This privacy policy describes how the GeoVoice app handles personal data and other user and device data. The GeoVoice app is part of the GeoVoice platform, which consists of the App, GeoDesk and Gaia AI. GeoVoice B.V. provides this platform to business customers, for example organisations that carry out field investigations.
Depending on the features you use, GeoVoice may process the following data:
Account data, such as your name, email address, phone number, job title, user role and data required to log in.
Voice recordings and transcripts. When you use the recording function, GeoVoice processes the recording you make and the text and structured field data derived from it.
Location and time data. GeoVoice may process location, coordinate and time data from field work and link it to a project, measurement, device or user.
Photos. When you add photos to a project or field registration, they are processed as part of the project data. Photos may occasionally include people.
Project and field data. Data you enter, record or link to a project, including data for borehole logs, reports and other field registrations.
Technical data, such as IP address, device characteristics, timestamps and technical log files required for the functioning, security, monitoring and support of the service.
These categories correspond to the processing described for the GeoVoice platform in our data processing agreement.
GeoVoice processes this data to deliver and support the platform. This includes, among other things:
giving users access to their account, projects and features;
entering, storing and synchronising project and field data;
converting voice recordings into text and structured field data;
creating borehole logs and other field registrations;
structuring and checking data;
providing Gaia AI features, such as suggestions and draft texts;
generating reports and exports;
linking photos and location data to field registrations;
making backups;
detecting and resolving technical errors;
security, maintenance and support of the platform.
GeoVoice does not use personal data it processes on behalf of customers for its own commercial purposes and does not use customer data to train AI models for other customers.
The GeoVoice app uses the microphone when you activate a feature that requires voice recording.
GeoVoice uses this recording to convert spoken information into text and structured field data, such as data for a borehole log.
Voice recordings may be stored as part of the project data so that the original recording can be played back later. The customer can delete recordings.
GeoVoice does not use voice recordings for facial or voice recognition, identification of persons or other biometric purposes.
GeoVoice may process location and time data when this is necessary to link field work or a registration to the correct location.
Location data may, for example, be linked to a borehole, project, device or user.
GeoVoice uses this location data for the performance of the GeoVoice platform features and not for advertising or tracking users for marketing purposes. The customer is responsible for the lawful use of location data among its users.
If you take or add photos from within GeoVoice, GeoVoice processes these as part of the project or field data.
Photos may contain information about an investigation location and may occasionally include people.
GeoVoice uses photos only for the relevant project and the features the customer uses within the GeoVoice platform.
The GeoVoice app may store data locally on the device, for example to work in the field and synchronise data later with the GeoVoice platform.
Local app data is encrypted on the device. Data is secured during transport with TLS 1.2 or higher. GeoVoice can remotely revoke access for a reported lost or stolen device.
GeoVoice only shares personal data when this is necessary to provide the platform, when the customer has given an order or consent for this, or when GeoVoice is legally obliged to provide data.
GeoVoice uses a number of specialised service providers for this. These parties act as sub-processors where applicable.
Currently, according to our data processing agreement, these include:
OpenAI — for speech-to-text and language models used for Gaia AI.
Anthropic — for language models used for Gaia AI.
Sentry — for error detection and analysis of technical errors and failed calls.
PostHog — for error messages, monitoring and support.
Cloudflare — for hosting the application, database and file storage.
Resend — for automated system emails, for example around registration and password recovery.
The current list of sub-processors may change. GeoVoice keeps this list up to date.
GeoVoice aims to have the primary processing and storage of customer data take place within the European Economic Area.
For certain supporting services, sub-processors may process data outside the EEA, for example in the United States.
When personal data is processed outside the EEA, GeoVoice uses appropriate safeguards, such as an adequacy decision, the European Commission's standard contractual clauses or, where applicable, the EU-US Data Privacy Framework.
The current sub-processors and the safeguards used are described in our data processing agreement.
GeoVoice takes technical and organisational measures to protect personal data against loss, unauthorised access, modification and other unlawful processing.
These include, among other things:
encryption during transport;
encryption of stored customer data;
encrypted local storage in the app;
roles and access rights;
two-factor authentication for GeoVoice administrator accounts;
access logging;
separate production, test and development environments;
encrypted backups;
monitoring of availability and error messages;
periodic security and vulnerability tests.
More details can be found in the security measures accompanying our
The retention period generally depends on the agreement between GeoVoice and the customer and the choices the customer makes within the platform.
After termination of the agreement, customer data remains available for export for up to six months according to current arrangements. GeoVoice then deletes the personal data within 30 days.
When the customer requests earlier deletion, GeoVoice deletes the relevant personal data within 30 days.
Backups are then removed according to the backup cycle, no later than 30 days after the data has been removed from the production environment, unless a statutory retention obligation applies.
Accounts for the GeoVoice app are not created by users themselves. GeoVoice creates accounts as a business administrator, or a user is invited to join an organisation by the business administrator of that organisation.
The business administrator determines which accounts have access to the organisation and can deny or remove accounts' access to the organisation.
Do you want personal data or your user account deleted and cannot do so yourself within the platform? Please contact the organisation for which you use GeoVoice first. You can also contact GeoVoice at info@geovoice.nl.
If a collaboration between an organisation and GeoVoice is terminated, we retain the data for a further six months. We then delete it within 30 days, unless a statutory retention obligation applies.
Depending on the situation, you have the right, under the GDPR, among other things, to access, correct and delete personal data and, in certain cases, to restrict processing, object and data portability.
Because GeoVoice generally acts as a processor when used by customers, you should direct a privacy request in the first instance to the organisation for which you use GeoVoice.
If GeoVoice receives a request directly relating to data processed on behalf of a customer, GeoVoice forwards that request to the relevant customer and supports the customer in handling it.
The GeoVoice app is not intended for processing special categories of personal data, such as health data.
Customers and users are asked not to enter or record such data via the app.
Project and field data may contain personal data of other persons, such as names or addresses of contacts, clients, residents or owners of investigation locations.
The customer processing this data in GeoVoice is responsible for its lawfulness. GeoVoice processes this data on behalf of the customer for the delivery of the platform.
GeoVoice does not sell personal data processed via the GeoVoice app to third parties.
GeoVoice does not use customer data for advertising purposes.
Additional agreements apply to GeoVoice customers regarding the processing of personal data.
These agreements are set out in GeoVoice's Data Processing Agreement. They include agreements on security, sub-processors, data breaches, deletion of data and international transfers.
GeoVoice may amend this privacy policy when the service, the app, suppliers used or applicable laws and regulations change.
This page always shows the current version and the date it was last amended.
GeoVoice, Bolstoen 13a, 1046 AS Amsterdam — info@geovoice.nl