Vociamo privacy notice
Version of 16 October 2026 (first version: 10 September 2026; changed on 1 October: where the OVHcloud server is, and which emails we send; on 16 October: the address to write to, now privacy@vociamo.app, and the transcript, translations included, readable by those who take part and downloadable if the organisation allows it). It has not been reviewed by a lawyer (owner's decision of 10 September: published as is for now, to be reviewed when one is available). The technical facts (which data, where, for how long) are taken from Vociamo's code and database and are true on the date above; the legal parts are written with the care of someone who is not a lawyer.
1. Who processes your data
Data controller: Alessandro Nardoni, via XXV Aprile 33, 50065 Pontassieve (FI), Italy, email privacy@vociamo.app.
This is the heading chosen on 10 September 2026 for the trial tours. Before the first paid tour the controller will become a sole trader or a company and this line will change.
2. What Vociamo is, in one sentence
Vociamo is a service for guided tours and live events: the guide speaks in their own language, and every participant listens on their own phone, through an earphone or by reading captions, to a machine translation in the language they chose. Nothing to install: you scan a QR code and a web page opens.
We process data about two kinds of people: operators (the organisation using Vociamo, its guides and moderators, who have an account) and visitors (the people on the tour, who have no account).
3. Which data, why, for how long
3a. Operators (with an account)
| Data | Why | For how long |
|---|---|---|
| Email, password (stored only as a hash, never in clear), display name | to let you in and recognise you | as long as the account exists |
| Organisation and role (owner, admin, member; guide or moderator of a tour) | to decide what you may see and do | as long as the account exists |
| The tours you create: title, languages, stops with their texts, glossary terms with approved translations | it is the service itself | until you delete them or the account |
| Recordings of stops, if you choose to record your own voice for reuse ("record the stop", off by default) | to replay an explanation without saying it again | until you delete them |
| The recognised text of what you say during the tour, sentence by sentence, and its translation into each language of the tour | to translate it and show captions; for those taking part to read the whole text while the tour is running and, if your organisation allows it, to be downloaded by the phones that took part, also after the end; then for diagnosis if something went wrong | 30 days from when each sentence was said, then deleted automatically every night |
| Usage counters per tour (minutes spoken, characters translated, characters synthesised), without prices | for the usage report on the "Usage" page and for invoicing | kept even after the tour is deleted |
| The action log (who opened a tour, who added whom, who closed it) | for security and to reconstruct what happened | 12 months, then deleted automatically every night |
| The emails we send you (address confirmation) | to make the account work | the email provider keeps a sending log for a limited time |
The audience's transcript download is off until your organisation turns it on for a tour; only the organisation's owner and administrators can turn it on. When it is on, those who took part can save the text on their own phone: that copy is theirs, and the deletion after 30 days does not reach it.
Your voice is not recorded, except through "record the stop", which you switch on yourself. During the tour the audio passes through our server and through Google's speech recognition, translation and speech synthesis services, which process it on the fly and do not keep it.
3b. Visitors (no account)
| Data | Why | For how long |
|---|---|---|
| A random key generated by your phone the first time you join (stored in the database only as a hash) | to recognise the same phone if it reloads the page, without knowing who you are; and, after the tour, to recognise that the phone was there if the organisation allows the text to be downloaded | see below |
| The language you chose and your preference between voice and captions | to give you the right channel | see below |
| When you joined and left the tour | to count how many people listen to each language | see below |
| The questions you write to the guide and your "raised hands" | to deliver them to the guide, translated into their language | 90 days, then deleted automatically every night |
| Your phone's IP address, in the technical logs of the providers that host the service | to make the connection work and for security | a limited time set by the providers (see section 5) |
The "see below" rows (tour participation) are kept for 90 days, like the questions, then deleted automatically every night.
We do not ask for your name, email or phone number. We do not know who you are: we know that a phone listened in German from 10:12 to 11:40 and wrote two questions.
Your voice never enters Vociamo: visitors only listen. Questions to the guide are written.
3c. Cookies and browser storage
Technical cookies and entries only; no advertising tracking, no third-party analytics:
- for operators: the account session cookie (provided by Supabase),
lip_locale(interface language),lip_org(last organisation opened),lip_theme(light or dark); - for visitors: in the phone's storage the anonymous key
lip-anonymous-keyand the listening preferences (lip-audience-*), which stay on the phone.
4. Legal basis
- Operators: the service contract with your organisation (Article 6(1)(b) of Regulation (EU) 2016/679, the "GDPR").
- Visitors: the tour organiser's legitimate interest in being understood by the participants and ours in running the service (Article 6(1)(f)); the visitor leaves no identifying data and can stop listening at any time by closing the page.
- Recording of the guide's voice ("record the stop"): the guide's explicit choice (Article 6(1)(a)).
5. Who sees the data besides us (providers)
Vociamo runs on other companies' services, which process data on our behalf:
| Provider | What it does | Where |
|---|---|---|
| Supabase | the database and the accounts | Frankfurt, Germany |
| Vercel | hosts the web app | app executed in Frankfurt; worldwide delivery network for static pages |
| OVHcloud | the server that processes the audio and the switchboard that distributes it to phones | Frankfurt, Germany |
| Google Cloud | speech recognition, translation and speech synthesis; when enabled, automated help for the glossary (Gemini) | processing in Google's European regions (eu, europe-west1); Google's standard contractual clauses cover the cases where Google processes data outside the Union |
| Resend | sending emails (confirmation) | Ireland |
| OpenAI | only if an organisation asks for "direct" translation with that provider, off today | United States, with standard contractual clauses |
No data is sold or passed to third parties for advertising.
6. Your rights
You can ask us at any time: what data we hold about you (access), to correct it, to delete it, to restrict its use, to receive it in a readable format (portability), to object to processing based on legitimate interest. An email to privacy@vociamo.app is enough; we answer within 30 days. You can also lodge a complaint with the Italian supervisory authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it).
For a visitor, who leaves no identifying data, deletion works by naming the tour and the time: we delete the participation and the questions written in that window.
An operator who wants to delete their account, or an organisation that wants to close, asks at the same address: there is no button in the product to do it alone, and the request is carried out within 30 days.
7. Minors
Vociamo is not aimed at minors. A minor taking part in a tour does so under the responsibility of the organiser and of the person accompanying them; we collect no data that would identify them.
8. Security, in short
Passwords are stored only as hashes; signing in requires email confirmation; every piece of data is protected by database rules that stop one organisation from seeing another's; visitors enter with a tour code the organiser can revoke at any time; connections are encrypted (HTTPS, WSS). The providers in section 5 are all subject to the GDPR or bound by standard contractual clauses.
9. Changes
If we change something substantial (a new provider, a different retention period), we update this page and notify operators by email. The date at the top says when the last version was written.