Palabras AI: Privacy Policy

1. Introduction

Welcome to Palabras AI, a voice artificial intelligence and transcription platform developed and operated by Quality Health Inc. (“we,” “us,” or “our”). This Privacy Policy outlines how we collect, process, safeguard, and share your personal information when you interact with our applications, websites, and related services (collectively, the “Platform”). By accessing the Platform, you acknowledge the data practices described here. If you disagree with these terms, please discontinue your use of Palabras AI.

2. Information We Collect

To deliver our core transcription and AI services, we require specific data from our users. We categorize the information we collect as follows:

Privacy Mode & AI Model Training

To continuously improve our speech-to-text accuracy, Palabras AI may use anonymized snippets of your voice data and text corrections to train our language models. However, you have full control over your data through our Privacy Mode feature.

By toggling Privacy Mode ON within your account settings, your audio and text content will be processed strictly to deliver your immediate transcription and will be completely excluded from any AI model training or data review.

3. How We Use Your Data

Quality Health Inc. limits the use of your data to the following specific purposes:

• Platform Operations: To generate accurate transcriptions, maintain server stability, and deliver customer support.
• Service Enhancements: To refine our speech-to-text algorithms (subject to your active model-training opt-in).
• Essential Communications: To send account alerts, security notices, and billing receipts.
• Compliance & Security: To investigate suspicious activity, prevent fraud, and adhere to legal mandates.
• Marketing Activities: To provide relevant updates about Palabras AI features, which you may opt out of at any time.

4. Cookies and Tracking Technologies

We may utilize cookies and similar tracking beacons to remember your preferences and analyze how the Platform is utilized. We may partner with secure third-party analytics providers to understand user traffic. You reserve the right to disable cookies through your browser settings, though this may limit certain functionalities of the Platform.

5. Data Retention Protocols

We retain your personal information only for the duration required to fulfill the purposes outlined in this policy or to comply with legal obligations.

• Account data is kept active until you request deletion.
• Standard transcription data (audio files and resulting text) is retained in your account history to ensure you have continuous access to your past dictations and records. This data is kept until you manually delete specific entries or request the closure and deletion of your account.
• De-identified or aggregated data may be retained indefinitely for business analytics.

6. International Data Transfers

Quality Health Inc. operates globally. While you may reside in Europe or Latin America, your data may be securely transferred to and processed on servers located in the United States or other jurisdictions. We mandate that all international data transfers are protected by recognized legal frameworks, such as Standard Contractual Clauses, to ensure your privacy rights remain intact regardless of server location.

7. Data Disclosure and Sharing

We will never sell your personal information. We only share data under the following conditions:

• Trusted Service Providers: Cloud hosting networks, secure LLM processing partners, and payment processors who are legally bound to use your data solely for operational tasks.
• Corporate Restructuring: In the event of a merger, acquisition, or asset sale involving Quality Health Inc.
• Legal Directives: When compelled by valid subpoenas, court orders, or urgent requests from law enforcement to protect public safety.
• Enterprise Employers: If your account is provisioned by your employer, they may have administrative visibility over your usage metrics.

8. Global Privacy Rights (GDPR & Latin American Frameworks)

Palabras AI is designed with a global user base in mind, respecting comprehensive data protection laws across Latin America (such as Brazil’s LGPD) and stringent frameworks like the European GDPR.

If you reside within the European Union (EU) or the European Economic Area (EEA), your personal data is protected under the General Data Protection Regulation (GDPR). We are committed to taking reasonable steps to allow you to manage, alter, or remove your personal data from our systems.

Depending on your jurisdiction and under legally defined circumstances, you possess the following rights regarding your data:

• Access and Portability: To request a complete, machine-readable copy of the personal data we store about you.
• Rectification: To have your profile information updated or corrected if it is inaccurate or incomplete.
• Erasure (“Right to be Forgotten”): To demand the deletion of your account and associated voice data.
• Restriction: To request that we temporarily restrict or limit the processing of your personal information.
• Objection: To formally object to specific types of data processing.
• Withdrawal of Consent: To withdraw previously granted consent at any time (e.g., enabling Privacy Mode instantly revokes consent for AI model training without facing service penalties).

Fulfilling Your Requests:

To exercise these rights, please contact our dedicated privacy team at privacy@palabrasai.com. For your security, we may require you to verify your identity before processing such requests. Please note that certain data is strictly necessary to provide the Palabras AI services; restricting processing or requesting deletion may impact your ability to use the Platform.

Lodging a Complaint:

If you believe we have not adequately addressed your privacy concerns, you maintain the right to lodge a complaint regarding our data collection practices with your local Data Protection Authority within the EEA.

9. Security Standards

We deploy robust administrative, encrypted, and physical safeguards to defend your voice data against unauthorized access. While we utilize industry-leading security protocols, no internet-based service can guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

10. Children’s Privacy

Palabras AI is not intended for users under the age of 18. To use the Services, you must be at least 18 years of age. We do not intentionally gather personal information from minors. If a parent or guardian discovers that a minor has created an account, they should contact us immediately to facilitate the deletion of that data.

11. Changes to This Privacy Policy

We’ll update this Privacy Policy from time to time. When we make changes, we’ll update the effective date at the top of the policy. If a modification meaningfully reduces your rights, we will notify you (for example, by sending you an email or displaying a prominent notice within the Platform). The notice may designate a reasonable period after which the new terms will take effect. Modifications will not apply retroactively. We encourage you to check back periodically to review this Privacy Policy for any changes since your last visit. This will help ensure you better understand your relationship with us, including the ways we process your personal data.

12. Contact Information

For inquiries regarding this Privacy Policy, to exercise your regional data rights, or to report a security concern, please reach out to Quality Health Inc.:

• Privacy Team Email: privacy@palabrasai.com
• General Support: support@palabrasai.com