At a glance
Individual mode is free and stays free. Your sessions, chats and summaries live only on your device — our systems are built so an Individual account cannot store session content in our cloud. Your account holds your name, country and email, plus a count of how often you use VOSS (never what was said).
Clinician mode keeps sessions on your device by default; you may choose to back up sessions recorded after sign-in to your account so they appear in VOSS on the web.
In both modes, audio and text are sent to our backend for processing by third-party AI APIs that do not use your content to train their models, and our backend retains none of it after the response is returned.
VOSS is provided by the VOSS team (“we,” “us,” “our”). This Privacy Policy explains how we handle information when you use the VOSS app and related services.
What VOSS does
- Audio transcription
- Summarization
- Possible explanations generated from user-provided content
VOSS is designed as a decision-support / wellness information tool. It is not a clinical diagnostic device and is not a substitute for professional medical advice, diagnosis, or treatment.
Your VOSS account
VOSS requires a free account, created in the app (or, for clinicians, on the web) with an email address and password.
| Individual mode | Clinician mode | |
|---|---|---|
| Email address | Yes | Yes |
| Name | Yes | Yes |
| Country | Yes (chosen at sign-up) | No |
| Specialty | No | Yes |
| Practice details | No | Optional, entered in Settings |
| Plan / subscription | None — free | Yes |
| Usage counts | Yes | Yes |
| Session content | Never | Only sessions you choose to back up |
Information handling
- Individual mode: sessions, chats, summaries and recordings are stored only on your device and are never uploaded to our cloud. Deleting a session in the app deletes the only copy.
- Clinician mode: sessions are stored on your device; you may back up sessions recorded after sign-in to your account, where they are stored encrypted and readable only by you.
- During backend processing, audio and text are transmitted for feature execution (transcription, summarization, possible explanations, assistant chat). Our backend retains none of it after the response is returned; audio is deleted immediately after transcription.
- Usage counts: we record that a session or chat was completed — platform, kind of activity, recording length, when, and a random session identifier so each session is counted once — tied to your account, never its content. We use these counts to plan infrastructure capacity, report how VOSS is used and, for clinicians, apply the plan's monthly session allowance (sessions kept on the device count the same as backed-up ones).
- We apply PHI redaction during backend services.
How information is used
- Deliver core app features (transcription, summaries, possible explanations, assistant chat)
- Operate your account: sign-in, account emails (confirmation, password reset), and — for clinicians — your plan
- Plan infrastructure capacity and report usage, using aggregated counts by platform, account type and country
- Maintain service reliability and security during processing
- Respond to support or privacy requests sent by email
We do not use user health-related content for advertising profiling.
Tracking, ads, and sale of data
- We do not use cross-app tracking.
- We do not sell personal data.
- We do not run targeted advertising based on health-related content.
Third-party AI services
The app sends clinical data (audio recordings, transcripts, patient demographics, and clinical notes) to our backend server, which uses third-party AI APIs for:
- Transcription — your audio recording is sent to OpenAI, or to AssemblyAI for live transcription
- Clinical note summarization — the transcript text is sent to Anthropic
- Possible-explanation generation, diagnosis coding and translation — the note text is sent to Anthropic
These providers do not use content submitted through their APIs to train their models. OpenAI additionally operates a zero-data-retention API policy. Our own backend stores none of it: audio is deleted immediately after transcription, and no transcript or note is kept after the response is returned.
User consent
We obtain explicit consent before processing your data:
- On first launch, users are shown a Data Consent screen that clearly discloses what data is collected (audio, transcripts, patient info, clinical notes), who processes it, and how it is protected (encryption, zero-retention, immediate deletion).
- Users must agree to proceed — the app cannot be used without consent.
- A link to this Privacy Policy is shown on the consent screen and in Settings.
- When users disable on-device transcription, an additional confirmation warns them that audio will be sent to the server.
Consent of the people you record
A recording captures everyone in the room, not only the person holding the phone. Recording laws differ by state and country: many places allow a conversation to be recorded with the consent of one participant, but others — including a number of U.S. states — require every participant to agree ("two-party" or "all-party" consent).
- Before every recording made in the patient app, VOSS asks you to confirm that everyone taking part — your doctor and anyone else present — has agreed to being recorded. The recording cannot start until you confirm.
- You are responsible for obtaining that permission and for complying with the recording-consent laws that apply where you are. VOSS cannot verify consent on your behalf.
- Clinicians using VOSS to document encounters are responsible for obtaining patient consent to recording in line with their professional, institutional, and legal obligations.
Data sharing and processors
To provide the service, data may be processed by trusted infrastructure / service providers strictly for service delivery: our AI providers (processing only — OpenAI, Anthropic and AssemblyAI), our database and authentication provider (your account, usage counts, and clinician cloud backups, encrypted), and a transactional email provider (account emails). We do not permit these providers to use submitted content for any other purpose, and we never sell personal data.
Retention
- Individual session content: on your device only, for as long as you keep it. We hold no copy.
- Clinician session content: on your device; backed-up sessions stay in your account until you delete them or your account.
- Account and usage counts: for as long as your account exists. Deleting your account removes your profile, usage counts, and any backed-up sessions.
- Processing: audio deleted immediately after transcription; no transcript, note or chat retained on our servers after the response is returned.
- Support emails: retained in email systems as needed to respond and maintain support history.
Security and data protection
We use reasonable technical and organizational safeguards to protect data during processing:
- All data is encrypted in transit (HTTPS/TLS).
- Audio files are deleted immediately after transcription on both the device and server.
- On-device transcription is available in settings, keeping all audio on the device.
- We apply secure transmission practices and access controls.
No method of transmission or storage is 100% secure, but we continually work to protect user information. See our Security page for more.
App privacy labels
For transparency, VOSS declares the following in the app store privacy labels. The mobile apps use no advertising identifiers, third-party analytics SDKs, or tracking technologies; "Product interaction" is our own content-free usage count.
| Data type | Category | Linked to user | Used for tracking | Purpose |
|---|---|---|---|---|
| Audio Data | User Content | Yes | No | App Functionality (processed, not stored) |
| Health & Fitness Data | Health | Yes | No | App Functionality (processed, not stored) |
| Other User Content | User Content | Yes | No | App Functionality (processed; stored only for clinician cloud backup) |
| Name, Email Address | Contact Info | Yes | No | App Functionality (your account) |
| Country (chosen at sign-up) | Coarse Location | Yes | No | Analytics (capacity planning) |
| Product Interaction | Usage Data | Yes | No | Analytics (capacity planning, usage reporting) |
Your rights and requests
You can see and delete your sessions in the app, correct your name or country in Settings, and delete your account (on the web for clinicians, or by emailing us in either mode). You may request information about privacy handling or deletion assistance at hello@vossclinical.com from the email address on your account.
Children's privacy
VOSS is not intended for users under 16 years of age. If you believe a user under 16 has provided personal information, contact us and we will review and take appropriate action.
Changes to this policy
We may update this Privacy Policy from time to time. Any update will be posted on this page with a revised “Last updated” date.
Contact
The VOSS team
Email (Support & Privacy): hello@vossclinical.com