Privacy Policy
Last updated: 1 September 2025
This Privacy Policy (the "Policy") describes how Covoicer collects, uses, retains, and protects your personal information in connection with the use of our services.
We comply with applicable Belgian legislation as well as the General Data Protection Regulation (GDPR - EU).
By using the services provided by Covoicer, you agree to the terms of this Policy.
1. Role of Covoicer in data processing
Depending on the nature of the service used:
Data Controller: Covoicer processes your data for the management of the website, individual accounts, user interactions, as well as for marketing, security, and service improvement.
Processor: for business accounts using Covoicer to process data of their own clients, Covoicer acts strictly according to the contractual instructions of the client.
As a processor, the terms of the Data Processing Agreement (DPA) prevail over this Policy in case of divergence.
2. Personal data collected
Covoicer may collect several categories of data in connection with its services.
2.1 Identification and contact data
First and last name
Email address
Phone number
Postal address
Account information (identifiers, preferences, language)
2.2 Technical and usage data
Automatically collected when using the site or application:
IP address
Browser type and version
Pages visited and duration of visit
Device identifiers
Diagnostic data and technical logs
Data related to interactions with the interface
2.3 Voice and communication data (for AI features)
If you enable voice features, Covoicer may collect:
Audio recordings
Automatically generated transcriptions
Call metadata (timestamp, duration, status)
Interaction logs with voice agents
This data is used exclusively to:
provide services
improve the quality, security, and accuracy of algorithms
detect abuse or abnormal behaviour
Processing for the purpose of model improvement is done only in anonymised or aggregated form, with no possibility of identification.
Professional clients are responsible for obtaining all necessary consents from their end users.
2.4 Sensitive data
Covoicer is not intended to collect sensitive data as defined by the GDPR.
If this becomes necessary (specific case), collection will be exclusively with your explicit consent..
3. Legal foundations of processing
The processing carried out by Covoicer is based on the following legal grounds:
Performance of the contract (use of the service)
Consent (newsletter, location)
Legitimate interest (security, service improvement, prevention of abuse)
Legal obligation (accounting retention, official requests)
4. Purposes of processing
The collected data is used to:
operate, secure and improve services
manage accounts and authentication
provide technical or customer support
analyse service usage
send technical notifications
offer relevant information or offers (unless opposed)
prevent fraud and abuse
comply with legal obligations
No fully automated decision with significant legal effect is made without human intervention.
5. Cookies and similar technologies
Covoicer uses different types of cookies:
Technical cookies : site functionality
Preference cookies : remembering user choices
Security cookies : prevention of abuse
Analytical cookies : usage statistics
You can refuse cookies via your browser settings. However, some features may be limited.
6. Location data
If certain features require it, Covoicer may collect location data with your explicit consent.
You can withdraw your consent in your device settings.
7. Data retention
Retention periods depend on the categories of data:
Account data: as long as your account is active
Technical data: limited duration according to our internal policies
Voice data: only for the time necessary to perform the service
Anonymised data: retained indefinitely, as long as no identification is possible
At the end of the retention periods, the data are deleted, anonymized or archived, in accordance with Belgian law.
8. Data sharing and disclosure
Data may be shared with:
Technical providers (hosting, payments, support, analytics)
Contractual partners necessary for the operation of the service
Belgian or European authorities in case of legal obligation
Entities involved in a merger or acquisition
All providers are subject to strict contractual obligations of confidentiality and security.
9. International transfers
Some data may be transferred outside the European Union.
In this case, Covoicer applies the safeguards provided by the GDPR, including:
Standard Contractual Clauses (SCC)approved by the European Commission
Organisational and technical measures to ensure an equivalent level of protection
No transfer is made without adequate safeguards.
10. Data Security
We apply technical and organisational measures in line with industry standards:
encryption
strict access control
system monitoring
internal security procedures
segmentation and anonymisation where possible
In the event of a data breach, Covoicer will notify the competent authorities and the affected users in accordance with the GDPR.
11. Your Rights (GDPR)
You have the following rights:
right of access
right to rectification
right to erasure
right to restriction
right to object
right to data portability
right to withdraw your consent
right to lodge a complaint with the Data Protection Authority (DPA) in Belgium
To exercise a right:
contact@covoicer.com
An identity verification may be required before processing.
12. Data concerning minors
Covoicer's services are not intended for children aged under 13 years, in accordance with the legal age in Belgium.
We do not knowingly collect data on minors below this age.
13. Changes to the Policy
Covoicer may modify this Policy at any time.
In the event of a substantial change, a notification will be sent or posted on the site.
Your continued use of the service constitutes your acceptance of the updated Policy.
14. Contact
Covoicer
Drève des gendarmes 45, 1180, Brussels Belgium
This Policy is governed by Belgian law and the European regulatory framework (GDPR).