Your audio stays on your computer. Here is what doesn't.

Vaitly Voice is made by Vaitly Limited, United Kingdom, the data controller. This policy applies to the vaitlyvoice.com website and the Vaitly Voice app for Mac and for Windows.

Speech and audio

Speech recognition, for dictation and for meetings, runs on your device. We do not receive your audio, your clipboard, your vocabulary or the contents of the apps you dictate into. No bot joins your calls and nothing is installed in Teams, Zoom or any other meeting service. Dictation audio may be kept in local history on your computer, which can be shortened or deleted in the app; meeting audio is not kept at all. Transcript text leaves your computer only through the Pro features described below.

What can leave your device on any plan

If you enable a Transform that uses a cloud provider you configure, the text of that dictation is sent to that provider under its terms, and the app labels it.

What the app sends, even if you never sign in

Three things, and they are the whole list. At first launch the app registers an anonymous identity with Google Firebase and records the device, so a free allowance can belong to something; it carries no email address and no name. Each time you dictate, the app reports the number of words against that identity, so the weekly free allowance can be counted — each report is stored as its own row rather than merged into a weekly total, and none of them contains what you said. And anonymous product analytics (which buttons are pressed, which onboarding steps are reached, never content) are on unless you turn them off in Settings. None of the three carries your words, your audio, your clipboard, your vocabulary, or the names of the apps you dictate into.

Vaitly Meetings and Pro: what leaves your computer, and when

Speech is turned into text on your own computer, for dictation and for meetings. We do not receive your audio. Pro's AI features work on text, and each of them sends text to us only when that feature is used:

Meeting audio. When Vaitly Meetings (beta) records a call, or you press Record now, the sound from your microphone and the call is transcribed on your computer as it happens. The audio is not written to disk and is not uploaded.
Meeting transcripts are kept on your computer, in their own database. You can delete any meeting at any time.
Meeting summaries and questions about your meetings. To write minutes, decisions, action items, questions and risks, or to answer a question you ask across your meetings, the text of the relevant transcripts (and your question) is sent to Vaitly Limited's server, which sends it to OpenAI to produce the result and returns it to you. These features are not available without sending this text. The Monday meetings pack is put together on your computer from summaries you already have, and sends nothing.
Cloud Polish: the finished text of a dictation goes to Vaitly Limited's server, which asks OpenAI to edit it and returns the result.
Recordings from your phone. If you save a recording to a folder in iCloud Drive or OneDrive that Vaitly Voice watches, Apple or Microsoft sync that file to your computer under their own terms. Vaitly Voice then transcribes it on your computer; we do not receive the audio.
Encrypted backup (Pro): when backup is on, meeting transcripts, summaries and dictation text are encrypted on your device before upload, travel over TLS 1.3 and are stored encrypted with a storage provider. They can be opened only by a machine signed into your account. Audio is not included. Vaitly holds the key that lets a new machine restore your data; if you turn on a recovery key, Vaitly can no longer open it at all.

How the text sent to OpenAI is handled

Requests are made with OpenAI's storage option turned off, and our server does not keep the text: it records only usage counts, such as how many requests your account made. Zero data retention is not in place with OpenAI, so OpenAI's standard API data handling applies to the text of those requests, which can include OpenAI keeping it for a limited period to monitor for abuse. OpenAI acts as our processor for these requests and may process the text outside the United Kingdom, including in the United States.

Other people on your calls

A meeting transcript contains what other people said. You decide which calls Vaitly Voice records, and you are responsible for telling everyone on the call that you are transcribing it, and for having any agreement the law where you are requires. The app asks you to confirm this before it will record calls. We use transcript text only to produce the summaries and answers you ask for.

If you turn on Tell call participants apart (off by default), Vaitly Voice compares voices on your computer to label the other side as Speaker 1, Speaker 2 and so on. The voice measurements are discarded when the meeting has been labelled; they are never uploaded or kept, and they are not used to recognize anyone across meetings.

Accounts, subscriptions and the weekly allowance

If you create an account or subscribe we process: your email and sign-in identifier, your plan and status, payment references from Stripe, an identifier for each activated device, the app version, and the per-dictation word counts described above, used to apply the Free allowance. Counts are numbers only. Stripe (payments), Google Firebase (sign-in), OpenAI (the text of Pro's AI requests) and a storage provider for encrypted backups (which cannot read them) act as processors under contract.

We process this information to provide the service you signed up for (our contract with you), to keep it secure and measure how it is used (our legitimate interests), and to meet legal obligations such as tax records. Some processors, including Google, Stripe, Cloudflare and OpenAI, may process data outside the United Kingdom, including in the United States, under the safeguards in their data processing terms.

The Guides waiting list

If you ask to be told when Vaitly Guides is ready, we keep your email address, which site you used, the page and the time, in a Google Firebase database in the European Union. We use it to email you once, when Guides is released, and for nothing else. We keep it until then, plus up to three months, and delete it sooner if you write to letstalk@vaitlyvoice.com. The legal basis is your consent, which you can withdraw at any time.

How we may contact you

We may email you about Vaitly Limited products: updates, new features, new products and offers. Nothing else.
Your data is never sold, rented or shared with other companies for their marketing.
Every marketing email has an unsubscribe link; write to letstalk@vaitlyvoice.com to opt out at any time. Service messages about billing or security are sent regardless.

Your rights

Under UK GDPR, and equivalent laws where you live, you can ask for a copy of your data, correct or delete it, or object to marketing. Deleting your account removes the online records above, including any encrypted backup; meetings and other local data on your computer stay yours. Complaints can go to the UK Information Commissioner's Office.

This website

vaitlyvoice.com is a static site served by Cloudflare. It uses Google Analytics 4, through the same Google Firebase project that handles sign-in, to measure visits and pages read; this sets cookies and Google acts as our processor. Advertising signals and audience sharing are off, so nothing feeds advertising profiles, and you can opt out with Google’s browser add-on. We also count visits ourselves, on our own server: the page address, the edition, the site or campaign that linked you here, and a random identifier that lives in your browser tab and is forgotten when you close it. No cookie, no profile, no advertising identifier, no recognising you on a later visit or on any other site, and nothing you type or dictate.

Contact: letstalk@vaitlyvoice.com. Updated October 11, 2026.