1. Who we are
VoxFlux is operated by Web Video Streaming Ltd, a company registered in England and Wales.
- Company name: Web Video Streaming Ltd
- Company number: 12248792
- VAT number: 430838304
- Registered address: 52 High Street, Pinner, London, HA5 5PW, United Kingdom
- Email: support@voxflux.ai
Web Video Streaming Ltd is the data controller for personal data collected through the VoxFlux website, account registration, billing systems and support services.
Where VoxFlux is used by business customers to process event content or live audio involving third-party individuals, separate data protection responsibilities may apply depending on the specific use case.
2. Personal data we collect
Account and profile data
- Name, email address, username and login details
- Account preferences and authentication information
- Security and access records related to your account
Billing and purchase data
- Billing name, company name and billing address
- VAT or tax details, where provided
- Orders, invoices, credit purchases and payment status
- Transaction records connected to WooCommerce and our payment provider
Platform usage data
- Session IDs and session metadata
- Selected captioning or translation mode
- Source and target language settings
- Usage duration and credit consumption
- Connection, browser and device information
- System logs required for security, diagnostics and service operation
Support and contact data
- Messages submitted through contact forms
- Support emails and correspondence
- Technical information you provide when requesting help
Website and analytics data
- IP address
- Browser and device type
- Pages visited
- Cookie consent choices
- Analytics events, where consent has been given
3. How we use personal data
We use personal data to operate, secure and improve VoxFlux, process purchases, provide support and meet our legal obligations.
| Purpose | Examples | Legal basis |
|---|---|---|
| Providing the VoxFlux service | Creating accounts, enabling live sessions, delivering captions and translation, managing credits | Performance of a contract / legitimate interests |
| Billing and payments | Processing orders, invoices, refunds, tax records and payment confirmation | Performance of a contract / legal obligation |
| Security and fraud prevention | Login protection, abuse prevention, firewall checks, anti-spam and access control | Legitimate interests |
| Support and communication | Responding to enquiries, troubleshooting, account support and service notices | Performance of a contract / legitimate interests |
| Analytics and improvement | Understanding website usage and improving the service, where consent has been given | Consent |
| Compliance and records | Tax, accounting, legal claims, regulatory requests and business records | Legal obligation / legitimate interests |
4. Audio, captions, translation and transcripts
VoxFlux provides browser-based live captions and AI translation for live event workflows. When you start a live session, submitted live audio may be processed in real time to generate transcription, captions and translation output.
VoxFlux processes submitted live audio in real time to provide transcription and translation services. VoxFlux does not retain submitted live audio beyond what is operationally necessary to deliver the service.
VoxFlux may store generated transcript export files, such as TXT or SRT files, where transcript download features are available to account users.
Generated transcript export files may currently be retained without a fixed automatic deletion period and may be removed as part of operational maintenance, account administration or future retention policy updates.
Customers are responsible for ensuring they have any required permissions, notices or lawful basis to capture, submit and process event audio, speaker content, attendee contributions or other personal data through VoxFlux.
VoxFlux uses AI-powered transcription and translation. Outputs may contain inaccuracies, omissions, mistranscriptions or translation errors, and should not be relied upon where exact accuracy is critical.
5. Payments, billing and credits
VoxFlux uses WooCommerce for account purchases, billing records and order management. Payments are processed through our payment provider, currently Revolut payment services via the WooCommerce payment gateway.
We do not intentionally store full payment card details on VoxFlux servers. Payment details are handled by the payment provider and WooCommerce payment flow.
We retain order, invoice, credit purchase and billing information as needed for account administration, tax, accounting, fraud prevention, legal compliance and dispute handling.
7. Service providers
We use third-party service providers to operate VoxFlux. These providers may process personal data where necessary to provide their services to us.
- Deepgram — live speech transcription and related AI processing.
- OpenAI — AI-powered live translation and related language processing.
- Google Cloud — hosting, infrastructure and server operation.
- Cloudflare — security, performance, DNS, firewall and bot protection.
- WordPress and WooCommerce — website, account and order management.
- Revolut payment services — payment processing.
- Google Tag Manager and Google Analytics — analytics and measurement, where consent is given.
- Email and support providers — account messages, support replies and administrative communication.
Some providers may process submitted audio, transcript text, translated text, technical metadata, account identifiers or billing-related information where necessary to deliver the VoxFlux service.
We may also disclose personal data where required by law, to enforce our terms, to protect our rights, to prevent fraud or abuse, or in connection with a business transfer, merger or restructuring.
8. How long we keep data
We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the service, maintaining business records, resolving disputes, meeting legal obligations and protecting the security of VoxFlux.
- Account data is generally kept while your account remains active.
- Billing and transaction records may be kept for tax, accounting and legal compliance periods.
- Support correspondence may be kept to manage enquiries and maintain business records.
- Security logs may be retained for a limited period to protect the platform.
- Transcript export files may currently be retained without a fixed automatic deletion period.
Where we no longer need personal data, we will delete, anonymise or securely retain it only where legally or operationally necessary.
9. International data transfers
Some of our service providers may process data outside the United Kingdom or European Economic Area. Where personal data is transferred internationally, we rely on appropriate safeguards where required, such as contractual protections, adequacy decisions or other lawful transfer mechanisms.
10. Security
We use technical and organisational measures designed to protect personal data, including HTTPS, access controls, platform security tools, firewall protection and account authentication safeguards.
No online service can be guaranteed to be completely secure. Customers are responsible for keeping their account credentials safe and for ensuring that users of their account follow appropriate security practices.
11. Children
VoxFlux is a business-focused SaaS platform and is not intended for use by children under 16. We do not knowingly collect personal data from children under 16.
12. Your data protection rights
Depending on your location and the circumstances, you may have rights under UK GDPR or applicable data protection law, including the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Request restriction of processing
- Object to certain processing
- Request data portability
- Withdraw consent where processing is based on consent
- Complain to a data protection authority
Where we process data based on consent, such as non-essential analytics cookies, you may withdraw that consent at any time through the cookie settings on the website.
To exercise your rights, contact us at support@voxflux.ai. We may need to verify your identity before responding to certain requests.
If you are in the UK and are unhappy with how we handle your personal data, you also have the right to complain to the Information Commissioner’s Office.
13. Contact us
For privacy questions, data requests or concerns about how VoxFlux handles personal data, contact:
- Email: support@voxflux.ai
- Company: Web Video Streaming Ltd
- Registered address: 52 High Street, Pinner, London, HA5 5PW, United Kingdom
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in VoxFlux, our legal obligations or how we process personal data. The latest version will always be published on this page with an updated date.