Privacy Policy
This policy explains how VoicePro processes the personal data you give us through the website www.voicepro.bg and its sign-up form. We have tried to keep it plain. If anything is unclear, write to us at info@voicepro.bg.
1. Controller
The controller is VoicePro [legal form], company ID [company ID], registered office and address: [address].
- Email: info@voicepro.bg
- Phone: [phone]
For any question about your personal data, contact us at the email address above.
2. What this policy covers
This policy applies to:
- visits to the website www.voicepro.bg;
- the sign-up form for the free training session and for the offer “the first 100 doctors get 10 hours free”;
- our follow-up communication with you about your request.
It does not cover the processing of patient data in the VoicePro dictation platform. For that data the customer (the doctor or healthcare provider) is the controller and VoicePro acts as processor. This is governed by the Terms of Use and the Data Processing Agreement that forms part of them.
3. Data we process
When you fill in the form, we process:
| Data | Required |
|---|---|
| Name | yes |
| Email address | yes |
| Phone | yes |
| Specialty | yes |
| City | yes |
| Clinic / practice | no |
| Preferred training time (morning, afternoon, evening) | no |
| Language of the form (Bulgarian or English) | automatic |
| Date and time you acknowledged this policy, and its version | automatic |
| Consent to receive product news, and the date and time it was given | no (separate consent) |
We also keep administrative notes on your request: whether and when your email was verified and how (via Google or via a link), the status of the request (e.g. “contacted”, “training held”, “hours granted”) and internal notes by our staff about organising the training.
Sign up with Google. If you choose “Sign up with Google”, Google gives us your name and email address to confirm that the email is yours. We do not receive your password and get no access to your Google account. Google’s own privacy policy applies to Google’s processing.
IP addresses. We do not store IP addresses. Our hosting and anti-spam provider (Cloudflare) processes your IP address technically to deliver the website and to run the check against automated submissions (see sections 8 and 10).
4. Purposes and legal bases
| Purpose | Legal basis (Art. 6(1) GDPR) |
|---|---|
| Organising and holding the free training session at your request | (b) steps taken at your request before entering into a contract; where needed also (f) legitimate interest |
| Granting the offer “the first 100 doctors get 10 hours free” and checking that each doctor receives it only once | (b) and (f) our legitimate interest in applying the offer’s conditions |
| Contacting you about the service and your request | (f) our legitimate interest in responding to the interest you expressed |
| Verifying your email and protecting the form from abuse and spam | (f) our legitimate interest in security and data accuracy |
| Proving which version of this policy you saw and the consent you gave | (f) our legitimate interest in being able to demonstrate compliance with the GDPR (Art. 5(2) and Art. 7(1)) |
| Sending product news | (a) your separate, freely given consent |
We send product news only if you ticked the separate box for it. You can refuse or withdraw this consent at any time; this does not affect the training session or the offer.
Where we rely on legitimate interest, we have assessed that your interests and rights do not override it, because the data is limited to what is necessary, you provided it yourself and you reasonably expect us to contact you. You have the right to object (section 11).
5. Do you have to provide the data?
Providing the data is voluntary. Without the required fields, however, we cannot organise the training session or grant the offer. You may leave out the fields marked as optional.
6. Email verification
Your email is verified in one of two ways:
- through “Sign up with Google”, in which case Google confirms that the address is yours; or
- through a confirmation link we send to the email you typed. The link is valid for 7 days. We store it only in protected (hashed) form, from which the link itself cannot be reconstructed.
We do not process unverified submissions further: our team receives a submission in the info@voicepro.bg mailbox only after the email address is verified. Unverified submissions are deleted automatically at the next automatic processing run, but not earlier than 7 days after submission.
7. Retention
| Data | Period |
|---|---|
| Unverified submissions | deleted automatically at the next automatic processing run, but not earlier than 7 days after submission |
| Verified submissions where no service contract follows | until you ask us to delete them; when we review submissions, we delete those where 12 months have passed since our last contact with you |
| Verified submissions where you enter into a service contract | for the term of the contract and afterwards for the periods set out in the Terms of Use and applicable law [period] |
| Consent to product news | until withdrawn; we keep the record of the consent given and withdrawn for [period] to be able to demonstrate compliance |
| Copy of a verified submission in the info@voicepro.bg mailbox (notification email) | same period as the submission itself |
When these periods end, we delete the data or irreversibly anonymise it.
8. Recipients and processors
We do not sell your data or pass it to third parties for their own marketing. We use the following providers, who process data on our behalf and on our instructions:
| Provider | Role |
|---|---|
| Google Cloud (Google) | database and server-side processing of submissions; region europe-west1 (Belgium) |
| Google Workspace (Google) | email: sending the confirmation link, correspondence with you, and the copy of each verified submission we receive in the info@voicepro.bg mailbox |
| Cloudflare | website hosting (Cloudflare Pages), anti-spam protection of the form (Cloudflare Turnstile), cookieless traffic analytics (Cloudflare Web Analytics) |
When you use “Sign up with Google”, Google processes the sign-in data as an independent controller.
We may disclose data to public authorities where the law requires us to.
9. Transfers outside the EU
The database holding your submission is located in the EU (Belgium). Google and Cloudflare are international providers and, in providing their services, may process data outside the European Economic Area, including in the United States. Such transfers rely on the standard contractual clauses approved by the European Commission and/or the provider’s certification under the EU-U.S. Data Privacy Framework. You may request a copy of the applicable safeguards at info@voicepro.bg.
10. Cookies and analytics
We set no cookies and use no advertising tracking. That is why we show no cookie banner.
- Cloudflare Web Analytics counts visits in aggregate, without cookies and without giving us data that identifies you.
- Cloudflare Turnstile runs a check that the form is filled in by a person and not by an automated program. To do so, Cloudflare processes technical data about your browser and connection.
- “Sign up with Google”. Google’s sign-in service is loaded only when you click the “Sign up with Google” button. Once you choose to sign in with Google, Google may set its own cookies under its own rules.
11. Your rights
Regarding your personal data, you have the right to:
- access — find out whether and what data we process and receive a copy;
- rectification of inaccurate or incomplete data;
- erasure (“right to be forgotten”);
- restriction of processing;
- data portability — receive the data you gave us in a structured, machine-readable format, where processing is based on consent or contract;
- object to processing based on legitimate interest, and to direct marketing at any time without giving reasons;
- withdraw your consent at any time (section 12);
- not be subject to a decision based solely on automated processing. We make no such decisions and do no profiling.
To exercise your rights, write to info@voicepro.bg. Requests are handled by our team — for example, on an erasure request we delete your submission from the database and its copy in the info@voicepro.bg mailbox. We reply without undue delay and at the latest within one month. For complex or numerous requests this may be extended by two further months, and we will tell you if so. We may ask for additional information where we need to confirm your identity.
12. Withdrawing consent
You can withdraw your consent to product news at any time by writing to info@voicepro.bg or through the unsubscribe link in the message. Withdrawal does not affect the lawfulness of processing before it.
13. Right to complain
If you believe we process your data unlawfully, you may lodge a complaint with the Bulgarian Commission for Personal Data Protection (Комисия за защита на личните данни, КЗЛД):
- address: 2 Prof. Tsvetan Lazarov Blvd., Sofia 1592, Bulgaria
- website: www.cpdp.bg
You may also complain to the supervisory authority of the EU Member State where you live or work or where the infringement took place. We would appreciate the chance to resolve the matter with you first.
14. Security
We apply appropriate technical and organisational measures to protect the data: encrypted connections (HTTPS), access only for VoicePro team members who handle customer enquiries, confirmation links stored only in hashed form, and automatic deletion of unverified submissions.
15. Changes to this policy
We may update this policy. Each version has a number and an effective date, shown at the top. If we make material changes, we will notify you by email while your request is still being processed.
16. Language versions
This policy is drawn up in Bulgarian and English. If the two texts differ, the Bulgarian text prevails.
17. Contact
VoicePro, company ID [company ID], [address] Email: info@voicepro.bg