Privacy Policy

Last Updated: January 31, 2026

Voicase ("Voicase", "we", "our", or "us") is committed to protecting privacy and handling personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website and employee case management platform.

Voicase acts as a data processor on behalf of client organizations (the data controllers) when providing the platform. Client organizations are responsible for determining the purpose and legal basis for processing case-related personal data.

1. Information We Collect

Voicase does not collect personal data unless it is voluntarily provided or required to deliver our services.

The information we may process includes:

Information provided by organizations and authorized users during onboarding or communication
Case-related information submitted through the platform by employees or authorized users
System and audit logs generated as part of platform usage

Voicase does not intentionally collect special categories of personal data, such as health, religious, biometric, or political information.

2. How We Use Information

We process personal data only for legitimate business purposes, including to:

Provide, operate, and maintain the Voicase platform
Enable secure employee case reporting and management
Support compliance and legal obligations
Perform analytics and trend analysis at an organizational level
Improve product functionality and user experience
Manage billing, contracts, and customer relationships

Voicase does not sell personal data.

3. Legal Basis for Processing

Where applicable under data protection laws, Voicase processes personal data based on:

Contract performance, to deliver services agreed with our customer
Consent, where individuals voluntarily submit information through the platform
Legal obligations, where required to meet regulatory or compliance requirements

4. Data Storage and Hosting

Voicase is a cloud-based platform.

Data is hosted using secure cloud infrastructure providers (currently AWS, subject to change based on operational needs)
We offer local or regional data storage options where required by customer or regulatory needs.

5. Data Retention

Case data is retained only for as long as necessary to fulfil its purpose
Users or organizations may request deletion of case data after closure
Audit logs are retained for compliance, security, and accountability purposes

6. Data Sharing

Voicase shares data only with trusted third parties that support platform operations, such as:

Cloud hosting and infrastructure providers

All service providers are required to apply appropriate security and confidentiality measures.

Voicase does not share data for marketing or advertising purposes.

7. Data Security

We implement appropriate technical and organizational safeguards to protect data, including:

Encryption of data in transit and at rest
Role-based access controls
Secure authentication mechanisms
Audit logging and monitoring

Despite these measures, no system can guarantee absolute security.

8. User Rights

Where applicable, individuals may have the right to:

Request access to their personal data
Request correction of inaccurate information
Request deletion of personal data, subject to legal or contractual obligations

Requests can be made through the organization using Voicase or via the appropriate administrator.

9. Children's Privacy

Voicase does not knowingly collect or process personal data from children or minors.

10. Cookies

Our website uses necessary cookies only, which are essential for the website to function properly. These cookies do not track users for marketing or analytics purposes. (You may also refer to the cookies policy available).

11. International Data Transfers

Where data is transferred or accessed across borders, Voicase applies appropriate safeguards to ensure data protection in line with applicable laws.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website with an updated revision date.

13. Contact Information

If you have questions about this Privacy Policy or how Voicase handles data, please contact us through our official website or email us at hello@voicase.me.

Voicase Whistleblowing & Case Management is a Product of Hance Consulting FZE