Privacy Policy

Last Updated: March 2026

1. Introduction

VRC Inc. (株式会社VRC) ("we," "us," or "our") operates the WhisperVoice application, a cross-platform AI voice input service available on desktop (macOS/Windows), iOS, and Android. VRC Inc. (株式会社VRC) is a company registered in Tokyo, Japan. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application. As a Japan-based company, we are subject to Japan's Act on the Protection of Personal Information (APPI). We are also committed to respecting the data protection rights of users worldwide.

2. Information We Collect

2.1 Voice Data

When you use WhisperVoice for speech-to-text transcription, your voice audio is temporarily processed to convert it to text. This audio data is:

• Transmitted securely and directly from your device to the selected speech recognition provider
• Processed in real-time and not stored on our servers
• Not retained by us after transcription is complete. Retention by third-party providers is governed by their respective privacy policies

2.2 Application Usage Data

Diagnostic data is collected by default so that we can find and fix failures. You can turn it off at any time in Settings → Diagnostics. While it is enabled, we collect:

• Application version, operating system, and processor architecture
• A randomly generated installation identifier. It is not derived from your device or linked to your account, but it is persistent, so repeated uploads from the same installation can be grouped together. Turning diagnostics off deletes it.
• Error-level log entries from the last 7 days, up to 50 per upload. These are filtered on your device before being sent, to remove transcript text, dictionary terms, file paths containing your username, and account identifiers.

Uploads happen once a day, and shortly after a transcription failure. We do not collect diagnostic data while the setting is turned off.

2.3 Account Information

When you create an account, we collect the following information:

• Email address
• Display name
• Authentication method (email/password, Google sign-in, or Apple sign-in)
• Device identifiers

2.4 Payment Information

Payment processing is handled entirely by our third-party payment processor. We do NOT store your credit card numbers or full payment details on our servers. Our payment processor collects and processes your billing details (such as card number, expiration date, and billing address) in accordance with their own privacy policy and PCI-DSS compliance standards.

2.5 Information We Do NOT Collect

• We do not store your voice recordings on our servers
• We do not collect biometric voice prints or voiceprints for identification
• We do not track your location
• We do not use your voice data to train AI models

2.6 Personal Dictionary

If you add terms to the personal dictionary, those terms are sent to the speech recognition provider and, when Auto-Edit is enabled, to the AI text processing provider, on each dictation — so that they are spelled the way you intended. They are sent whether or not you actually said them. The dictionary itself is encrypted on your device before being stored on our servers, in the same way as your transcription history.

2.7 Transcription History

Your transcription history is stored on our servers, encrypted on your device before it is uploaded. A copy is held on your device only until the upload is confirmed, and is then removed. For accounts created with an email address and password, the encryption key is derived from your password and is never sent to us. For accounts created with Google or Apple sign-in there is no password to derive a key from, so the key is held in a separate storage area that we do not access — this is what allows such an account to be recovered. In both cases we do not read your transcription content.

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide and maintain the speech-to-text transcription service
• To improve and optimize our application
• To respond to your support requests
• To comply with legal obligations

4. Third-Party Service Providers

We use the following third-party services:

Each provider is subject to their own privacy policy. Voice audio is sent directly from your device to the selected speech recognition provider — it does not pass through our servers. AI text processing is optional and can be turned off in the app settings. When it is enabled, the transcribed text is sent directly from your device to the AI provider, using access credentials that we supply. You can choose your preferred speech recognition provider in the app settings.

5. Cross-Border Data Transfers

Your data may be transferred to and processed in countries outside your country of residence depending on the services you use. By using the Service, you acknowledge and consent to these transfers. We inform you of the following transfer destinations:

• Transfer Destinations:
  • United States: Voice audio to speech recognition providers; transcribed text to AI text processing providers (if Auto-Edit is enabled); payment data to our payment processor
  • China: Voice audio to a speech recognition provider (if you select a China-based provider in the app settings)
  • Global: Account and service data to our hosting and content delivery provider
• Safeguards: Each provider maintains data protection measures including encryption, access controls, and compliance with their applicable local regulations. We select providers that demonstrate adequate data protection practices. However, please be aware that data protection laws in these countries may differ from those in your country of residence.
• Your Choice: You can choose your preferred speech recognition provider in the app settings, which determines the data processing location.

6. Data Security

We implement appropriate technical and organizational measures to protect your data:

• All data transmissions are encrypted using TLS
• Voice data is processed in real-time and not stored on our servers
• Access to systems is restricted with appropriate access controls
• Transcription history is encrypted on your device before upload, so it is never in the clear on our servers

7. Your Rights

We respect your rights regarding your personal data. You may exercise the following rights by contacting us at [email protected]:

• Right to Know: You may request information about what personal data we hold about you
• Right to Deletion: You may delete your account at any time through the app settings. Upon deletion, a 30-day grace period applies, after which your data is permanently deleted
• Right to Withdraw Consent: You may disable telemetry and other optional features at any time through the app settings

Japanese residents may also exercise rights under APPI (個人情報保護法), including the right to request disclosure, correction, and cessation of use of retained personal data. Please contact us to exercise these rights. Japanese users may file complaints with the Personal Information Protection Commission (PPC / 個人情報保護委員会).

8. Children's Privacy

WhisperVoice is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. Data Retention

We retain different types of data for different periods:

• Voice audio: Not retained on our servers; audio is sent directly from your device to the speech recognition provider and is not stored by us
• Account data: Retained until you request account deletion. After deletion, a 30-day grace period applies before permanent deletion
• Payment records: Payment transaction records are managed by our payment processor in accordance with their data retention policies and applicable tax laws
• Usage statistics: Retained for service operation and improvement purposes. Previously collected data may be retained even after you opt out of telemetry
• Transcription history: Stored on our servers with encryption until you delete it or delete your account. The copy held on your device is removed once the upload is confirmed

10. Cookies and Authentication

We use cookies strictly for session management and authentication purposes:

• Authentication cookies: Secure, HttpOnly cookies are used for session management. Access tokens expire after 7 days and refresh tokens expire after 30 days
• Purpose: These cookies are used solely for session management and keeping you signed in
• No third-party tracking: We do not use any third-party tracking cookies, advertising cookies, or analytics cookies

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

• Email: [email protected]
• Company: VRC Inc. (株式会社VRC)
• Address: Tokyo, Japan