Privacy Policy

1. Who We Are

UltiVoice ("we", "us", "our") operates the website at ultivoice.com and the UltiVoice Windows desktop application. This policy explains what personal data we collect, how we use it, and your rights. Made in Vietnam.

2. Data We Collect and Why

a) Email address — account and magic-link authentication

To access your license account at /account, you provide your email address. We use it to send a one-time magic-link via Resend (resend.com), our transactional email provider. The link expires in 5 minutes and is single-use. We retain your email for the duration of your account to enable logins and to communicate subscription-related notices.

b) Hardware fingerprint (HWID) — license seat binding

When you activate the desktop app, a hardware fingerprint derived from your machine's components is transmitted to and stored in our License Authority database. The HWID is used solely to enforce per-seat limits and prevent unauthorised sharing of license keys. It is a one-way derived identifier — it cannot be used to locate, identify, or track you outside the context of license activation.

c) Session cookies

After you verify a magic-link, we set an HMAC-signed session cookie in your browser. This cookie is HTTP-only, Secure, and SameSite=Lax. It contains your email and an expiry timestamp — no server-side session store is used. The cookie expires after 30 days or immediately on logout.

d) Short-lived KV records (rate-limit and nonce guards)

To prevent abuse, we store short-lived records in Cloudflare KV:

• A single-use magic-link token keyed to your email (TTL: 15 minutes) — prevents replay attacks.
• A rate-limit counter keyed to your email (TTL: 1 hour) — prevents magic-link spam.
• An activation event record keyed to your HWID (retained ~90 days for fraud detection).

KV records expire automatically and contain no browsing data.

e) Billing and license data — handled by Polar and SePay

Polar (international card payments): Payments are processed by Polar (polar.sh), our Merchant of Record. UltiVoice does not receive or store your payment card details. We receive from Polar: your email, subscription status, and a license identifier. Polar's privacy policy: polar.sh/legal/privacy.

SePay (VietQR domestic payments): For Vietnamese bank transfers, SePay processes the payment. We receive a bank transfer confirmation and your registered email. No card or bank account details are shared with UltiVoice. SePay's privacy policy: sepay.vn.

f) Desktop app — local-only video processing

Your video files never leave your machine. All AI processing — speech recognition, translation, voice synthesis, and export — runs locally using models stored in your app data folder. UltiVoice has no access to your video content, transcripts, translations, or dubbed output. The app's only outbound calls are license activation/beacon requests to ultivoice.com and model downloads.

g) Website analytics

We use Cloudflare Web Analytics — a cookie-free, privacy-preserving tool that measures page views without tracking individuals across sites. No personal data is collected by analytics. We do not use Google Analytics, Meta Pixel, or any cross-site tracking scripts.

3. Third Parties We Share Data With

• Polar (polar.sh) — subscription billing and license management (Merchant of Record).
• SePay (sepay.vn) — domestic VietQR payment processing (Vietnam only).
• Resend (resend.com) — transactional email delivery for magic-links.
• Cloudflare — website hosting (Cloudflare Workers/Pages), KV storage, D1 database, and Web Analytics. Cloudflare acts as our infrastructure sub-processor.

We do not sell, rent, or share your personal data with any other third parties for marketing, advertising, or data-broker purposes.

4. Data Retention

Data type	Retention period
Magic-link nonce	Auto-deleted after 15 minutes
Rate-limit counter	Auto-deleted after 1 hour
Session cookie	Expires after 30 days; cleared on logout
Email / subscription record	Duration of subscription + 90 days post-cancellation
Activation events (audit log)	90 days rolling
HWID seat record	Duration of license; deleted on account deletion request
Local app data (projects, models)	On your device; deleted when you uninstall

5. Your Rights

If you are in the European Economic Area, United Kingdom, or another jurisdiction with applicable data-protection law, you have the right to access, correct, restrict, port, and delete your personal data. To exercise these rights, email support@ultivoice.com with subject line "Data Request". We will respond within 30 days.

Deletion involves: deactivating your subscription and licenses, purging KV records associated with your email and HWID, and confirming in writing. Local app data on your device remains under your control — uninstall the app to remove it.

Vietnamese residents may also have rights under the Law on Cybersecurity and relevant personal data protection regulations. Contact us at the address above.

6. International Data Transfers

Our infrastructure (Cloudflare Workers, KV, D1) is globally distributed. By using our service you acknowledge that data may be processed in data centres outside Vietnam, including in the United States and European Union. Cloudflare's data processing agreements cover these transfers under standard contractual clauses.

7. Children's Privacy

UltiVoice is not directed at children under 16. We do not knowingly collect data from minors. Contact us immediately if you believe a minor has created an account.

8. Security

Session cookies are HMAC-signed, HTTP-only, Secure, and SameSite=Lax. Magic-link tokens are single-use and short-TTL. All data in transit uses TLS 1.2+. The License Authority database uses ed25519 signing; HWID values are stored as hashed identifiers.

9. Changes to This Policy

Material changes will be communicated via email to your address on file and by updating the "Last updated" date above. Continued use after the effective date constitutes acceptance.

10. Contact

Privacy questions or data requests: support@ultivoice.com