Voibe Privacy Policy
Essence AI Ltd is registered in England and Wales (Company No. 16349308) and trades as Voibe. In this Privacy Policy, "we", "us", and "our" refer to Essence AI Ltd. We are registered with the Information Commissioner's Office (ICO registration no. ZB977990).
Last updated: August 2026. This Privacy Policy explains what personal data we collect, why we collect it, and your rights in relation to it. It applies to your use of the Voibe desktop application (macOS and Windows), our website at https://www.getvoibe.com, and the Voibe Transcription API and developer portal at https://platform.getvoibe.com.
For details on how we protect that data — including access controls, encryption, and secure development practices — see our Security page.
1. What We Collect and Why
We collect only what is necessary to operate the Service.
Email address
Collected when you create an account. Used to manage your account, authenticate you, and send
you transactional communications (such as login codes and payment receipts). Legal basis: performance
of a contract with you.
Usage and analytics data
We collect data about how the Service is used - such as feature usage patterns and general performance
metrics. This data is not used to identify you. Legal basis: our legitimate interests in understanding
and improving the Service.
Error and crash reports
If the application encounters an error, we may collect technical diagnostic data to identify
and fix the issue. This data is processed by a third-party error tracking service and does not
include your dictated content. Legal basis: our legitimate interests in maintaining a stable
and functioning service.
Marketing communications
If you have opted in to receive product news and updates from us, we will use your email address
for that purpose. Legal basis: your consent, which you may withdraw at any time by contacting
us at hi@getvoibe.com.
2. What We Do Not Collect
This section describes the Voibe desktop application. The Transcription API works differently, because audio is sent to us by design. See section 2a below.
In On-Device Mode, the Voibe application processes your voice entirely on your device. No audio is transmitted to our servers at any point. Your dictated content never leaves your Mac and we have no access to it. In zero-retention cloud mode (used on Windows, on Intel Macs, and by choice on Apple Silicon Macs), your audio is sent over an encrypted connection to our zero-retention speech providers, transcribed by open-source models, and deleted the moment transcription completes. The resulting text is returned to your device; it is never stored and never used to train AI models. See our Cloud AI privacy page for a full account of how cloud mode works.
Live Dictation AI Formatting is an optional feature that is off by default. When you turn it on, your transcribed text only (never your audio) is sent to our processor Cerebras to clean up formatting. That text is not retained by Cerebras and is not used to train any AI model.
2a. The Transcription API
The Transcription API is a developer service, and it works differently from the desktop application. When you call the API you deliberately send us audio to be transcribed, so the statements above about audio never leaving your device do not apply to it.
Audio. Audio you upload is stored only for as long as it takes to produce the transcript, and is deleted once transcription completes. It is not archived, not reviewed by us, and never used to train models.
Transcripts and summaries. The transcript, speaker labels, timestamps and summary are stored against your account for 24 hours after the job completes, so that you can retrieve the result without re-sending the audio. They are readable only by your API key and are deleted automatically after those 24 hours. If you need a result removed sooner, contact us at hi@getvoibe.com.
Whose data it is. Audio you submit often contains the voice and personal data of other people, such as the other participants in a meeting or call. Where that is the case you are the controller of that data and we act as your processor, handling it only on your instructions in order to return the transcript to you. You are responsible for having a lawful basis to send it, including any notice or consent required in your jurisdiction before recording someone. If you require a data processing agreement, contact us.
Account and usage data. We record the metadata needed to run the service and bill it correctly: your API keys, the duration of each job, its status, and timestamps. We do not sell this data.
3. Cookies and Tracking
Our website uses cookies and similar tracking technologies for analytics purposes. You may control cookie preferences through your browser settings. The application itself does not use cookies; it stores your preferences and settings locally on your device.
4. Data Sharing
We do not sell your personal data. We share data only with the following categories of service providers, who process it on our behalf and are contractually bound to protect it. For the full list of subprocessors and our technical controls, see our Security page.
- Payment processing: handled by LemonSqueezy (Lemon Squeezy LLC). We do not receive or store your payment card details.
- Email delivery: your email address is shared with our email service provider solely for the purpose of delivering transactional and, where consented, marketing communications.
- Analytics: usage data is shared with analytics service providers. This data cannot be used to identify you.
- Error tracking: technical diagnostic data is shared with our error tracking provider for the purpose of identifying and resolving application issues.
- Cloud transcription: in zero-retention cloud mode, your audio is processed by our zero-retention speech providers to produce your transcript and deleted the moment transcription completes. The text is never stored and never used to train AI models. Details on our Cloud AI privacy page.
- AI text formatting: only when you enable Live Dictation AI Formatting, your transcribed text is shared with Cerebras to clean up formatting. It is not retained or used to train any AI model.
- Transcription API processing: audio you send to the Transcription API is processed by our speech-to-text and speaker-separation providers, and the transcript text by our summary provider, solely to produce your result. The providers are named on our Security page.
5. International Data Transfers
Some of our service providers are based outside the United Kingdom, including in the United States. Where personal data is transferred to countries not subject to a UK adequacy decision, we ensure appropriate safeguards are in place in accordance with UK GDPR - typically standard contractual clauses or the provider's certification under an applicable data transfer framework.
6. Data Retention
We retain your personal data for as long as your account is active. If you request deletion of your account, we will delete your personal data within a reasonable period, except where we are required to retain it for longer by law (for example, for tax or financial record-keeping purposes, typically six years).
For the Transcription API, audio is deleted as soon as the transcript has been produced. Transcripts, speaker labels, timestamps and summaries are retained for 24 hours after the job completes and are then deleted automatically. The job's billing record (title, duration, status and charge) is retained for the record-keeping period described above.
7. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data (subject to any legal retention obligations)
- Restrict our processing of your data in certain circumstances
- Object to processing based on legitimate interests
- Data portability in respect of data you have provided to us
- Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing
To exercise any of these rights, contact us at hi@getvoibe.com. We will respond within one month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your personal data lawfully.
8. Children
The Service is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have done so, we will delete it promptly.
9. Changes to This Policy
We may update this policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
10. Contact
If you have any questions about this Privacy Policy or how we handle your data, please contact us at:
Essence AI Ltd, trading as Voibe
Registered in England and Wales, Company No. 16349308
ICO registration no. ZB977990