Privacy Policy

1. Who we are

Voxiis AI Solutions Private Limited is a company incorporated in India.

For the personal data this policy covers, Voxiis is the Data Fiduciary under India's Digital Personal Data Protection Act, 2023, and the "controller" under the EU and UK General Data Protection Regulation (GDPR).

2. Scope

This policy covers personal data about:

• visitors to voxiis.io
• people who contact us or request a quality audit
• contacts at our prospective and current clients
• business contacts we reach out to
• freelance linguists and vendors who apply to or work with us (see section 11)

It does not cover content our clients send us to localize. For that content we act on the client's behalf, and the client's contract with us governs it (see section 9). It also doesn't cover third-party websites and services (see section 23).

3. Effective date and version

This is version 1.0 of this policy, effective 28 September 2026. Section 24 explains how we handle updates.

4. Data you give us

• Contact and audit request forms: your name, work email, company, the topic of your enquiry, your message, and any file you attach.
• Emails you send us: your name, email address, signature details and any attachments.
• Working with us as a client: names, roles and contact details of your team, notes from meetings and calls, messages in shared collaboration channels, and billing contacts and invoice details.
• Calls: if we record a call, we'll tell you at the start.
• Linguists and vendors: see section 11.

5. Data collected automatically

• Server and security logs: IP address, browser and device type, pages requested, date and time, and the referring page.
• Error reports: technical details when something on the site fails (for example the page, browser and error message), so we can fix it.
• Fonts: our site currently loads fonts from Google Fonts, so your browser sends your IP address to Google when a page loads.
• Cookies: we don't currently use analytics or advertising cookies. The site only uses storage that's strictly necessary for it to work, such as keeping our own staff signed in to the site's admin area. We plan to add analytics. Before we do, we'll publish a Cookie Policy, ask for your consent where the law requires it, and update this policy.

6. Data from other sources

• Public professional sources, such as LinkedIn profiles, company websites and public directories.
• Referrals and introductions from people who know you.
• Your employer or colleagues, for example when they add you to a project with us.

If we contact you using details from these sources, our first message will tell you how we got them, link to this policy, and give you a simple way to opt out.

7. How we use it, and our legal basis

Under India's DPDP Act, we process personal data either with your consent or for a legitimate use permitted by section 7 of the Act, for example where you voluntarily give us data for a specific purpose, or where the law requires us to process it. Where we rely on consent, you can withdraw it at any time, as easily as you gave it.

8. What we don't do

• We don't sell or rent personal data.
• We don't use personal data or client content to train AI models, and we don't permit our AI providers to do so (section 10).
• We don't make decisions about you based solely on automated processing that have legal or similarly significant effects.
• We don't ask for sensitive personal data, such as health or biometric data, through the website. The only financial details we collect are the payment and tax details linguists and vendors give us so we can pay them (section 11).

9. Client content we process for clients

When a client sends us strings, documents, files or other content to localize or review, we process it on the client's behalf and only on their instructions. For that content, the client is the Data Fiduciary (controller) and Voxiis is the Data Processor. We use it only to deliver the services, under the client's contract with us and its data protection terms.

If you're an end user of one of our clients and your personal data appears in content we process, please contact that client. If you contact us instead, we'll pass your request on to them promptly.

10. AI and machine translation

Our workflow combines AI with human linguists. AI produces and checks translations, every output passes an automated quality gate, and anything below the quality threshold goes to a human linguist.

• We process client content with AI and cloud providers only under business or commercial terms. We never put client content into free or consumer AI tools.
• Our AI providers aren't permitted to use client content to train their models. Where a provider offers an opt-out from using content to improve its services, we use it.
• Providers may keep inputs for a limited period for security and abuse monitoring, as their terms allow, before deleting them.

11. Linguists and vendors

Client content: we share client content with vetted freelance linguists only for the project they're working on. They're bound by written confidentiality obligations, and where a client's setup allows, they work inside the client's own translation management system.

Your own data, if you're a linguist or vendor: when you apply to or work with us, we collect your name, contact details, country, language pairs, rates, CV and credentials, quality scores on your work, invoices, tax identifiers (such as PAN, GSTIN or a tax residency certificate), and bank or payment-platform details. We use this to assess applications, assign and pay for work, manage quality and meet our tax obligations. Payment details are kept in our accounting system and shared only with the bank or payment platform that makes the payment. Linguists work from many countries, so see section 14 on international transfers.

This section applies until we publish a separate Linguist Privacy Notice.

12. Files uploaded through the contact form

Please don't upload confidential material or personal data before an NDA is in place. If you do, we'll treat it as confidential. Uploaded files are kept in private storage that isn't publicly accessible, and we delete them within 90 days if no engagement follows.

13. Who we share data with

We share personal data only where needed, with:

A current list of the service providers we use is available on request from privacy@voxiis.io.

14. International transfers

Voxiis is based in India. Our service providers process data in India, the United States and other countries, and our linguists work from many countries.

• Under India's DPDP Act, we may transfer personal data outside India, except to countries the Government of India restricts.
• For personal data from the EU or UK, we rely on safeguards recognised by those laws, such as the European Commission's Standard Contractual Clauses (with the UK Addendum) or a provider's certification under the EU-US Data Privacy Framework. Contact us for more detail.

15. How long we keep data

Where a law requires us to keep data longer, such as tax records, we keep it for that period. When we no longer need data, we delete or anonymise it.

16. How we protect it

• Encryption in transit (HTTPS) and at rest with our hosting providers.
• Named individual accounts, 2-step verification, least-privilege access, and regular access reviews.
• Contact-form uploads kept in private storage, with access limited to authorised staff.
• Written confidentiality obligations for our team and linguists.
• Checks on service providers before we use them.

17. Data breaches

If a personal data breach affects you, we'll notify you and the relevant authorities as the law requires, including the Data Protection Board of India and CERT-In where applicable. Where we process data for a client, we notify that client as our contract requires.

18. Your rights

Under India's DPDP Act, you can:

• get a summary of the personal data we hold about you and who we've shared it with
• ask us to correct, complete, update or erase it
• withdraw consent where we rely on it
• have your grievances addressed by us
• nominate another person to exercise your rights if you die or become incapacitated
• complain to the Data Protection Board of India, after first raising your grievance with us

Under the EU and UK GDPR, you can:

• access your personal data
• ask us to correct or erase it
• ask us to restrict how we use it
• receive it in a portable format
• object to our use of it, including an absolute right to object to direct marketing
• withdraw consent where we rely on it
• complain to your local data protection authority (in the UK, the Information Commissioner's Office)

19. How to exercise your rights

Email privacy@voxiis.io with your request. We may need to verify your identity before acting on it. We'll respond within 30 days. If a request is complex, we'll tell you if we need longer, as the law allows. We don't charge for requests unless they are clearly unfounded or excessive.

20. Grievance Officer

We aim to resolve grievances within one month of receiving them.

21. Children

Our website and services are for businesses and aren't directed at anyone under 18. If we learn we hold personal data about someone under 18, we'll delete it.

22. Marketing and opting out

Every marketing email we send includes an unsubscribe link. You can also reply "unsubscribe" or email privacy@voxiis.io, and to stop outreach on LinkedIn, just tell us. We keep a suppression list so we honour your choice.

23. Third-party links and services

Our site and emails may link to other websites and services, such as LinkedIn or a client's translation management system. We're not responsible for their privacy practices, so please read their policies.

24. Changes to this policy

When we update this policy, we change the version number and "Last updated" date at the top. If a change is material, we'll let you know by email or a notice on our website. Previous versions are available on request.

25. Contact us

Voxiis AI Solutions Private Limited
No. 3, Ground Floor, Chockalingam Nagar Main Road, Vellala Tenampet, Chennai 600 086, Tamil Nadu, India
Privacy and Grievance Officer: Melvine Rohan, privacy@voxiis.io