
- Website hosting providers: website delivery and necessary security logs.
These providers may process information outside Malaysia. Where reasonably practicable, we select providers with appropriate safeguards, but their services remain subject to their own terms and privacy policies.
6. Sharing and disclosure
We do not sell personal data. We disclose information only to processors needed to provide the service, professional advisers, authorised public bodies, or where reasonably necessary to protect the rights, safety and property of users, us or the public. We do not permit processors to use the information for unrelated independent marketing.
7. Retention, deletion and backups
We retain information only for as long as needed to provide the service, meet tax and accounting duties, prevent fraud, resolve disputes or comply with law. We then delete or anonymise it. Deleting the app, clearing a device or changing phones may permanently remove local records that have not been exported. Users are responsible for backing up important records.
8. Security measures and limitations
We use access controls, encrypted transmission, permission restrictions and supplier management measures proportionate to our business and the risks involved. No network, device or storage system can be guaranteed completely secure. Risks arising from user devices, passwords, third-party systems, unforeseeable attacks or events outside our reasonable control remain subject to applicable law and the actual allocation of responsibility.
9. Your choices and rights
Subject to applicable law, you may request access to, correction, export or deletion of personal data we hold, withdraw consent or object to certain processing. Withdrawal does not affect earlier lawful processing and may prevent some features from continuing. We may verify your identity and retain records that must be kept by law.
10. Your responsibility when providing another person's data
If audio or records contain information about customers, employees, family members or other people, you must first obtain any required consent or other lawful basis and comply with recording, privacy, confidentiality and employment laws. VoiceNota must not be used for covert surveillance, unlawful recording or unauthorised processing.
11. Children's information
VoiceNota is not directed to children under 13. Minors should use the service only with the consent and supervision of a parent or legal guardian. If we confirm that children's information was collected without appropriate authority, we will take reasonable steps to delete it.
12. Changes to this policy
We may update this policy when our product, providers or legal requirements change. Material changes will be reasonably notified through the website, app or account email, and the effective date on this page will be updated.
13. Contact and complaints
For privacy, data export or deletion requests, contact haowei8899@gmail.com
Phone: +60 16-285 8018
HW Core Enterprise · Skudai, Johor, Malaysia
Your use of the service is also governed by our Terms of Service.