1. Data Controller

The data controller responsible for your personal data is:

Under the GDPR, you have the right to be informed about the collection and use of your personal data. This includes the identity and contact details of the data controller.

2. Personal Data We Collect and Why

We are committed to data minimization and only collect information that is essential for the functioning of our website.

• Log Data

  Our website is deployed with a hosting provider which may automatically log technical data provided by your web browser for security and performance purposes. This can include your device's IP address, browser type, and the pages you visit. Our provider is GDPR compliant and maintains appropriate data protection measures to ensure your data is protected.

• Essential Cookies

  We use a strictly necessary cookie to provide basic website functionality. This cookie does not require prior consent:

  We do not use cookies for guest users. Your language preference is automatically detected from your browser's Accept-Language header.

• Voice Demo Data

  When you use our interactive voice demo ("Talk To Her" feature), the following data is processed:

  • Voice Audio: Your voice is transmitted in real-time to our AI system hosted on Microsoft Azure (West Europe region). Voice audio is processed in real-time and is not stored.
  • Conversation Transcript: The text transcript of your conversation with the AI is stored for up to 24 months to improve our service and analyze demo interactions. Transcripts are automatically deleted after 24 months.
  • Contact Information: Your name and email address are required before starting the demo and stored with your explicit consent for follow-up purposes. By providing your contact information, you consent to us contacting you solely to understand your interest in Voena (no newsletters or other marketing). Contact information is stored for a maximum of 24 months or until you request deletion.
  • IP Address: Your IP address is collected for rate limiting (maximum 30 demo attempts per hour) to prevent abuse. This data is stored temporarily in server memory and automatically deleted after 1 hour.
  • AI Processing: Your voice is transcribed using Azure Speech Services and processed by Azure OpenAI (GPT-4) to generate responses, which are then converted back to speech. All processing occurs in Azure's West Europe data centers.

  Legal Basis: Your explicit consent by checking the consent checkbox before starting the demo (Art. 6(1)(a) GDPR) covers voice processing and transcript storage. Contact information storage is based on your explicit consent for follow-up contact about your interest in Voena.

  Data Retention: Voice audio is processed in real-time and is not stored. Conversation transcripts are stored for 24 months, then automatically deleted. IP addresses for rate limiting are automatically deleted after 1 hour. Contact information is retained for up to 24 months or until you request deletion.

  Third-Party Processors: Microsoft Azure (West Europe, EU) for voice processing and storage, Notion Labs Inc. (USA - with Standard Contractual Clauses) for internal notes and CRM related to demo follow-ups. All processors are GDPR-compliant with appropriate Data Processing Agreements in place.

  Your Rights: You may request deletion of your contact information and, where technically feasible, associated conversation transcripts, or opt out of any follow-up communications at any time by emailing privacy@voena.ai.

3. Legal Basis for Processing

We process your data based on the following legal grounds under the GDPR:

• Consent

  We process your voice demo transcripts and any contact information you provide based on your explicit consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.

• Legitimate Interest

  We process technical log data based on our legitimate interest in maintaining the security and performance of our website (Art. 6(1)(f) GDPR).

• Functionality

  Language preference is detected from your browser's Accept-Language header. No cookies are used for language selection for guest users.

4. Data Retention

We store your personal data only for as long as necessary for the purposes described in this Privacy Statement, and then delete or anonymize it. Data retention periods are as follows:

• Language Preference - Detected from browser Accept-Language header, no cookies stored
• Voice Demo Audio - Processed in real-time, not stored
• Voice Demo Transcripts - 24 months, then automatically deleted
• Demo Contact Information - Up to 24 months, or until deletion requested
• Rate Limiting Data (IP addresses) - 1 hour, then automatically deleted

Technical log data collected by our hosting provider is subject to their data retention policies (typically 30 days for server logs).

5. Your Data Protection Rights

As a user in the European Union, you have the following rights under the GDPR:

• The right to be informed about our data processing activities.
• The right to access the personal data we hold about you.
• The right to rectify any inaccurate personal data.
• The right to have your personal data erased.
• The right to restrict the processing of your personal data.
• The right to data portability.
• The right to object to the processing of your personal data.
• Rights related to automated decision-making and profiling.

To exercise any of these rights, please contact us at privacy@voena.ai.

You also have the right to lodge a complaint with your local data protection authority. If you are based in the EU, you can contact the authority in your country of residence or where you believe a violation has occurred.

6. Data Transfers

Our website is hosted with a provider which may transfer data internationally. Our provider maintains appropriate data protection measures to ensure that adequate safeguards are in place for such transfers. It's important to note that for security purposes like DDoS prevention, some data like IP addresses may be processed in our provider's distributed data centers.

7. Cookie Notice & Error Monitoring

We do not use advertising or tracking cookies. We use only strictly necessary technical tools that do not require consent under GDPR:

• Language Detection

  Your language preference is automatically detected from your browser's Accept-Language header. No cookies are stored for this purpose.

• Error Monitoring (Sentry)

  We use Sentry (Functional Software, Inc., hosted on EU servers) for essential error monitoring to maintain the security and reliability of our website. Sentry captures technical error data such as stack traces, browser type, and page URLs when errors occur. It does not collect IP addresses, cookies, or personally identifiable information from public visitors. This processing is based on our legitimate interest in maintaining a functioning and secure website (Art. 6(1)(f) GDPR) and does not require prior consent.

8. Changes to This Statement

We may update this Privacy Statement periodically. The "Last Updated" date at the top of this page will indicate the latest revision.

9. Contact Us

For any questions or concerns regarding your data and this Privacy Statement, please contact us at privacy@voena.ai.