Privacy Policy

This Privacy Policy explains how Voice4Mail ("we", "us" and "our") handles personal information when you visit our website, create an account, use our email tools, contact us or subscribe to our newsletter. It also covers personal information about other people contained in messages you choose to submit.

Email support@voice4mail.com or use our Contact Us page with privacy questions or requests. This policy should be read with our POPI Act notice and Terms of Service.

Account information: your email address, account identifier, display name if supplied, sign-in details and onboarding preferences. If you use a social sign-in option, the sign-in provider supplies information needed to authenticate your account.

Content you provide: email text submitted for summarising, draft subjects and messages you save, text submitted for writing refinement, and microphone recordings you choose to submit for transcription. Messages may contain sender, recipient, meeting, contact or other personal information.

Service records: feature usage totals, subscription status, plan information, payment-provider references, timestamps, support correspondence and newsletter email addresses. Technical services may also process IP addresses, device or browser details, request logs and error information to operate and protect the service.

We use account information to authenticate you and manage your account; message content and recordings to carry out the summary, transcription or writing request you initiate; saved drafts to let you retrieve, edit or delete them; and usage records to administer your plan.

Payment and subscription information is used to confirm access, reconcile transactions and respond to billing questions. Technical records support security, troubleshooting and service reliability. Contact details are used to answer your requests. Newsletter information is used for the updates you ask to receive.

Depending on the activity and applicable law, processing may be necessary to perform our agreement with you, comply with a legal obligation, pursue a legitimate interest that does not unjustifiably override your rights, or act on your consent. Where we rely on consent, you may withdraw it; withdrawal does not undo lawful processing that occurred beforehand.

You choose the text to submit and whether to allow microphone access. A recording is sent for speech-to-text conversion when you use dictation. Live email conversations send microphone audio directly to the voice provider through a negotiated connection, play spoken responses, and use transcripts to prepare drafts. Live voice currently uses OpenAI through Lovable’s AI Gateway; your browser handles microphone access and playback. Stop the conversation to end capture. Writing and summarising requests send the relevant content to a processing provider through Lovable’s AI Gateway; current requests use OpenAI models. The response is returned to you.

Vocalis does not use your email text or recordings to train its own models. Provider processing and retention are governed by the provider’s applicable terms and safeguards; we do not promise that every third-party system has zero retention. Avoid submitting sensitive information unless it is necessary and you are authorised to do so.

Gmail access is authorised through Google’s consent process before connected messages are retrieved; each customer connects their own Gmail account, and connection credentials are stored encrypted on our servers. Signing in with Google alone is not permission to read your inbox. You can disconnect Gmail at any time from Connected Email. No email is sent without your explicit review and confirmation of the send action.

Hosting, authentication, storage, technical support and processing providers may handle information needed to operate the service. Lovable Cloud supports the website and account services; Lovable’s AI Gateway routes relevant processing requests to model providers. Google or another selected sign-in provider processes its own sign-in flow under its privacy terms.

When payments are enabled, Yoco or Paystack processes checkout details. Voice4Mail receives payment confirmation and subscription information, not your full card details. The card, bank and payment information entered on a provider’s page is governed by that provider’s terms.

Authorised personnel may access information where necessary for administration, support or security. Information may also be disclosed where required by law, to respond to lawful requests, or to protect rights and safety. Access should be limited to what is needed for the purpose.

Voice4Mail is based in South Africa, but hosting, sign-in and processing providers may handle information in other countries. Those countries may have different privacy laws. Cross-border transfers subject to POPIA must meet an applicable basis under section 72, such as adequate protection, a binding agreement providing adequate protection, consent, or another permitted ground.

Contact us if you need more information about the providers involved in a particular request. This policy does not represent that a particular storage country, contractual safeguard or certification has been independently verified.

Saved drafts remain stored until deleted through the draft tools or otherwise removed. The summarising feature does not intentionally save submitted message content to the application’s drafts database; provider systems and operational logs may still retain information according to their own requirements. Transcription recordings are submitted for processing rather than saved as reusable audio in your account.

Account, usage, subscription and support records may be retained for service administration, legal obligations, fraud prevention and dispute resolution. Retention varies by record type and purpose; no single fixed retention period applies to every record. Backups and provider logs may persist after deletion from an active system.

You can delete individual saved drafts and request account deletion. Account deletion should not be treated as a guarantee of immediate removal from every connected provider, backup or legally required record. Contact us to request deletion of other records, including a newsletter address. We will assess the request against applicable legal requirements.

Account authentication and access controls restrict ordinary access to private account records. Security also depends on your device, account credentials and the third-party services you use. No internet service can guarantee absolute security. Do not share passwords, access tokens or full payment-card details in a support request.

Essential cookies or browser storage may keep your sign-in session and support account security. Blocking this storage may prevent account features from working. This notice does not treat essential storage as consent to unrelated advertising or optional tracking. Any optional tracking introduced must be separately disclosed and handled in accordance with applicable consent requirements.

Entering your email in the newsletter form requests Voice4Mail updates. Account creation is not, by itself, a newsletter subscription. You may withdraw a newsletter request by contacting us at the address or numbers above.

Service messages such as sign-in confirmations, password resets and necessary billing or security notices are separate from promotional communications. Electronic direct marketing must comply with applicable law, including POPIA section 69 where it applies.

Subject to applicable law, you may ask whether we hold personal information about you, request access or correction, request deletion, object to qualifying processing, or withdraw consent where processing is based on consent. Some requests may be limited by lawful retention obligations, the rights of other people or other statutory exceptions.

Contact us by telephone or in writing, explain the request and provide only the information needed to identify the relevant account. We may request reasonable identity verification before releasing or changing private information. Do not include passwords or full card details. You may complain directly to South Africa’s Information Regulator; see our POPI Act notice for the official complaint link.

Only provide message content you are authorised to use. Take particular care with children’s information, health information, financial information and other sensitive content. Remove details that are not necessary for your request.

We may update this policy as the service or legal requirements change. The date below identifies the latest version of the text. Material changes affecting existing processing should be communicated as required by applicable law; an update does not remove rights you already have.