Privacy Policy

1. Introduction

ChefVision AI ("we," "our," or "us") provides voice analytics services for in-person conversations through our mobile and web applications. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

By using ChefVision AI, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide to Us

• Account Information: Name, email address, phone number, organization name, and password when you register
• Profile Information: Job title, department, and other professional information you choose to provide
• Billing Information: Payment card details, billing address (processed securely through third-party payment processors)
• Communications: Messages you send us, customer support inquiries, and feedback

2.2 Audio and Transcription Data

• Audio Processing: When you record a conversation, audio is processed in real-time on your device and our servers. Audio files are NEVER stored permanently
• Transcriptions: Text transcriptions generated from audio are stored encrypted in our secure database
• Analysis Results: AI-generated insights, summaries, and metadata derived from transcriptions
• Templates: Custom analysis templates you create or use
• Session Metadata: Date, time, duration, location (if enabled), and participants of recorded sessions

2.3 Automatically Collected Information

• Device Information: Device type, operating system, unique device identifiers, mobile network information
• Usage Data: Features used, pages viewed, time spent, interaction patterns
• Location Data: Approximate location based on IP address; precise location only if you explicitly grant permission
• Log Data: IP address, browser type, access times, error logs
• Cookies and Tracking: Cookies, web beacons, and similar technologies for authentication, preferences, and analytics

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: Provide transcription, AI analysis, and organizational intelligence features
• Account Management: Create and manage your account, authenticate users, process payments
• Product Improvement: Analyze usage patterns to improve features, develop new functionality
• AI Training: Improve transcription accuracy and AI analysis models (only with aggregated, anonymized data)
• Communications: Send service updates, security alerts, marketing messages (with your consent)
• Customer Support: Respond to inquiries, troubleshoot issues, provide assistance
• Security: Detect fraud, prevent abuse, ensure platform security
• Legal Compliance: Comply with legal obligations, enforce our terms, protect our rights
• Analytics: Understand user behavior, measure effectiveness, generate business insights

4. Data Sharing and Disclosure

4.1 We Share Data With:

• Your Organization: Transcriptions and analysis results are shared with authorized members of your organization based on your organization's access controls
• Service Providers: Third-party vendors who assist with hosting, analytics, payment processing, customer support (all bound by confidentiality agreements)
• AI Processing Partners: Transcription and natural language processing services (e.g., OpenAI, Google Cloud AI) with appropriate data protection agreements
• Business Transfers: In connection with mergers, acquisitions, or asset sales, with notice to affected users
• Legal Requirements: When required by law, court order, or government request
• Protection: To protect the rights, property, or safety of ChefVision AI, our users, or others

4.2 We Do NOT:

• Sell your personal data to third parties
• Share your transcriptions with advertisers
• Use your audio recordings for any purpose (because we don't store them)
• Share individual conversation data outside your organization without explicit consent

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access controls, multi-factor authentication for admin accounts
• Infrastructure: Secure cloud hosting with AWS/Google Cloud, regular security audits
• Monitoring: Continuous monitoring for security threats and unauthorized access
• Data Minimization: We only store data necessary for service delivery (e.g., no audio storage)
• Employee Training: Regular security training for all personnel with data access
• Incident Response: Documented procedures for security breach notification and response

However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

• Transcriptions and Analysis: Retained for the duration of your account plus 90 days, or as required by your organization's data retention policy
• Account Information: Retained while your account is active and for 12 months after account closure
• Billing Records: Retained for 7 years for tax and accounting purposes
• Log Data: Typically retained for 90 days for security and debugging purposes
• Marketing Data: Retained until you unsubscribe or for 3 years of inactivity

You may request earlier deletion of your data by contacting us at privacy@chefvision.ai

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Data Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing of your data for certain purposes
• Restriction: Request restriction of processing in certain circumstances
• Withdraw Consent: Withdraw consent for data processing where we rely on consent
• Opt-Out: Opt out of marketing communications at any time

To exercise these rights, contact us at privacy@chefvision.ai

8. Regional Privacy Information

8.1 For California Residents (CCPA/CPRA)

California residents have additional rights including the right to know what personal information is collected, the right to delete, and the right to opt-out of sale (note: we do not sell personal information).

8.2 For European Users (GDPR)

If you are in the European Economic Area (EEA), UK, or Switzerland, we process your data under GDPR. Our lawful bases for processing include: contract performance, legal obligations, legitimate interests, and consent. You have the right to lodge a complaint with your local data protection authority.

8.3 For Healthcare Organizations (HIPAA)

If your organization handles Protected Health Information (PHI), we offer a Business Associate Agreement (BAA) and HIPAA-compliant configurations. Contact compliance@chefvision.ai for details.

9. Children's Privacy

ChefVision AI is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we discover that a child's information has been collected, we will delete it promptly. If you believe we have collected information from a child, please contact us at privacy@chefvision.ai

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place through:

• Standard Contractual Clauses approved by the European Commission
• Data Processing Agreements with service providers
• Compliance with applicable data transfer regulations

11. Third-Party Services

Our service integrates with third-party services for enhanced functionality:

• AI Services: OpenAI (GPT), Google Cloud AI, AWS Transcribe
• Analytics: Google Analytics, Mixpanel
• Payment Processing: Stripe
• Cloud Infrastructure: AWS, Google Cloud Platform
• Customer Support: Intercom, Zendesk

These services have their own privacy policies. We recommend reviewing them to understand how they handle your data.

12. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication and core functionality
• Analytics Cookies: Help us understand how users interact with our service
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Deliver relevant advertisements (with your consent)

You can control cookies through your browser settings. Note that disabling certain cookies may limit functionality.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Email notification to your registered address
• Prominent notice on our website and mobile app
• In-app notification

Continued use of our services after changes constitutes acceptance of the updated policy. The "Last Updated" date at the top indicates when the policy was last revised.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@chefvision.ai
• Support: support@voiceanalytics.com
• Data Protection Officer: dpo@chefvision.ai
• Mailing Address: ChefVision AI, Inc.
  [Your Company Address]
  [City, State, ZIP]

We will respond to all requests within 30 days.