Privacy Policy

This Privacy Policy explains how VocaBase collects, uses, and protects your information when you use our language learning service.

1. Information We Collect

We collect information to provide, personalize, and improve your learning experience:

• Account Data: Your email address, optional username or name, and a protected password hash rather than your plain-text password. We also assign guest IDs for users who start learning before creating an account.
• Learning Data: Your learning history, review results, progress, dialect choices, and device preferences.
• Personalized Content: Your private typed goals and the custom vocabulary generated for you. Your personalized vocabulary is kept private and is not published to the shared public library.
• Audio (Optional): If you record a voice note about what you want to learn or practise, we process the recording to create personalized vocabulary. Recording requires your microphone permission; you can turn that permission off in device or browser settings and type your ideas instead.
• Technical & Session Data: Session identifiers, browser or device storage data for your session, settings, and offline content. Please note that clearing your local storage may cause you to lose unsynced progress.

2. How We Use Your Information

We process your data for the following purposes:

• Providing sign-in and account syncing functionality across devices.
• Delivering your learning experience, including personalization and pronunciation features.
• Maintaining security, resolving bugs, and providing support.
• Managing optional recurring billing on the web via Stripe.

3. Microphone and Audio Processing

When you choose to record and submit a voice note, the recording is sent to our server and Google Gemini to understand your request and generate vocabulary. Our current voice-note flow processes new raw recordings without adding them to a permanent server-side recording library. We retain private generated words, brief context summaries, and request metadata so you can use the results and continue learning. Your device may hold a recording while you retry a request. Third-party handling and retention are also subject to the provider's terms; contact us with questions about a particular recording or deletion request.

4. Third-Party Service Providers

We use the following providers to deliver the service. Depending on the provider, processing may take place outside your home country. Their own privacy notices and service terms also explain how they handle information:

• Google Gemini: Receives your voice or typed goals, chosen dialect, themes, learner level, and optionally your first name or private context summaries to generate personalized vocabulary.
• Microsoft TTS: Receives pronunciation text to generate spoken audio for your flashcards.
• Replit: Hosts our service infrastructure and database.
• Resend: Handles email delivery when we need to contact you.
• Stripe: Handles payment details directly during optional web checkout. VocaBase stores customer and subscription references and billing status to manage access; our app does not collect your card details in its own payment form. The native mobile launch is free and does not offer in-app purchases.
• CDNs & Fonts: Google Fonts and content delivery networks may receive ordinary technical request data (like IP addresses) when you load the app.

5. Data Retention

We keep account details, learning progress, preferences, and private vocabulary for as long as needed to provide the service. Support correspondence, billing records, and technical logs may need to be kept for security, dispute resolution, or legal obligations. You can request deletion of your account and personal data by email. Some records or backup copies may remain where necessary; you can ask which information is retained and why. We handle requests in accordance with applicable data-protection law.

6. Security

We use HTTPS, password hashing, and access controls to protect your data. However, no digital service is completely secure. Keep your account credentials private and contact us if you suspect unauthorized access.

7. Your Rights

Depending on your applicable local laws, you may have rights regarding your personal data. These may include the right to access, correct, delete, port, restrict, or object to our processing, as well as the right to withdraw optional permissions and file a complaint with a regulator.

8. Contact Us

For questions about your privacy or to exercise your data rights, contact VocaBase at support@vocabase.app.

For deletion requests, use the subject line "Delete my account" and write from your account email address where possible. We may need to verify account ownership before providing or deleting personal information.