VocaTrans Terms of Use

1. Eligibility and Account Types

VocaTrans is a communication and translation service designed to help people understand and communicate with one another more clearly.

VocaTrans may be offered through both individual accounts and organization accounts. There is no specific age requirement to use VocaTrans, as the service is designed around voice-based communication.

Organizations, including businesses, government agencies, law enforcement agencies, healthcare organizations, and other institutions, may establish organization accounts for authorized users.

2. Organization Accounts and Administration

An organization account may be established and managed by the organization owner or another person authorized by the owner.

The organization owner may designate administrators and users. Administrators may be given permissions to manage users, account settings, and available VocaTrans services.

Organization accounts may provide users with allocated translation minutes based on the organization's plan.

3. Translation Minutes

VocaTrans services operate using allocated usage minutes.

Individual and organization accounts may have different included minute allocations based on their applicable plans.

Unused minutes may be eligible to roll over. On Growth and Business plans, 100% of unused included monthly minutes roll over and expire 30 days after the end of the cycle in which they were issued; the oldest eligible minutes are used first. The Solo plan's included monthly minutes expire at the end of each monthly cycle and do not roll over. Separately purchased Solo prepaid top-up minutes do not expire.

Specific plan limits, usage allowances, and applicable charges are provided separately with the applicable VocaTrans plan.

4. User Responsibilities

Users are responsible for:

• Maintaining the security of their account credentials.
• Using VocaTrans responsibly.
• Providing accurate account information when required.
• Using the service only for lawful purposes.
• Understanding that AI-generated translations may not always be perfect.
• Using appropriate judgment when a conversation involves sensitive, legal, medical, emergency, or other critical information.

5. Consent and Responsible Use

VocaTrans must not be used to secretly monitor, spy on, or intentionally record another person without their knowledge or consent where consent is required by applicable law.

Users are responsible for obtaining any consent required for their use of VocaTrans.

6. Translation Accuracy and Limitations

VocaTrans is designed to provide fast, natural, real-time translation and communication assistance.

Because VocaTrans uses artificial intelligence and automated speech and translation technologies, translations may occasionally contain errors, omissions, misunderstandings, or inaccuracies.

Users should exercise appropriate judgment when using VocaTrans for important or sensitive communications.

VocaTrans is not intended to replace a certified or qualified interpreter when one is required by law, regulation, policy, or circumstance.

7. Privacy and Data Storage

VocaTrans is designed so that the content of live conversations is not retained. Audio is processed to produce translations and is not stored by VocaTrans after a session.

VocaTrans does not store full conversation transcripts or recordings of what was said.

To operate accounts and provide the service, VocaTrans stores limited session information, which may include session duration, the languages used, the interpretation mode selected, usage minutes, and the number of conversation turns.

At the end of a session, VocaTrans may generate a short, high-level summary of the conversation along with approximate timestamps. Summaries are generated to help users recall what a session covered. Personal contact details such as email addresses and phone numbers are removed from summaries before they are stored.

When a user actively corrects a translation during a session, VocaTrans may store the corrected sentence pair for the purpose of improving translation quality. Only sentences a user has corrected are eligible for this storage. Personally identifiable information such as names, email addresses, phone numbers, and identification numbers is removed before storage, and no audio is stored with these pairs.

Organization accounts may maintain an organization translation memory of preferred terminology and phrasing rules. This memory is managed by organization administrators and applies to future translations for that organization.

Certain helpful context, such as session notes used to improve translation accuracy, exists only within the user's browser during an active session and is cleared when the session ends. This context is not written to VocaTrans logs, analytics, databases, or error reports.

Users and organizations may have control over certain optional storage settings, subject to the applicable VocaTrans service.

8. Voice, Tone, and Conversation Data

VocaTrans processes voice and related information as necessary to provide its translation and communication functionality.

VocaTrans may analyze speech characteristics, including tone and other conversational signals, when required for features that help produce a more natural translated conversation.

VocaTrans waits for complete thoughts before translating, and speech is processed for translation rather than retained as a record of the conversation.

VocaTrans performs verification checks intended to ensure that no prohibited audio or recognizable personally identifiable information from conversations is stored in its systems.

9. Custom Terminology

VocaTrans may provide organizations with the ability to establish custom terminology.

Custom terminology may include preferred names, agency terminology, department names, specialized vocabulary, commonly used phrases, or other organization-specific language.

For example, a hospital may establish preferred department names or commonly used medical terminology, while a government agency may establish preferred agency names or terminology used by its employees.

Custom terminology is intended to help provide more consistent translations.

Organization administrators may review and remove entries in their organization translation memory at any time.

10. Third-Party Technology Providers

VocaTrans relies on third-party technology providers and APIs to provide certain portions of its services, including speech recognition, translation, voice generation, and related functionality.

These providers may process information as necessary to perform the services they provide to VocaTrans.

VocaTrans uses third-party services as part of its technology infrastructure and takes steps intended to protect information processed through the service.

11. Security

VocaTrans performs ongoing security checks and monitoring of its software and systems as part of its efforts to protect users and their information.

As part of those checks, VocaTrans verifies that no prohibited audio or personally identifiable information (PII) is stored in its systems and monitors protected credentials and service configuration for missing or unsafe settings.

No technology system can be guaranteed to be completely secure. VocaTrans works to identify and address potential security issues and reduce unnecessary risks to user information.

12. Prohibited Activities

Users may not use VocaTrans to:

• Conduct unlawful activities.
• Attempt to gain unauthorized access to VocaTrans systems.
• Interfere with or disrupt the service.
• Attempt to bypass usage restrictions or security controls.
• Abuse or exploit the service.
• Secretly monitor or record individuals where prohibited by applicable law.
• Use the service in a manner that violates applicable laws or regulations.

13. Violations and Account Suspension

If VocaTrans determines that an account has violated these Terms of Use, VocaTrans may take appropriate action.

VocaTrans generally intends to provide a warning and an opportunity to address a violation before suspending an account when circumstances reasonably allow.

However, VocaTrans may take immediate action when necessary to protect users, the service, security, or comply with applicable law.

14. Subscriptions, Payments, and Refunds

Paid VocaTrans services are subject to the pricing, usage limits, and terms presented with the applicable plan.

Plans may include a specific number of translation minutes. Additional usage may be subject to applicable overage charges.

Applicable prices, minute allocations, and other plan-specific terms are provided at the time of purchase.

Refunds may be provided according to the applicable VocaTrans refund policy and the circumstances of the purchase.

15. Service Availability and Changes

VocaTrans is provided using technology and infrastructure that may occasionally experience interruptions, maintenance, technical problems, or temporary unavailability.

VocaTrans may improve, modify, add, or remove features as the service develops.

Where appropriate, VocaTrans may provide notice of significant changes.

16. Intellectual Property

VocaTrans and its software, branding, designs, technology, and related materials are owned by or licensed to VocaTrans and are protected by applicable intellectual property laws.

Users and organizations retain rights to content they provide to VocaTrans, subject to the permissions necessary for VocaTrans to provide the requested services.

Nothing in these Terms transfers ownership of VocaTrans's software, branding, or technology to a user or organization.

17. Termination

A user or organization may discontinue use of VocaTrans at any time, subject to any applicable subscription or payment terms.

VocaTrans may suspend or terminate an account when necessary because of violations of these Terms, misuse of the service, security concerns, nonpayment, or legal requirements.

Where reasonably appropriate, VocaTrans may provide notice before termination or suspension.

18. Limitation of Liability

To the maximum extent permitted by applicable law, VocaTrans will not be responsible for indirect, incidental, consequential, special, or other damages arising from the use of or inability to use the service.

VocaTrans does not guarantee that every translation will be completely accurate or that the service will always be available without interruption.

Nothing in these Terms is intended to limit liability that cannot legally be limited under applicable law.

19. Indemnification

To the extent permitted by applicable law, users and organizations may be responsible for claims, damages, liabilities, or expenses resulting from their unlawful use of VocaTrans, violation of these Terms, or misuse of the service.

20. Governing Law and Disputes

These Terms of Use are governed by the laws of the State of Tennessee, without regard to conflict-of-law principles.

Any dispute arising from or relating to these Terms or the use of VocaTrans will be handled in accordance with applicable Tennessee law.

21. Changes to These Terms

VocaTrans may update these Terms of Use as the service develops or as legal, regulatory, security, or operational requirements change.

Material changes may be communicated through the VocaTrans website, account, email, or other appropriate means.

Continued use of VocaTrans after the effective date of updated Terms constitutes acceptance of the updated Terms, to the extent permitted by applicable law.