RecCloud VoiceCap Privacy Policy

Update date: June 26th, 2025

Effective date: June 26th, 2025

RecCloud VoiceCap is a speech-to-text software application provided by WANGXU TECHNOLOGY (HK) CO., LIMITED (hereinafter referred to as "we," "our," or "us"). We are committed to protecting your personal information and have implemented industry-standard security measures to safeguard it. This Privacy Policy explains how we collect, store, use, share, disclose, and delete your personal information, as well as how you may exercise your rights concerning your personal data. Please read this Privacy Policy carefully before using RecCloud VoiceCap to ensure that you fully understand our practices regarding your personal information. This policy mainly includes the following contents:

How We Collect and Use Your Personal Information

Personal Information We Collect

RecCloud VoiceCap may collect and use your personal information for the purposes described below and in the following business scenarios:

1. Account Registration and Login. When you log in to RecCloud VoiceCap, you are deemed to agree to register an account. You may choose from the following login from the following options:

• Mobile number login: You will need to provide your phone number.
• Third-party account login (e.g., social media platforms): You may need to provide your profile picture and nickname from the third-party account.
• Email login: You will need to provide your email address.

Please note that any third-party accounts are provided by entities other than RecCloud VoiceCap. When registering or using a third-party account, you are subject to the privacy policy and terms of that third-party service provider. All personal data collected, used, shared, or transferred by such third parties are governed solely by their respective privacy policies. By authorizing a third-party account to access RecCloud VoiceCap services, you are deemed to have agreed to the third party’s privacy policy and consented to their collection, use, and processing of your personal data accordingly. Additionally, logging in via a third-party account is equivalent to the creation of a new RecCloud VoiceCap account.

We utilize a unified account system. When you register for a RecCloud VoiceCap account, the same account credentials may also be used to log in to and access RecCloud, a software solution that provides screen recording and audio/video processing services. The user data of both applications may be linked and synchronized.

2. Providing Speech-to-Text Services

This feature relies on the audio content you provide, so we collect your audio files. After processing your request, we do not reprocess, analyze, or share your data externally. We also provide history records for your future queries, downloads, or further processing.

3. Ensuring Network and Operational Security

To protect your account, ensure the stability and security of our systems, and prevent phishing attacks, malware, and fraud, we may collect information related to your device, including hardware serial number, MAC address, and storage information. We may also collect crash logs, error messages from gateway systems, and other operational data to support diagnostics, anti-cheat measures, and analytical services, including those related to message sharing to target devices or social media accounts.

4. Payment Processing

If you make a purchase within RecCloud VoiceCap, you may use a third-party payment provider (such as PayPal; collectively referred to as “Payment Providers”) to complete your transaction. To facilitate this, we will share your order number, transaction amount, and transaction details with the respective Payment Provider to confirm your payment instruction and complete the transaction.

5. Invoice Issuance

If you request an invoice, you may need to provide additional information, including the invoice title, recipient email address, and other billing details such as purchaser name or company name, depending on your invoicing needs.

6. Notifications

RecCloud VoiceCap may occasionally send essential product or service-related notices via email, SMS, or other channels. These messages are considered necessary for the proper functioning of the service and cannot be opted out of.

7. Customer Support

When you contact our customer support team for assistance, we may use your account details and order history (if applicable) to verify your identity and purchase records. We may also collect device data and any additional information you provide—such as email content, screenshots, documents, or transcripts of phone conversations with our support personnel—to help diagnose and resolve your issue.

8. Surveys and Inquiries

We may collect information that you voluntarily provide through survey responses, customer support inquiries (via hotline, email, forums, or social media platforms), including your name, company name, phone number, email address, and the content of your inquiry or feedback.

System Permissions We May Request

When you use certain features within RecCloud VoiceCap, we may request access to specific system permissions that are necessary for the functionality of those features. If you choose not to grant a requested permission, you may click “Deny” or “Disagree.” Denying a permission request will only limit your access to the corresponding feature and will not affect your ability to use other parts of the application.

Below, we outline the types of permissions that may be requested by RecCloud VoiceCap and the purposes for which they are used:

How We Share, Transfer, and Disclose Your Personal Information

Sharing

RecCloud VoiceCap will not share your personal information with any company, organization, or individual outside of RecCloud VoiceCap, except in the following cases:

• With Your Explicit Consent: We may share your personal information with third parties if we have obtained your clear and affirmative consent.
• Compliance with Legal or Regulatory Requirements: We may share your personal information as required by applicable laws and regulations, legal processes, enforceable governmental requests, or judicial rulings.
• Sharing with Authorized Partners: For the purposes outlined in this Privacy Policy, some of our services may be provided by authorized third-party partners. We may share certain personal information with these partners in order to deliver better customer service and user experience. We will only share your personal information for lawful, legitimate, necessary, specific, and explicit purposes, and only the information that is required to fulfill those purposes. Our authorized partners are not permitted to use the shared information for any purpose other than the services agreed upon. For example, with your prior consent, RecCloud VoiceCap may share limited, anonymized data with advertising and analytics partners to measure the reach and effectiveness of advertising, but will not share personally identifiable information. Such data may be aggregated, anonymized, or de-identified to ensure it cannot be used to identify you.

Transfer

RecCloud VoiceCap will not transfer your personal information to other companies, organizations, or individuals, except in the following cases:

• With Your Explicit Authorization or Consent: We may transfer your personal information if you have given prior explicit consent.
• Legal or Governmental Requirements: We may transfer your personal information to comply with laws, legal procedures, mandatory government requests, or judicial rulings.

Disclosure

RecCloud VoiceCap will only disclose your personal information under the following circumstances:

• With Your Explicit Consent: We may disclose your personal information if you have given explicit permission.
• Public Announcements (e.g., Contests): If we publish winner lists, we will display only anonymized phone numbers or account usernames.
• Aggregated and Non-Identifiable Data: We may publicly disclose or share statistically processed, non-personally identifiable big data analytics with third-party partners.

Cookies and Similar Technologies

Cookies

To ensure proper website functionality, RecCloud VoiceCap may collect, identify, and store small data files called "Cookies" on your computer or mobile device. These files help identify specific devices or browsers and enhance your browsing experience. We may use our own Cookies (first-party Cookies) or allow third-party services integrated into our website to place Cookies (third-party Cookies). These technologies are strictly limited to the purposes described in this Policy and will not be used for any other purposes. Cookies may contain information such as device identifiers, access timestamps, and user activity on our website. We use them for the following purposes:

• Functional Purposes

We may set authentication and security Cookies or anonymous identifiers to verify secure logins, detect unauthorized access, fraud, or other malicious activities. These technologies also help improve service efficiency by optimizing login and response speeds.

• Analytical Purposes

We use Cookies or similar technologies to better understand how you interact with our website (e.g., tracking page visits). Most browsers allow users to clear cached data, but doing so may disable certain features reliant on these technologies.

Web Beacons and Pixel Tags

In addition to Cookies, RecCloud VoiceCap employs web beacons, pixel tags, and similar technologies. For example, emails we send may include links with click-tracking URLs. If you click these links, we record the interaction to analyze preferences and improve our services.

Do Not Track (DNT)

Many web browsers offer a “Do Not Track” (DNT) feature that can send a request to websites to disable tracking. At present, no uniform standard has been adopted by the leading internet standards organizations regarding how websites should respond to DNT signals. However, if your browser supports and has enabled Do Not Track, RecCloud VoiceCap will respect your choice across all of our websites.

Legal Basis for Processing Your Personal Information

We will not process your personal information without a lawful basis. The specific legal basis depends on the context in which we collect the information and the type of personal data involved. Typically, we collect and use your personal information only under the following circumstances:

• Contractual Necessity: To fulfill our obligations under a legally valid contract with you.
• Legal Compliance: To meet statutory or regulatory requirements.
• Legitimate Interests: We may process your personal information based on our legitimate interests (or those of a third party), such as: Operating our business and pursuing lawful commercial objectives (e.g., responding to inquiries, improving products/services, conducting marketing or audits, preventing illegal activities).
• Consent: When we have obtained your explicit consent. If you have questions about the legal basis for our data processing, please contact us using the details provided under the "How to Contact Us" section.
• Publicly Available Information: Processing your personal information that you have voluntarily disclosed or that is already lawfully public, within reasonable limits.
• Public Interest Activities: Processing personal information to the extent necessary for activities like news reporting or public oversight in the public interest.
• Other Legal Scenarios: As permitted by applicable laws and regulations.

Please understand and acknowledge that in the aforementioned seven scenarios, except for items 4 and 7, we do not require your consent to collect and use your personal information.

How We Protect and Retain Your Personal Information

Control Over Your Information: When you provide personal information through registration or other means, we neither sell nor rent your personally identifiable information to others. We will not use or share your personally identifiable information in ways unrelated to the purposes described above without your prior knowledge and explicit consent. Your consent always takes priority, and we will never share your information with any third party that does not represent RecCloud VoiceCap or is not bound by our confidentiality policies.

Storage Location

We store your personal information in accordance with the applicable laws and regulations of your country or region. In cases where cross-border data transfers are necessary, we will comply strictly with all applicable legal and regulatory requirements, and such transfers will be conducted only with your prior consent.

Retention Period

We retain your personal information only for the minimum period necessary to fulfill the purposes of our products and services. After this period expires, we will either delete or anonymize your personal information. If deletion or anonymization is technically unfeasible (e.g., when your data is stored in backup archives), we will securely store the information and refrain from further processing it until deletion or anonymization becomes possible. Once feasible, we will promptly delete or anonymize the data.

Security Measures

The security of your personal information is of paramount importance to us. We strictly comply with relevant laws and adopt reasonable and industry-standard measures to protect your data from unauthorized access, disclosure, use, alteration, destruction, or loss.

To ensure data protection, we:

• Employ industry-standard security measures to prevent unauthorized access, disclosure, or misuse of your personal information.
• Implement access control mechanisms to restrict personal information access to authorized personnel only.
• Conduct regular security and privacy training to reinforce employees' awareness of data protection.
• Establish a dedicated security team under our operations department to monitor risks, develop early warning systems, and formulate emergency response plans.

Your Rights as a Data Subject

You have the following rights concerning your personal information. We provide the following channels to help you exercise these rights:

Right to Access and Obtain a Copy

Unless otherwise stipulated by law or subject to specific confidentiality obligations, you have the right to access your personal information at any time. To view your account information, click "My" in the top-left corner of the RecCloud VoiceCap homepage to see your profile picture, nickname, UID, and membership details.

For access to or copies of other personal information generated during your use of our products and/or services, you may:

• Navigate to "Me" → "Online Customer Service,"
• Call 400-903-0076, or
• Email privacy@wangxutech.com.

Right to Data Portability

You may request a copy of your personal information processed by us. Where legally permitted, we will facilitate its transfer to another data processor you designate or assist with data migration. Contact us via the methods above.

Right to Rectification

If you wish to correct, update, or supplement your personal information, please contact us.

Right to Deletion

You may request the deletion of your personal information by using any of the above contact methods.
However, please note that not all personal data may be deleted. We will only delete your data when the legal requirements for deletion are met.
If deletion is technically infeasible (e.g., data stored in backups), we will cease processing such data (except for storage and security) until deletion becomes possible.

Right to Modify or Withdraw Consent

For personal information processed based on your consent, you may modify or withdraw your consent at any time—for example, by disabling specific system features or deleting your account.
Your withdrawal of consent will not affect the lawfulness of prior processing nor any processing based on legal grounds other than consent.
You can email privacy@wangxutech.com to withdraw consent or request the unbinding of personal data. We will process your request within 15 business days and cease the collection, use, and/or disclosure of your personal information accordingly.

Right to Refuse Marketing

You have the right to opt out of receiving marketing or direct advertising communications. To unsubscribe from promotional communications, contact us via the above contact methods.

Right to Account Deletion

You may request the deletion of your account by contacting us through our official channels. We will respond within 15 business days or work with you to confirm your request.
Alternatively, you can delete your account by navigating to:

• Webpage: Click on your avatar → My Account → Settings → Delete Account.
• App: Tap on Me → Avatar → Delete Account.

Right to Restrict Processing

In certain circumstances and as permitted by applicable laws, you may restrict or object to our processing of your personal information. Please use the same contact methods listed above to make this request.

Right to Explanation

If you have any questions about this Privacy Policy or how we process your personal data, you may contact us at any time via the channels listed above.

Right to Lodge Complaints

You have the right to file a complaint with the personal data protection authority in your country or region of residence or where the relevant processing activity occurred, particularly if you are not satisfied with our response to your request.

Other Rights

You may also have additional rights under applicable laws and regulations. To exercise these rights, please contact us using the same channels above.

How We Respond to Your Requests

To protect your personal data, we may ask you to submit a written request or verify your identity. We will respond within 15 business days upon verification. If we are unable to respond due to objective reasons, we may request your consent to extend the response time and will reply within that extended period. In principle, we will not charge a fee for reasonable requests. However, we may charge a reasonable administrative fee for repetitive or excessive requests. We may also deny requests that are unrelated to you, repeated without justification, or could endanger the rights of others, and we will provide a reason for such denial.

If you are acting on behalf of another individual, you must provide identification documents for both parties and a valid power of attorney. If you are a close relative of a deceased individual and request access, correction, or deletion of their personal information, you may be required to submit your ID; the decedent’s death certificate (including a valid court declaration of death, if applicable); proof of relationship; justification of your legitimate interest; the will (if required); and consent or authorization from other relatives (if required).

How We Handle Personal Information of Minors

We take the protection of minors' personal information very seriously. If you are a minor under the age of 14, or classified as a child under applicable laws and regulations (such as under the GDPR and laws of EU member states for those under 13-16 years), we recommend that you ask your parents or guardians to carefully read this policy and use our services or provide information only with their consent. For situations where personal information of children is collected with parental or guardian consent, we will only use or disclose this information when permitted by law, with explicit consent from parents or guardians, or as necessary to protect the child. If it is found that a child has registered for our products or services without parental consent, the guardian can contact us, and we will delete the child's personal information promptly based on the outcome of the discussion.

Policy Updates

We may update this policy from time to time to provide better services and adapt to legal, technological, or commercial developments. We will also revise this policy in a timely manner based on factors such as laws and regulations, national policies, and updates to RecCloud VoiceCap's products and services. Such revisions are an integral part of this policy and have the same legal effect. If applicable laws require us to obtain your consent for substantial revisions, we will comply with those legal requirements. However, without your explicit consent, we will not restrict any rights you possess under this policy.
When this policy is updated, we will inform you of the updated privacy policy through pop-ups, website announcements, emails, or phone calls, among other methods, and will re-obtain your consent. If you have any questions or concerns regarding the updates to this policy, please contact us using the information provided under "How to Contact Us and Reporting Channels."

How to Contact Us and Submit Complaints or Reports

If you have any questions regarding this Policy, or wish to report or file a complaint about potential violations, please contact us through the following channels:
Company Name: WANGXU TECHNOLOGY (HK) CO., LIMITED
Address: Unit 1003, 10/F, Tower One, Lippo Centre, 89 Queensway, Hong Kong
Email: privacy@wangxutech.com
Contact us online: https://reccloud.com/contact
Phone: 400-903-0076

We will respond to your inquiry within 15 working days or as required by applicable laws and regulations.