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Last Updated: July 22, 2026 

 

This Privacy Policy explains how Pairaphrase LLC (“Pairaphrase,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you use PairaVoice, our mobile transcription/translation/speech-to-speech application and related services, add-ins, and integrations (the “App” and “Services”). By using the App, you agree to this Policy.

Pairaphrase operates from 508 Oakland Avenue, Birmingham, Michigan 48009, and maintains a Global Privacy Policy for our website and applications. PairaVoice is designed to support HIPAA workflows for eligible customers under applicable agreements and configurations; the specifics below govern PairaVoice as a mobile product.

 

1) Scope & Relationship to Our Website Policy

This Policy focuses on the PairaVoice mobile App. Our website privacy practices also apply where relevant (e.g., account creation, billing). If there is a conflict, this Policy controls for App data.

2) Information We Collect

We collect information you provide directly, data generated through the App, and limited information from third-party processors necessary to deliver the Services.

  • Account & Contact: Name, email address, organization, plan details, account identifiers, authentication identifiers, and, where used, phone number.
  • Subscription & Billing: Subscription status, entitlement information, product identifiers, receipt validation data, purchase history, renewal or cancellation status, and related billing metadata. Raw payment card numbers are handled by payment processors and are not stored on our servers.
  • Content & Transcripts: Audio you record/import, transcripts, translations, pronunciation analysis, user-entered text, generated notes, including SOAP notes where enabled, and synthesized speech you generate in the App (“Content”). Content remains yours (see Section 7).
  • Voice Features: Where optional voice synthesis or reference voice features are enabled, we may collect short voice samples you provide, generated voice outputs, reference voice identifiers, voice feature information, and related metadata. These features are optional and may be skipped.
  • SMS & Communications Data: Where SMS features are used, we may collect phone numbers, SMS preferences such as “Receive Session SMS,” SMS notification content, sender/recipient information, timestamps, delivery status, opt-in/opt-out status, and related messaging logs.
  • App & Device Data: Device type, OS version, language, app version, IP-derived coarse location, device or installation identifiers, performance logs, crash diagnostics, security telemetry, and similar data used to keep accounts and organizations safe and to improve the App.
  • Support & Communications: Messages you send to support or via in-app forms; your marketing preferences.
  • Cookies/SDKs: PairaVoice uses mobile SDKs and APIs for authentication, session integrity, security, subscriptions, communications, analytics, crash diagnostics, and core App functionality. Website cookies are described in our site policy.

3) How We Use Data (Purposes)

  • Provide & Improve the App: speech recognition, transcription, translation, text-to-speech, optional voice synthesis/reference voice features, pronunciation analysis, generated notes, including SOAP notes where enabled, quality, accuracy, latency, and UX improvements.

  • AI, Speech & Language Processing: route Content to transcription, translation, text-to-speech, speech analysis, and AI providers as needed to deliver App features.

  • Security & Fraud Prevention: authentication, token validation, session management, abuse detection, incident response, and risk monitoring.

  • Billing & Account Management: subscription billing, receipt validation, entitlement management, renewals, cancellation status, account notices, and premium feature access.

  • SMS & Communications: service alerts, session SMS notifications where enabled, support messages, product updates, policy updates, and, unless you opt out, product news and specials.

  • Compliance: legal, regulatory, and contractual obligations (e.g., HIPAA/BAA where applicable).

4) Legal Bases (EEA/UK)

We rely on: Consent, Contract, Legal Obligation, Vital Interests, and Legitimate Interests (providing and securing the service, improving quality, preventing fraud).

5) PHI, HIPAA & BAA

If you will process Protected Health Information (PHI) with PairaVoice, a Business Associate Agreement (BAA) with Pairaphrase is required. Without a BAA, do not submit PHI. We employ administrative, technical, and physical safeguards; data is encrypted in transit and at rest, with least-privilege access and continuous monitoring.

6) Speech, Voice, and Sensitive Features

  • Recording & Consent: You are responsible for obtaining legally required consent for recordings and synthetic speech disclosures.

  • Optional Voice Synthesis / Reference Voice: PairaVoice may allow you to read a short script to create a synthesized version of your voice. This feature is optional and may be skipped. You must have the rights and consents needed to use any reference voice.

  • No Impersonation or Deceptive Use: You may not use PairaVoice to impersonate another person, mislead others about whether speech is synthetic, or use someone else’s voice without permission.

  • Sensitive Content: You are responsible for ensuring that sensitive, regulated, or third-party data is submitted only where you have the necessary rights, consents, and agreements.

  • Safety: We may restrict features upon suspected misuse.
    (See our EULA for additional terms.)

7) Your Content & Confidentiality (“No-Trace”)

Your Content remains your Content. Neither Pairaphrase nor its vendors claim ownership over your submitted Content. We do not sell Content, index Content publicly, or use Content for third-party advertising. We do not provide translations, transcripts, audio, or other Content to third-party AI, speech, transcription, translation, or text-to-speech providers for training their general-purpose models (“no trace”). We may use de-identified, aggregated, operational, or customer-specific signals solely to provide the Services, present results in the App, fulfill legal requirements, maintain security, improve reliability and accuracy, and support customer-specific terminology, consistent with this Policy and applicable agreements.


8) Sharing & Disclosure

We do not sell or rent personal information. We share information only as necessary to provide the Services, operate the App, comply with law, protect rights, safety, and security, or as otherwise described in this Policy:

  • Authentication & Identity: Firebase Auth is used for secure user authentication and token validation across protected routes within the App.
  • AI / Machine Learning, Transcription & Translation: OpenAI is used for high-accuracy transcription, translation, and generated notes, including SOAP notes where enabled. ElevenLabs is used for text-to-speech, synthesized speech, optional voice features, and secondary transcription support. Google Cloud may be used for Speech-to-Text transcription and Google Cloud Translation as well as DeepL for multilingual support.
  • Cloud Storage & Infrastructure: AWS S3 is used for secure file storage and related infrastructure.
  • Communications: Twilio is used to send SMS notifications and triggers, including session SMS notifications where enabled by the user.
  • Billing & Subscriptions: RevenueCat is used to manage in-app subscription logic, subscription status, receipt validation, entitlement management, purchase history, and related subscription records.
  • Platform Payment Services: Apple and Google may process in-app purchases, subscriptions, receipts, and related payment or subscription information through their platform payment systems. Pairaphrase does not store raw payment card numbers.
  • Other Service Providers: We may use support, communications, security, monitoring, analytics, and crash diagnostic vendors to operate, secure, troubleshoot, and improve the Services.
  • Google API Services: When PairaVoice integrations use Google APIs, we comply with the Google API Services User Data Policy (Limited Use) and do not transfer Google user data to other apps except as permitted.
  • Legal/Compliance: We may disclose information to comply with law, enforce agreements, respond to lawful requests, or protect rights, safety, and security.

9) Data Security

We use industry-standard safeguards, including TLS/SSL in transit and encryption at rest; access is limited to personnel who need it for their role. Infrastructure is managed on AWS. We do not store raw credit card numbers.

10) Data Retention

We retain personal data only as long as needed for the purposes in this Policy, to provide the Services, meet legal obligations, resolve disputes, enforce agreements, maintain security, and support business operations. Retention may vary based on user actions, organization settings, plan settings, product functionality, applicable agreements, and legal requirements.

  • Account, subscription, and billing records are retained while your account is active and as needed for legal, tax, billing, audit, dispute-resolution, and fraud-prevention purposes.

  • Content, including audio, transcripts, translations, generated notes, generated speech, and related files, is retained as needed to provide the Services and according to applicable user, organization, plan, product, and agreement settings.

  • Voice samples and voice feature information, where optional voice features are enabled, are retained as needed to provide the feature unless deleted, disabled, or otherwise removed according to account, organization, or vendor deletion processes.

  • SMS records, including phone numbers, SMS preferences, SMS notification content, delivery status, and messaging logs, are retained as needed to provide SMS features, honor opt-out requests, troubleshoot delivery, and comply with law.

  • Diagnostic, performance, crash, security, support, and backup records are retained as needed to operate, secure, support, debug, and improve the Services, maintain business records, comply with legal obligations, and follow backup schedules.

Where deletion is requested, we delete or de-identify personal data unless retention is required or permitted by law, contract, billing, tax, audit, security, fraud prevention, dispute resolution, backup, HIPAA/BAA, or enterprise/organization obligations.

11) Your Privacy Choices & Rights

  • Access/Information: See what data we hold about you.

  • Rectification: Request corrections.

  • Erasure: Request deletion, subject to legal exceptions. You may delete your PairaVoice account in the App by going to Settings > Manage > Delete my Account. Account deletion is designed to delete or de-identify your account profile and associated personal data, including applicable authentication records and stored Content, subject to legal, billing, tax, security, fraud-prevention, backup, dispute-resolution, HIPAA/BAA, and enterprise/organization exceptions. Deleting your account does not automatically cancel an Apple App Store or Google Play subscription; you must manage or cancel platform subscriptions through your Apple or Google account settings unless otherwise indicated in the App.

  • Objection/Restriction & Opt-Out: Limit certain processing; unsubscribe from marketing at any time, and disable available SMS preferences, such as “Receive Session SMS,” where available.

  • Portability: Obtain a copy in a portable format where applicable.
    Contact us (Section 16) or use in-app controls. We will respond consistent with applicable law.

12) Children

PairaVoice is not directed to children under 13 (or the age defined by local law). Do not use the App for minors without appropriate consents and agreements.

13) International Data Transfers

Where international data transfers occur, Pairaphrase utilizes contractual, technical, and organizational safeguards designed to support secure cross-border processing consistent with applicable legal and contractual requirements.

14) Breach Notification

In the unlikely event of a data breach, we will notify affected users (and Covered Entities, where applicable) without undue delay and consistent with applicable law; for HIPAA Breaches, no later than the earlier of the maximum time allowed by law or three (3) business days after discovery.

15) Cookies & Mobile SDK Details

  • Auth/Session: Firebase Auth, secure login, token validation, and session integrity.

  • AI/Speech Services: secure API calls to AI, transcription, translation, text-to-speech, and voice providers described in Section 8.

  • Billing/Subscriptions: RevenueCat and platform payment services for subscription status, entitlement management, receipt validation, and purchase history.

  • Communications: Twilio for SMS notifications and triggers where enabled.

  • Security: abuse detection, risk scoring.

  • Analytics: performance, crash logs, feature usage.

  • Advertising/Attribution (optional): you can opt out of marketing communications; platform-level ad settings (iOS/Android) may also reduce ad tracking.
    Website cookie practices appear in our site policy.

16) Contact Us

Pairaphrase LLC
Attn: Privacy – PairaVoice
508 Oakland Avenue, Birmingham, MI 48009
info@pairaphrase.com | support@pairaphrase.com

17) Changes to This Policy

We may update this Privacy Policy from time to time. We will post changes in the App and/or on our website and update the “Last Updated” date. Material changes will be communicated via in-app notice or email where appropriate.

18) Additional Notices

  • Your Organization’s Policies: If your account is provisioned by an organization, its internal privacy and retention rules may apply in addition to this Policy.

  • Data Protection Addenda: GDPR/international data processing addenda and BAAs are available for eligible customers.