Privacy Policy

Who we are

Voisight operates a care reporting platform designed for licensed residential care facilities, foster care agencies, and their authorized staff across the United States. This Privacy Policy explains how we collect, use, store, share, and protect information when you use Voisight.

“Personal data” means any information that identifies or could reasonably be used to identify a natural person. “Sensitive data” means personal data that relates to health, children, or other categories that receive heightened protection under applicable law.

If you have questions about this policy or how we handle your data, contact us at security@voisight.com and privacy@voisight.com

Information we collect

Information you provide directly

When you register for and use Voisight, we collect:

• Account information: your first name, last name, middle name (optional), email address, and phone number
• Agency and facility information: agency name, agency type, state license number, facility address, and facility phone number (collected from supervisors during registration)
• Role and access information: your role on the platform, the facility you are assigned to, and the access code used to join
• Voice recordings: audio you record when creating reports. These are processed to generate transcripts and are permanently deleted after report generation is complete. We do not retain raw audio.
• Report content: the text of reports you create and submit, including children’s first names and last name initials, case IDs, dates, times, and narrative descriptions
• Communications: any messages or feedback you send to us

Information collected automatically

When you use the platform, we automatically collect:

• Device information: device type, operating system version, and app version
• Usage data: features used, screens visited, and session duration — used solely to improve the platform
• Log data: IP address, access timestamps, and error logs for security and debugging
• Crash reports: anonymized data about app errors

The web app uses one essential cookie to keep you signed in; we don’t use tracking or advertising cookies.

Information we do not collect

We do not collect:

• Full last names of children — only first names and last initials are stored
• Social Security numbers, passport numbers, or government-issued ID numbers
• Payment card or banking information
• Location data beyond the facility address you provide

How we use your information

We use the information we collect to:

• Provide and operate the Voisight platform and all of its features
• Generate AI-powered report drafts from your voice transcriptions
• Maintain the security, integrity, and accuracy of care records on the platform
• Send notifications about report status, team activity, and platform updates
• Respond to your support requests and communications
• Comply with our legal obligations, including data retention requirements under applicable care regulations
• Detect, investigate, and prevent fraud, abuse, or unauthorized access
• Improve and develop the platform based on anonymized usage patterns

We do not sell your personal data to any third party. We do not use your data for advertising. We do not share your data with any party except as described in this policy.

Information relating to children

Voisight processes limited identifying information about children in care as part of the report creation workflow. We treat this as sensitive data and apply the highest level of protection to it:

• Only the child’s first name and last name initial are stored — not their full last name
• Child information is stored only within finalized reports and is never used for any purpose other than fulfilling the report record
• We do not build profiles of children, use child data for analytics, or share child-related data with any third party except as required by law
• Access to child data is strictly limited to the care worker who created the report, the administrator at their facility, and the supervisor of their agency

Voisight is not directed at children. If you believe a child has directly submitted data to our platform, please contact us immediately at privacy@voisight.com and we will take prompt action.

How we share your information

Within your agency

Report content and user information is shared within the role hierarchy of your agency in accordance with the permissions described in our Terms of Service. This sharing is a core feature of the platform and is necessary to provide the service.

Service providers

We use trusted third-party service providers to help us operate the platform, including cloud hosting, AI transcription processing, and email delivery. These providers access your data only to perform services on our behalf and are contractually prohibited from using your data for any other purpose.

Legal requirements

We may disclose your information if required by law, court order, or regulatory authority. We will notify you of such requests where legally permitted.

Business transfers

If Voisight is acquired by or merged with another company, your information may be transferred to the acquiring entity. We will notify you before your data is transferred and becomes subject to a different privacy policy.

Data retention

We retain different categories of data for different periods:

• Active account data: retained for as long as your account is active
• Finalized reports: retained for the period required by applicable US care regulations in your state, typically a minimum of 7 years
• Draft and submitted reports (not finalized): deleted immediately upon account deletion. Drafts older than 7 days that are not submitted are flagged for the care worker’s attention.
• Voice recordings: deleted permanently from our servers immediately after the report generation pipeline is complete
• Account deletion: a 14-day recovery window applies. After this window, all non-regulated data is permanently purged

Data security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit using TLS 1.2 or higher
• Encryption of data at rest
• Role-based access controls that limit data access to authorized users only
• Multi-factor authentication for supervisor accounts
• Regular security assessments and vulnerability testing
• Audit logging of access to sensitive report data

Despite our efforts, no method of electronic storage or transmission is 100% secure. If you become aware of any security breach involving your account or data, please notify us immediately at privacy@voisight.com

Your rights and choices

Depending on your state of residence, you may have the following rights regarding your personal data:

• Access: the right to request a copy of the personal data we hold about you
• Correction: the right to request correction of inaccurate personal data
• Deletion: the right to request deletion of your personal data, subject to our legal retention obligations
• Portability: the right to receive your data in a structured, machine-readable format
• Objection: the right to object to certain types of processing
• Withdrawal of consent: where processing is based on consent, the right to withdraw that consent at any time

California residents have additional rights under the CCPA and CPRA, including the right to opt out of the sale or sharing of personal data (we do not sell or share data), and the right to non-discrimination for exercising their privacy rights.

To exercise any of these rights, contact us at privacy@voisight.com We will respond to verified requests within 45 days.

Children’s privacy

Voisight is a professional platform intended exclusively for licensed care professionals who are adults aged 18 or older. We do not knowingly collect personal data from children under the age of 13 directly. The information about children in care that appears in reports is entered by authorized adult professionals as part of their professional duties.

If we learn that we have inadvertently collected personal data from a child under 13 as a direct user, we will take prompt steps to delete that data. Please contact us at privacy@voisight.com if you have concerns.

Interstate data transfers

Voisight operates across multiple US states. Your data may be stored and processed on servers located in the United States. All data processing is subject to US law and to this Privacy Policy. We do not transfer your data outside the United States.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you through the platform and by email to your registered address. Your continued use of Voisight after the effective date of any update constitutes your acceptance of the updated policy.

Contact

If you have questions about this Privacy Policy, please contact us: security@voisight.com & privacy@voisight.com