We collect and process your personal data only when necessary to provide our service, execute our contract, comply with our legal obligations (e.g., invoicing), or with your explicit consent. In this case, we may use your data to track your activity on our applications or produce statistical reports, for the purpose of improving our services and developing new ones.
We are committed to conducting our activities in accordance with these principles to ensure that the confidentiality of personal information is protected and maintained.
We use trusted service providers (Amazon Web Services for hosting, Google Cloud for LLM services) that have data centers in the European Union and are committed to processing data in accordance with the risk management strategy dictated by the General Data Protection Regulation (GDPR).
Any account creation or use by a person under fifteen (15) years of age must be carried out with the authorization and under the responsibility of a parent or legal guardian.
Due to the sensitive nature of recordings and transcripts, we take privacy protection extremely seriously, and it is one of our top priorities for all our clients.
All transcription files (recordings and transcripts) are encrypted using an encryption key unique to each account.
If the client wishes, they may choose to store their encryption key on Vook.ai’s servers when creating their account. In this case, it is stored strictly confidentially and is never used to access the client’s files without their explicit consent.
The client may also choose to keep their key (passphrase) themselves. In this case, Vook.ai has no access to it and cannot view or decrypt the data under any circumstances.
The client may decide to send their transcript to Vook’s customer support in order to receive feedback on service quality. In this case, a decrypted version of the transcript will be sent to customer support solely for the purpose of improving the service.
The customer may decide to request a summary or analysis of the transcript via our AI assistant. In this case, a decrypted version of the selected text is sent to Google Gemini's professional API (hosted in the EU). This processing is temporary: the data is never used to train third-party AI models and is deleted immediately after the result is generated.
Vook ensures that all customer account data (email address, billing address, etc.) remains private and confidential. Access is strictly limited to our employees and contractors on a need-to-know basis. All employees and contractors must sign a non-disclosure agreement before being authorized to access any data.
Your personal data and transcription files are retained only for the time necessary to provide the service and to meet legal obligations.
Encrypted audio files are kept for seven (7) days. After this period, the data is securely deleted. Personal data and transcripts from accounts inactive for more than two (2) years will be permanently and securely deleted.
We use cookies that are necessary for the operation of the site (authentication, security, session maintenance). These cookies are essential and cannot be disabled.
Vook does not sell or rent personal information to third parties. Data sharing is strictly limited to technical providers necessary for the provision of the service (hosting and user-activated AI tools), as detailed in the previous sections.
However, we may disclose personal information when we believe there has been a violation of our terms of service, or when required to comply with the law, protect our rights or those of our users, and safeguard our users from fraudulent, abusive, or illegal use of our site.
We reserve the right to disclose personally identifiable information if required by law and if we believe such disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our website.
In accordance with the GDPR, you may access your data, request its correction or deletion, or exercise your right to data portability.
To exercise these rights, you may view, modify, or delete your personal information from within your account (the “Settings” page for your name, address, language…), or by contacting us at contact@vook.ai.
You may also permanently delete your account and transcripts from the settings page at any time. This action is irreversible and may require the resolution of any outstanding debt, order, or ongoing service. If you receive an unsatisfactory response or no response at all, you may file a complaint with the French Data Protection Authority (CNIL).
Vook will notify its clients by email of any significant changes to this policy. In case of a detected breach of your account or any unauthorized use, please contact us as soon as possible.
For any questions regarding your personal data or to exercise your rights, contact us at contact@vook.ai.