Vaani ("we," "us," or "our") operates vaani-os.com, a multilingual video meeting platform with live translated subtitles for Indian languages. This Privacy Policy explains what information we collect, how we use it, and the choices you have.
1. Who this applies to
This policy covers:
- Hosts and account holders who sign in with Google to create and manage meetings.
- Guests who join a meeting room with a display name, without creating an account.
- Visitors who browse our website without joining a meeting.
2. Information we collect
Account holders (Google sign-in)
When you sign in with Google, we receive and store:
- Name and email address from your Google profile
- Profile image (if provided by Google)
- Session data to keep you signed in
- OAuth tokens managed by our authentication system (stored securely in our database)
We do not receive or store your Google password. Authentication is handled by Google; we only receive the profile information Google shares with our app after you consent.
Meeting participants (including guests)
When you join a meeting, we may collect:
- Display name you enter before joining
- Your selected subtitle language
- Audio and video streams you choose to share (processed in real time for the meeting)
- Meeting participation records (join time, room identifier, role as host or guest)
Meeting content and transcripts
When live translation is enabled, spoken audio is processed to produce transcripts and translated subtitles. Depending on meeting settings, we may store:
- Original-language transcript text
- Translated transcript text per target language
- Speaker identifiers associated with transcript segments
- Meeting metadata (title, room code, host, visibility, recording and translation settings)
Usage and operations data
- API usage metrics for speech-to-text and translation (e.g. duration and cost tracking for service operation)
- Server logs (IP address, browser type, timestamps, error diagnostics)
- Cookies and session tokens required for authentication and security
3. How we use your information
We use collected information to:
- Provide video meetings and live translated subtitles
- Authenticate hosts and manage meeting rooms
- Route translations only to languages present in a room
- Operate host dashboards, admin tools, and usage reporting
- Maintain security, prevent abuse, and debug technical issues
- Improve reliability and performance of the service
We do not sell your personal information. We do not use meeting audio or transcripts to train third-party AI models unless we explicitly tell you otherwise and obtain your consent.
4. Third-party services
Vaani relies on trusted providers to operate:
- Google — OAuth sign-in for account holders. Subject to Google's Privacy Policy.
- Sarvam AI— speech-to-text and machine translation for live subtitles. Audio and derived text are sent to Sarvam's APIs for processing during active meetings.
- LiveKit — real-time audio and video transport (self-hosted on our infrastructure).
- Cloud infrastructure — application hosting and database storage (currently on Google Cloud Platform in India).
These providers process data only as needed to deliver the service. We select providers with appropriate security practices, but no transmission over the internet is 100% secure.
5. Data retention
- Account data is kept while your account is active. You may request deletion by contacting us.
- Meeting transcripts and participation records are retained to support meeting history, billing reconciliation, and service operation. Retention periods may vary during our pilot phase and will be published as we move to general availability.
- Server logs are retained for a limited period for security and troubleshooting, then deleted or aggregated.
6. Your rights and choices
Depending on applicable law, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your account and associated data
- Withdraw consent for optional processing where consent is the legal basis
- Lodge a complaint with a data protection authority
Guests who join without an account can limit what they share by not enabling camera or microphone, and by choosing not to share identifying information in their display name.
To exercise your rights, email privacy@vaani-os.com.
7. Security
We use HTTPS encryption in transit, access controls for host and admin features, and database-backed session management. Meeting rooms can be configured as unlisted or private. Despite these measures, no system is completely secure — please use discretion when sharing sensitive information in meetings.
8. Children
Vaani is intended for professional and educational use. We do not knowingly collect personal information from children under 18 without appropriate parental or institutional consent. Contact us if you believe a child has provided us data without consent.
9. International users
Vaani is built for users in India and processes data on infrastructure located in India. If you access the service from outside India, your information may be transferred to and processed in India, where our servers operate.
10. Changes to this policy
We may update this Privacy Policy as our product evolves. We will post the revised version on this page and update the effective date. Material changes may be communicated via the website or email to registered users.
11. Contact
Questions about this Privacy Policy:
privacy@vaani-os.com