Privacy notice
Updated 30 October 2026. Voxum is run from Texas, in the United States. Write to privacy@heartdok.dev with any question about your data.
If you joined a room
- You don't need an account, an email address or a phone number. The room gives you a made-up name unless you pick your own.
- Your answers go to the host who runs the room. The room screen shows totals, never who answered what. The host can download them, or save them to their own Google Drive, OneDrive or Dropbox.
- Questions you ask are anonymous unless you tick Show my name.
- Erase my answers and leave, behind your name at the top of your phone and on the session's last slide, removes everything you answered in that session.
- Notes you write stay on your phone and nowhere else.
- No ads, no trackers and no one else's analytics scripts run on the page. Our own script tells us when the page breaks or runs slowly, with nothing that names you.
The host decides what the session asks and what happens to the answers. For a session's answers we act on the host's behalf, so the host is the one to ask first about how they use them. You can also write to us.
What we collect and why
When you join a room
| What | Why | Who sees it |
|---|---|---|
| The name you go by and the avatar you pick | To show you on the leaderboard and on the host's screen | The host, the room screen, others in the room on a leaderboard |
| Your answers, reactions, appeals and questions | To run the activity the host started and give the host the results | The host. The room screen shows totals, and text answers only once the host releases them |
| A random seat token in a cookie | To keep your seat when your connection drops | Nobody. It holds no name |
| Your voice, if the host hands you the microphone | To play it on the room screen while you hold the floor | Everyone in the room. We relay it live and record nothing |
Your phone keeps your notebook (notes you write and the answers you gave) in its own storage. It never reaches us. It clears itself after 30 days, or when you clear the site's data.
When you join by text message
If a room takes texts and you text it, the provider that carries the message (see who handles data) gets your number and your messages under its own policy. We turn your number into a keyed hash as it arrives and never store the number itself. We forget which room you were in a day after your last text, and at once if you text STOP.
When you host
| What | Why |
|---|---|
| The presentations and files you upload, and each version of them | To show them in your room and keep your library |
| A library key in a cookie, or in your agent's settings | To let you, and the agents you hand the key to, into your library |
| The notes you write for later, and the session's results | To give you the recap and the download |
| A session's takeaways, which a model on our cloud provider's network writes from its answers, questions and ideas | To give you a short summary on the recap. They're kept, sealed, for as long as the session's answers |
| Your voice, when you press Record on your screen, and the words a model on our cloud provider's network hears in it, beside each frame you showed while you spoke | To give you the take to download and the talk to hand your own AI for feedback. The audio is kept, sealed, for 7 days; the words for as long as the session's answers. Your mic may pick up the room too: the room screen shows Recording from before your mic starts until it stops, and it's still good to tell the room |
| Your email address and sign-in times | To let you sign in, and while Voxum isn't open yet, to check you're on the list of hosts let in. Our sign-in provider holds the email; we keep only its id for you |
You sign in with a passkey, a code we email you, or your Google account. If you use Google, Google tells our sign-in provider your name, email address and profile picture, and we use only the email, to let you in. Voxum's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Files you upload are served from a separate address to anyone who holds their link, so they load fast on every phone. Don't upload a file you wouldn't show the room.
When you open a presentation from Google Drive, OneDrive or Dropbox, or save a session's answers to one, your browser signs in to that service and talks to it directly, under your own account and its terms. Our servers never get the sign-in, your account or your file list: the file you open reaches us as an upload does, and the answers you save go from your browser to the service. The sign-in lives in that browser tab and goes when you close it.
For everyone
To keep the service up and stop abuse, our servers see your IP address with each request. We use it as a rate-limit key for one minute and don't store it. Our logs hold room codes, timings and errors, kept 7 days, and no names or addresses.
We count how the product is used on our servers (rooms opened, answers sent, how long our servers took), in totals that name no person, no device and no address.
Our pages tell our servers when they hit an error and, on one visit in ten, how fast they drew, how fast they answered a tap and how busy they kept the device's processor. Each report holds the kind of page, the browser's name and version, whether the device is a phone, a tablet or a computer, and the error's message with any quoted text, link, email address or long number taken out. It holds no name, address, room code or anything you typed, and we keep it 3 months.
When Voxum's editor opens inside an AI chat, it tells our servers how long that took and how long each step took on the way, with the chat app's name for itself, and nothing else. We keep that 3 months too.
What we don't do
- We don't sell or share personal information, for money or for advertising.
- We don't show ads, and no third-party tracker or analytics script runs on our pages. The only scripts from others are Google's and Dropbox's, which load on a host's library or recap page when the host opens from or saves to that service.
- We don't send what you upload, answer or say to an AI company. A recap's takeaways, and the words in a host's recorded take, come from models Cloudflare runs on its own network, which keep nothing once they have answered. If a host connects their own AI agent, that agent works for the host under the host's terms with its maker.
- We don't use your answers or uploads to train any model.
Health information
Voxum is not built for health records, and our terms forbid uploading patient details or asking a room for them. We don't sign business associate agreements. If we find patient details, we tell the host, offer them a download, and delete the details within 30 days.
How long we keep it
| What | Where | How long |
|---|---|---|
| A session's answers, reactions, the room's questions and the host's notes, with its recap and download, and what the host said in a take they recorded | Voxum | 30 days on the free plan, 1 year on a paid one or 90 or 30 days as the host picks, after the room's last screen closed, unless the host deletes them sooner |
| The audio of a take the host recorded | Voxum | 7 days after the take started, unless the host deletes the session sooner |
| A room people can rejoin: seats and names | Voxum | 7 days after the host and the room screen leave |
| A participant's notebook | Their own phone | 30 days after its last change |
| A texter's link to their room | Voxum | 1 day after their last text, or until they text STOP |
| Presentations, their versions and links, and the editor's copy | Voxum, in the host's library | Until the host removes them |
| A presentation's files | Voxum | Until the host removes the presentation; files uploaded before 25 October 2026 are kept |
| Pictures of a presentation's frames the host's agent looked at | Voxum, in the host's library | Until the host next removes or uploads a presentation, and at most 30 days after each was drawn |
| Logs | Cloudflare | 7 days |
| An IP address as a rate-limit key | Voxum | 1 minute |
| A host's account, once sign-in is on | Voxum | Until the host deletes it |
Our cloud provider keeps a restorable history of its databases for 30 days. Something you or a host deletes is gone from Voxum at once and leaves that history 30 days later.
Who handles data for us
We run on Cloudflare, which stores and serves everything above. Other providers join only when the feature that needs them is switched on. The list of who handles data names each one, what it gets and where.
Voxum is run from the United States, and Cloudflare serves each request from a data center near the person making it. When personal data from the EU, the UK or Switzerland comes to the United States, we rely on the European Commission's Standard Contractual Clauses and the UK's addendum to them.
Cookies
Every cookie we set is needed for the page to work, so we don't ask for consent. None is used for advertising or tracking across sites.
| Cookie | What it does | How long |
|---|---|---|
s.<room> | Keeps a participant's seat | 1 day; 400 days for a self-paced link |
h.<room> | Lets the host run their room | 7 days |
l | Opens the host's library | 400 days |
a | Remembers that the library belongs to a signed-in host | 400 days |
si | Carries a sign-in to its return | 10 minutes |
g | Lets a host on the list in while Voxum isn't open yet | 30 days |
Your rights
Depending on where you live, you can ask us to tell you what we hold about you, give you a copy, correct it, delete it, or stop using it, and you can object to how we use it. Californians can also ask what we collect, and we don't sell or share it. Write to privacy@heartdok.dev. We answer within 30 days and don't charge for it.
Some of these you can do yourself. Erase my answers and leave removes your answers from a session. A host can permanently delete a session from its recap.
Because participants join without an account, we may need you to tell us the room code and roughly when you joined to find your answers. We can't find a texter's messages from a number alone without asking the provider to confirm it.
If you're in the EU, the UK or Switzerland, you can also complain to your data protection authority.
Our legal bases
Where the EU's or the UK's GDPR applies:
- For a session's answers, the host is the controller and we are their processor. The host chooses the basis.
- For host accounts and the library, we rely on our contract with the host.
- For security, abuse prevention, and product counts and reports of errors and speed that name no one, we rely on our legitimate interest in running a safe, working service.
Children
Voxum is not directed at children under 13. A school or teacher may run a room for younger students only with the school's or a parent's consent, as our terms require. If you think a child under 13 gave us personal information without that consent, write to us and we'll delete it.
Security
Every connection is encrypted. A host's library opens only with its key. Phones get only their own answers back, never anyone else's. Cloudflare encrypts what it stores. If a breach puts your information at risk, we tell the hosts it affects without undue delay, and the authorities and people the law requires us to tell.
Changes
We'll date every change here. If a change affects how we use what you already gave us, we'll tell hosts before it takes effect.