Legal & Privacy
Last updated: 2 September 2026
VoxByt is a voice reporting app for teams: employees dictate short work reports, and management reads them grouped by project. This page explains what data is processed along the way.
1. Privacy Policy
1.1 Controller
Mayn GmbH
[Street and number]
[Postal code and city], Germany
Email: kontakt@voxbyt.de
1.2 Two roles – who is responsible for what?
Companies use VoxByt for their own employees, which creates two distinct roles:
- For employee data (name, reports, working time, project assignments) the customer company is the controller. Mayn GmbH processes this data on their instructions as a processor under Art. 28 GDPR. If you are an employee and want access or deletion, please contact your employer first.
- For management accounts (email, company profile, billing) and for running the website, Mayn GmbH is the controller.
1.3 What data is processed?
| Category | Specifically | Why |
|---|---|---|
| Management account | Email address, password (stored only as a hash), sign-up date, initialisation code | Login, linking to the company, abuse prevention |
| Company profile | Company name, industry, description, AI instructions, target language, print template including uploaded letterhead | Presenting and processing reports |
| Employees | Name, employee code, project assignments, status (active/disabled) | Password-free login, project mapping |
| Reports | Dictated or typed report text, working time in minutes, project, timestamps, read status | Core function of the app |
| Technical data | IP address, time, requested address, browser/device identifier – in our providers' server logs | Operation, security, troubleshooting |
We do not store voice recordings. Speech is converted to text by your device's or browser's speech recognition (see 1.6); only the finished text ever reaches us.
1.4 Purposes and legal bases
- Providing the app – Art. 6(1)(b) GDPR (contract) and (f) (the employer's legitimate interest in documenting work performed).
- Security (lockout after five failed logins, logs) – Art. 6(1)(f) GDPR.
- AI clean-up and translation of reports – Art. 6(1)(b) GDPR, as this is the agreed core function.
1.5 Service providers and recipients
We use the following processors:
| Service | Purpose | Data transferred |
|---|---|---|
| Vercel Inc. (USA) | Hosting of the website and APIs | All request data, server logs |
| Supabase Inc. (USA) | Database, authentication, file storage | All content data listed above |
| Anthropic PBC (USA) | Clean-up and translation of report text ("Claude") | Report text plus company name, industry, description and AI instructions as context |
| Google Ireland/LLC | Speech recognition on Android devices and in Chrome | Audio captured while dictating (see 1.6) |
Transfers to the USA rely on the EU Standard Contractual Clauses or – where the provider is certified – on the EU-US Data Privacy Framework.
According to the provider, text sent to Anthropic is not used to train AI models.
1.6 Speech recognition – please note
1.7 App permissions
- Microphone – only while a recording is active, for dictation.
- Photos/media – only when management uploads a letterhead as a print template.
Both permissions are optional and can be revoked in your operating system at any time.
1.8 Uploaded print templates
1.9 Cookies and local storage
VoxByt uses no advertising or analytics cookies and embeds no tracking services. Only strictly necessary data is stored:
- a signed session cookie for employee login,
- management sign-in data in the browser's or device's local storage,
- an expiry of at most 9 hours, after which you are signed out automatically.
A cookie banner is therefore not required.
1.10 Retention
- Reports, projects and employee data: for as long as the customer company keeps them – deletion happens on their instruction.
- Management accounts: until the account is deleted.
- Providers' server logs: according to their own retention periods, typically a few weeks.
- Statutory retention obligations (e.g. commercial and tax law) remain unaffected.
1.11 Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21 GDPR).
Contact kontakt@voxbyt.de – as an employee, please contact your employer first, since they are the controller for your data.
You also have the right to lodge a complaint with a data protection supervisory authority, for example the one responsible for our registered office: [insert competent authority].
2. Terms of Use
2.1 Scope
These terms govern use of the VoxByt website and apps, operated by Mayn GmbH.
2.2 Access
- Management registration requires an initialisation code issued by us.
- Employees sign in with a code from their employer plus their name. Codes are personal and must not be shared.
- After five failed sign-in attempts, access is locked for ten minutes.
2.3 User obligations
- Do not dictate or upload unlawful or offensive content, or content infringing third-party rights.
- Do not include special categories of personal data (e.g. health data) in reports.
- The employer ensures that use is permissible under employment law and that the works council has been involved where required.
2.4 Availability
We aim for reliable operation but do not guarantee any particular level of availability. Maintenance and upstream provider outages may cause interruptions.
2.5 AI-generated content
Dictated reports are automatically cleaned up and translated. Despite careful implementation, recognition and translation errors are possible. Review the text before sending – the author remains responsible for its accuracy.
2.6 Liability
We are liable without limitation for intent and gross negligence, and for injury to life, body or health. For ordinary negligence we are liable only for breach of material contractual obligations, limited to foreseeable damage typical for this type of contract. Liability under the German Product Liability Act remains unaffected.
2.7 Governing law
German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. Mandatory consumer protection provisions remain unaffected.
3. Deleting your data
You may request deletion of your account and associated data at any time.
How to request it
- Send an email to kontakt@voxbyt.de with the subject
Deletion. - State the email address of your account or – as an employee – your name and company.
- We confirm receipt and delete within 30 days.
What gets deleted
- Management account: credentials, company profile, print templates, projects, employee codes and all of the company's reports.
- Employees: name, code and project assignments. Reports already submitted form part of the employer's records; the employer decides whether to delete them.
Data we must retain under statutory obligations is excluded; it is blocked rather than deleted.
4. Support
Questions, bugs or requests? Write to kontakt@voxbyt.de. We usually reply within two working days.
Frequently asked
I don't have an access code. Employee codes are issued solely by your company's management from their dashboard.
The microphone doesn't work. Check the microphone permission in your system settings. You can always type the report instead.
My report is in the wrong language. Management sets the target language under "Manage company". You choose the language you speak yourself before recording.
I was signed out. For security reasons sessions expire after nine hours at the latest.
5. Legal Notice
Information pursuant to § 5 DDG (formerly § 5 TMG):
Mayn GmbH
[Street and number]
[Postal code and city], Germany
Represented by: [Managing Director]
Register court: [Local court], Commercial register: [HRB number]
VAT identification number pursuant to § 27a UStG: [VAT ID]
Email: kontakt@voxbyt.de
Responsible for content pursuant to § 18(2) MStV: [Name, address]
EU dispute resolution: The European Commission provides a platform for online dispute resolution: ec.europa.eu/consumers/odr. We are neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board.