Privacy notice

Updated 24 September 2026 · VoxVent is in development and testing.

Who processes your data

For the website, information requests and platform accounts, the controller is REC Eventi di Andrea Matteo Bassi, via Dumas 12, 42123 Reggio Emilia, Italy, VAT number 02472790357. Privacy contact: andrea@receventi.it.

Data, purposes and legal bases

• Name, email and hashed password: managing account requests, email verification, approval, access and credential recovery. Legal basis: steps prior to entering into a contract and performance of a contract (GDPR Article 6(1)(b)).
• Email enquiries and related contact details: responding and arranging demonstrations, on the same pre-contractual basis.
• Session identifiers and checks on sign-in attempts: protecting accounts and service availability. Legal basis: legitimate interest in security (GDPR Article 6(1)(f)).
• Events, rooms, languages and connection statistics: providing the service and measuring usage. Statistics indicate sessions and connection times, not necessarily unique individuals or actual listening. Configured licences have calendar validity, with no hourly allowance. Active licences for the same customer add their capacities together, shared across all their events until each licence expires. Web audience usage is measured by adding connections across rooms. For new orders, the observed daily peak, the capacity available at that time and any excess are retained for settlement and administrative review. Excess listener numbers do not interrupt the event; when total web capacity is zero, player access is unavailable. Production room and interpreter workstation limits still apply. Measurements are sampled every 10 seconds; unobserved intervals are not reconstructed. Historical plans and Partner testing keep their recorded terms, including any hour credits and overage controls. Attendance figures are sampled connection counts, not identified individuals.

Required data is needed to manage the account; without it, activation is not possible. Acknowledging this notice does not constitute marketing consent. There are no newsletters, advertising profiling or automated approval decisions: approval is decided by the administrator.

Events, audio and video

For event content and participants, the organiser determines the purposes and conditions of processing. When VoxVent acts on their behalf, the relationship must be governed by the agreement required under GDPR Article 28. When REC Eventi organises an event directly, it provides information for that context. Ask the organiser for the event-specific notice before participating.

Audio and video are transmitted for interpretation. This version does not enable automatic server recordings. The web interpreter booth locally estimates speaking time above a level threshold while the microphone is on air and sends only duration counters by language. Audio samples used by the meter are neither recorded nor sent to the statistics service; the normal audio streams needed for interpretation remain in use. Noise, background tab suspension and interruptions may affect the estimate. Per-language averages and players embedded in other pages are included in usage statistics. Room links and codes allow access to whoever holds them: do not share confidential content without checking who receives access. Suspension blocks new connection requests and periodic checks end sessions in the customer's rooms. Links remain associated with rooms and may become usable again after reactivation.

In the Mac demo, Apple transcription requires on-device recognition, and text can be displayed on monitors or sent via NDI over the production network. Cloud language engines and AI translation are not active in this version; processing and supplier information must be updated before they are introduced.

Suppliers and recipients

The marketing website is hosted on SiteGround; the application server uses Hetzner infrastructure. Service emails are planned through the SiteGround mailbox noreply@voxvent.it. The controller and technical suppliers may access data as needed for their respective activities, as may authorities when required by law. We do not sell personal data.

The project provides for processing within the European Union. Actual service locations, processor agreements, any subprocessors and transfers outside the EEA must be checked against the live configuration. For information or documentation about applicable safeguards, contact the privacy address.

Retention

Orders, configurations, activations and overage summaries are retained to manage the relationship, verify amounts and protect the parties' rights; any accounting records follow applicable retention requirements. Connection statistics remain separate from accounting documents.

• Accounts awaiting approval: deleted 30 days after the request, with hourly checks.
• Sign-in sessions: a maximum of 8 hours; a new sign-in or password reset revokes previous sessions.
• Verification links: 24 hours. Password recovery links: 30 minutes. They are single-use and expired tokens are periodically deleted.
• Anti-abuse counters: a 15-minute window, with hourly cleanup; they do not contain plain-text email addresses.
• Approval and suspension actions: 180 days, with periodic cleanup.
• Active or suspended accounts, events and statistics: for the service relationship and until a deletion request is handled, except for data needed for legal obligations or protection of rights. Account closure is requested by email; suspension alone does not close an account.

Adopted criteria: technical logs and backups for up to 30 days; handling account deletion within 30 days of the request, subject to legal obligations; statistics deleted 12 months after the last observed attendance in the event. Backup copies expire within the 30-day cycle. Correspondence is retained to handle the enquiry and any contractual relationship or protection of rights. Application of these limits to hosting, logs and backups must be checked when activating the service.

Your rights

You may request access, rectification, erasure, restriction and portability where applicable, and object to processing based on legitimate interests. Write to andrea@receventi.it: we may request proportionate information to verify your identity. You may lodge a complaint with the Italian Data Protection Authority. For data processed in an event context, you may also contact the organiser.

Google Analytics: optional statistics

With consent, Google Analytics collects page views, technical browser and device information, visit sources and clicks on contact, configurator, portal and download links. These statistics help improve the website’s content and navigation. We do not send names, emails, form content, room codes, purchased configurations or credentials. Page and referrer addresses sent by our code exclude query parameters and fragments. Connections to Google transmit technical data, including the IP address; we therefore do not describe the service as completely anonymous.

The legal basis is consent (Article 6(1)(a) GDPR). The service is provided by Google Ireland Limited and may involve other group companies and processing outside the European Economic Area, under the safeguards and terms applicable to the service. Google Signals and advertising personalisation are disabled.

Your choice is stored for 183 days in voxvent.analytics-consent.v1 in the browser. The _ga and _ga_KFBQV6P20P cookies distinguish visits and session state: our code sets a maximum lifetime of 183 days without renewal on every visit. You can remove them earlier through browser settings or by withdrawing consent.

Google information about data processing

Cookies

See thecookie notice for technical access tools.