Privacy Policy
Last updated: February 11, 2026
VoiceCoach, operated by NeuralWave ("we", "us", or "our"), is committed to protecting your privacy and ensuring your personal data is handled in compliance with the General Data Protection Regulation (GDPR) and Irish data protection laws.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our VoiceCoach service and website.
1. Data Controller
NeuralWave is the data controller responsible for your personal data.
- Email: hello@ai-voice.ie
- Website: voicecoach.ie
2. What Data We Collect
2.1 Information You Provide
- Account Data: Name, phone number, email address, role/qualification type
- Client Data: Client names, session details, exercises, progress notes — information you dictate via voice notes
- Contact Form Data: Name, phone number, role, and client count when you request a free trial
2.2 Voice & Message Data
- WhatsApp Voice Notes: Audio recordings you send to create session reports
- Transcriptions: Text transcripts generated from your voice messages
- Message Data: WhatsApp messages exchanged with our service
Important: Voice notes are processed to extract session details and are not stored permanently. Transcriptions are retained only as long as needed to generate your session report.
2.3 Automatically Collected Data
- Technical Data: IP address, browser type, device information (website only)
- Usage Data: Pages visited, time spent on site, referral source
- Cookies: See Section 9 (Cookie Policy) below
3. How We Use Your Data
We process your personal data for the following purposes:
- Service Delivery: To create session reports and client summaries from your voice notes
- Progress Tracking: To track client progress over time and generate insights
- Account Management: To set up and manage your VoiceCoach account
- Communication: To respond to your inquiries and provide support
- Improvement: To analyse and improve our service
- Legal Compliance: To comply with legal obligations
Legal Basis for Processing (GDPR Article 6):
- Contract: To deliver the coaching tools service you've signed up for
- Consent: For marketing communications and voice recording processing
- Legitimate Interest: For service improvement and security
- Legal Obligation: To comply with applicable laws
4. Data Sharing & Third Parties
We may share your data with the following service providers, all bound by Data Processing Agreements (DPAs):
- WhatsApp / Meta: Message delivery
- AI Processing: For voice-to-text and data extraction (EU-based)
We never sell your personal data to third parties.
5. International Data Transfers
We prioritise EU-based services. Where data is processed outside the EEA, we ensure appropriate safeguards including EU-approved Standard Contractual Clauses (SCCs) or adequacy decisions.
6. Data Retention
- Voice Notes: Deleted after processing (not stored permanently)
- Transcriptions: Deleted after session report generation
- Session Data: Retained while your account is active for progress tracking
- Account Data: Retained while your account is active + 12 months
- Contact Inquiries: Retained for 24 months
7. Your Rights Under GDPR
You have the following rights regarding your personal data:
- Right of Access: Request a copy of your personal data
- Right to Rectification: Correct inaccurate or incomplete data
- Right to Erasure: Request deletion of your data ("Right to be Forgotten")
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in a portable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time
To exercise any of these rights, contact us at hello@ai-voice.ie. We will respond within 30 days.
8. Data Security
We implement appropriate technical and organisational measures to protect your data, including:
- Encryption in transit (TLS/SSL) and at rest
- Access controls and authentication
- Regular security assessments
- EU-based processing where possible
9. Cookie Policy
Our website uses cookies to enhance your experience.
Essential Cookies
Required for basic website functionality (e.g., cookie consent preference). These cannot be disabled.
Analytics Cookies
Help us understand how visitors use our site. These are only activated with your explicit consent via our cookie banner.
You can change your cookie preferences at any time by clicking the cookie settings link in the footer, or through your browser settings.
10. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes by posting a notice on our website.
12. Complaints
If you believe your data protection rights have been violated, you have the right to lodge a complaint with:
- Data Protection Commission (Ireland)
- Website: www.dataprotection.ie
- Phone: +353 (0)761 104 800
13. Contact Us
For any questions about this Privacy Policy or to exercise your data rights:
- Email: hello@ai-voice.ie
- Website: voicecoach.ie