Voxel Prep Privacy Policy
1. About this policy
1.1 This Privacy Policy explains how Voxel Prep, based in Ontario, Canada ("Voxel Prep", "we", "us") collects, uses, discloses and protects your personal information when you use our website and application (the "Service"). It applies together with our Terms and Conditions.
1.2 We handle personal information in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, for residents of Quebec, Quebec's Act respecting the protection of personal information in the private sector. Our Privacy Officer is responsible for our compliance and can be reached at prepvoxel@gmail.com.
2. What we collect
2.1 Account information: your email address and a password (stored in scrambled form), or the identifier and basic profile details (such as your name) from the sign-in provider you choose, such as Google.
2.2 Your practice content: the audio or video recordings you make, the transcripts of them (both the automatic version and any edits you make), the scores, feedback and model rewrites we generate, and your history (questions answered, dates, progress).
2.3 Purchase information: what you bought, when, the amount and the payment status. Card payments are handled by our payment processor; we do not receive or store your full card number.
2.4 Usage and device information: your IP address, browser and device type, the pages and features you use, timestamps, error logs, and cookies or similar technologies (see section 11). We may infer your province from your IP address for tax and eligibility purposes.
2.5 Communications: messages you send to support, feedback you give, and your email preferences.
2.6 Question of the Day: You need a free account to use the Question of the Day, so sections 2.1 to 2.5 apply.
2.7 Your recordings may contain personal stories, including about health or family. These can be sensitive, so we handle them only with your express consent (section 4). You decide what you say. Please do not include real patient information or identifying details about other people. We do not use voiceprints or facial recognition to identify you.
3. How we use it
3.1 We use your information to: create and secure your account; transcribe your recordings and generate your score and feedback; show your history and progress; process payments and keep required financial records; respond to support requests; keep the Service secure and prevent abuse; maintain and improve the Service using aggregated or de-identified information; comply with the law; and, only if you have agreed, send you marketing emails.
3.2 We do not sell your personal information. We do not share your recordings, transcripts or scores with medical schools, admissions bodies or other applicants. We do not use your information for advertising profiling, and we use no technology to track, locate or profile you, other than inferring your province as described in section 2.4 and the aggregated traffic analytics described in section 11.
3.3 We will not use your recordings or transcripts to train or improve artificial-intelligence models unless you give us separate, explicit opt-in consent, which you can withdraw at any time.
4. Your consent
4.1 We ask for your consent separately for each purpose, in plain terms. When you create an account, you give a consent that is separate from your agreement to the Terms, by ticking its own box, to the collection, use and disclosure described here. Before your first recording we ask for your separate, express consent to record it and process it with our service providers (section 5), including outside Canada. The optional consent to improve our AI models and the consent to marketing emails are each asked separately, and declining either does not affect your access. You can withdraw consent at any time by contacting us or deleting your content; withdrawing may mean parts of the Service no longer work.
5. Service providers and AI processing
5.1 We use trusted providers to run the Service. They may handle your information only to provide services to us, and we use contracts and other means to require a comparable level of protection.
5.2 We use the account settings and contract terms available to us so that our AI and transcription providers do not use your content to train their own models, and we require them to use it only to provide services to us.
5.3 Scores and feedback are produced by automated systems for educational purposes. We do not use them to make decisions with legal or similarly significant effects on you. If that ever changed, we would tell you no later than when the decision is communicated to you, and you could ask what information was used, have it corrected and give your comments to a person able to review the decision.
6. Where your information is processed
6.1 Some of our providers store or process information outside Canada, including in the United States. Your information may therefore be accessible to courts, law enforcement and national security authorities in those countries under their laws. For residents of Quebec, before we send personal information outside Quebec we assess the privacy risks, including the legal framework of the place it goes to, and sign a written agreement with the provider that provides adequate protection.
7. When we share information
7.1 We share personal information only: with the service providers in section 5; when required by law, a court order or a lawful request; to protect our rights, users or the security of the Service; in connection with a sale, merger or reorganization of our business, with protections for your information carried over; or with your consent.
8. How long we keep it
8.1 We keep personal information only as long as we need it for the purposes in this policy, as follows:
| Information | How long we keep it |
|---|---|
| Account information | While your account is open, then deleted within 30 days of closure, except as stated below |
| Recordings | Deleted within 24 hours after your answer is scored, or sooner if you delete the attempt or your account |
| Transcripts and scores | Kept until you delete them or close your account |
| Backups | Overwritten within 35 days of deletion |
| Purchase and payment records | 6 years, to meet tax and accounting record-keeping rules |
| Support messages | 2 years |
| Security and error logs | 90 days |
| Records of security breaches | At least 5 years |
| Records of your acceptance of our Terms and of your consents | 6 years after your account is closed, so we can prove what you agreed to |
8.2 Deleting an attempt removes its recording, transcript and score together. You can delete an attempt or your whole account in your account settings or by emailing us.
9. How we protect it
9.1 We protect your information with encryption in transit and at rest, access controls that limit who can see it, short-lived links for recordings, and monitoring for misuse. No system is perfectly secure.
9.2 If a breach of our security safeguards creates a real risk of significant harm to you (or, in Quebec, a risk of serious injury), we will notify you and the Office of the Privacy Commissioner of Canada, and in Quebec the Commission d'accès à l'information, as soon as feasible, and we keep a record of every incident for at least 5 years.
10. Your rights
10.1 You may ask us for access to the personal information we hold about you, ask us to correct it, ask us to delete it, withdraw your consent, ask us to give you your information in a structured, commonly used format (portability), or ask how we handle your information. Email prepvoxel@gmail.com.
10.2 We will respond as quickly as possible and no later than 30 days after receiving your request. We may extend that by up to 30 days if allowed by law, and we will tell you within the first 30 days. For residents of Quebec, we respond within 30 days without extension. Access is free or at minimal cost, and we will tell you any cost in advance. We may ask you to verify your identity.
10.3 If we refuse a request we will explain why in writing. If you are not satisfied with our answer or how we handle your information, please contact our Privacy Officer first. You can also complain to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca. If you live in Quebec, you may also ask the Commission d'accès à l'information du Québec (www.cai.gouv.qc.ca) to review the disagreement within 30 days after our response or after the 30-day period ends.
10.4 For any complaint about how we handle your information, write to prepvoxel@gmail.com. We acknowledge it and reply in writing.
11. Cookies and analytics
11.1 We use essential cookies to keep you signed in and secure the Service. We also use privacy-friendly analytics that do not use cookies and do not track you across other websites; they collect only aggregated, non-identifying information such as which pages are viewed, general traffic trends, your approximate geographic region (country or city level, inferred from your IP address) and browser or device type, and this information cannot be used to identify you personally. We do not use advertising or cross-site tracking cookies. You can also control cookies in your browser settings.
12. Marketing emails
12.1 We send marketing emails only with your consent, and every one has an unsubscribe link. We will still send essential messages, such as receipts, security alerts and changes to our terms.
13. Children
13.1 The Service is for people 18 or older. We do not knowingly collect information from anyone under 18 and will delete it if we learn we have.
14. Quebec residents
14.1 If you live in Quebec, our French Privacy Policy is presented to you first. Your rights under Quebec's Act respecting the protection of personal information in the private sector are described there and apply in addition to those in this policy. Our person in charge of the protection of personal information is our Privacy Officer, at prepvoxel@gmail.com.
14.2 Our governance rules for personal information (retention and destruction, roles, and complaint handling) are summarized in sections 8, 9 and 10, and we will give you more detail on request.
15. Changes to this policy
15.1 We may update this policy. For material changes we will email you or post a notice in the Service before they take effect, and show the date and version at the top. If a change needs your consent, we will ask for it.
16. Contact
Privacy Officer, Voxel Prep, Ontario, Canada. Email: prepvoxel@gmail.com.