Privacy policy

Last updated: 10 July 2026

1. Who we are

VoiceSynth Inc. ("VoiceSynth," "we," "us," or "our") operates voicesynthai.pro and provides generative-AI voice and voiceover studio services from our Toronto location. We are accountable for personal information under our control.

VoiceSynth Inc.
1140 Dundas Street West, Suite 102, Toronto, ON M6J 1X2, Canada
Email: [email protected]
Phone: +1 (416) 337-6094
BN 908365142 RC0001

2. Scope

This policy applies to personal information collected through our website, contact forms, email and telephone correspondence, studio engagements, and production workflows. It does not cover third-party websites linked from our pages. Client contracts may include additional confidentiality terms that supplement this policy.

3. What personal information we collect

Depending on your interaction with VoiceSynth, we may collect:

• Contact and identity information: name, email address, telephone number, organization name, job title, and mailing address.
• Project and brief materials: scripts, creative direction notes, brand guidelines, and scheduling preferences you voluntarily provide.
• Voice samples and reference audio: recordings you supply for casting, pronunciation guides, or consented custom voice design. These may constitute personal information where they identify an individual.
• Voice-consent records: written consent forms, talent agreements, publicity-rights documentation, and related correspondence required for licensed or consented voice work.
• Billing information: invoicing contacts, purchase order references, and payment-related details processed through our accounting systems.
• Technical data: IP address, browser type, device information, pages visited, and cookie identifiers as described in our Cookie Policy.
• Communications: records of emails, messages, and call notes needed to respond to enquiries and deliver services.

4. Purposes of collection

We collect personal information for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Responding to enquiries and preparing project quotes in CAD;
• Delivering generative-AI voiceover, narration, dubbing, localization, and audio post-production services;
• Managing voice casting, human direction sessions, revision rounds, and deliverable handoff;
• Documenting usage rights, licensing, and consent for synthetic voice outputs;
• Processing invoices and maintaining business records;
• Improving website performance and security through analytics where you have consented;
• Complying with legal obligations and defending legal claims;
• Protecting against impersonation requests, fraudulent audio briefs, and misuse of voice cloning tools.

We will identify other purposes at or before the time of collection when required. We do not use personal information for incompatible purposes without consent unless permitted by law.

5. Consent

PIPEDA requires meaningful consent for collection, use, and disclosure of personal information. Consent may be express — such as checking the PIPEDA box on our contact form, which is never pre-selected — or implied where appropriate and permitted by law.

You may withdraw consent for optional activities such as marketing emails or non-essential analytics, subject to legal or contractual restrictions. Withdrawal may limit our ability to provide certain services. For voice samples and consent records tied to active licensing obligations, retention may continue as described in Section 8.

For voice talent and custom voice design, we require explicit written consent before using an individual's voice for synthesis or consented voice cloning. Clients who supply reference audio represent that they have authority to provide it.

6. Voice samples and sensitive production data

Voice samples and reference recordings receive heightened handling because they may identify individuals and feed generative-AI pipelines. We store these files on access-controlled systems, limit access to production staff with a need to know, and delete or return materials according to project agreements.

We do not sell voice samples. We do not use client voice data to train public models unless explicitly agreed in writing. Sub-processors used for speech synthesis are selected with contractual privacy and security requirements.

If a project is declined — for example, because it requests impersonation without consent — we delete submitted materials that are not subject to legal hold, typically within thirty days of notification.

7. Disclosure to third parties

We may disclose personal information to:

• Service providers and sub-processors who assist with hosting, email delivery, analytics (with consent), accounting, and generative-AI tooling — under contracts requiring comparable protection;
• Professional advisers bound by confidentiality duties;
• Regulators, courts, or law enforcement when required by law or to protect rights and safety;
• Potential successors in a business transaction, with notice where required.

We do not disclose personal information for third-party marketing lists. Cross-border processing may occur when sub-processors operate outside Canada; we assess risks and use contractual safeguards appropriate to the sensitivity of the data.

8. Retention

We retain personal information only as long as necessary to fulfil the purposes described or as required by law:

• Contact form submissions: up to twenty-four months unless an engagement proceeds;
• Active project files and deliverables: duration of the engagement plus seven years for business records;
• Voice-consent records: for the licensed usage period plus seven years, or longer if litigation or regulatory requirements apply;
• Cookie consent preferences: six months, as stated in our cookie banner;
• Server logs: typically ninety days unless needed for security investigations.

When retention ends, we securely delete or anonymize information where feasible.

9. Security safeguards

We implement administrative, technical, and physical safeguards proportionate to the sensitivity of personal information, including access controls, encrypted transport (HTTPS), staff training on responsible AI and consent practices, and vendor review for AI tool providers. No method of transmission or storage is perfectly secure; we encourage clients to avoid sending highly sensitive data through unsecured channels.

Production workstations used for voice direction and audio post-production are access-restricted. We disable unnecessary cloud sync on machines that temporarily hold voice samples. Password policies and multi-factor authentication protect administrative accounts. When a security incident affects personal information, we will notify affected individuals and regulators as required by applicable law.

10. International transfers

VoiceSynth is based in Canada. Some sub-processors — including generative-AI speech synthesis vendors and email delivery services — may process data in the United States or other jurisdictions. Before engaging vendors, we review data processing agreements, security certifications where available, and whether information will be subject to foreign legal access regimes. We limit transfers to what is reasonably required to deliver studio services and configure tools to minimize identifiable data where feasible.

Clients with contractual restrictions on cross-border processing should raise them during onboarding so we can discuss architecture options and any supplemental safeguards.

11. Individual access and correction

Under PIPEDA, you may request access to personal information we hold about you and ask for corrections if it is inaccurate or incomplete. Submit requests to [email protected] with enough detail to verify your identity. We will respond within thirty days unless an extension is permitted, and we may charge a reasonable fee for manifestly unfounded or excessive requests as allowed by law.

We may refuse access in limited circumstances — for example, where disclosure would reveal confidential commercial information of another party, threaten security, or is prohibited by law. We will explain the reason when refusal applies.

12. Challenging compliance and complaints

If you have concerns about our privacy practices, contact our privacy contact first. We will investigate and attempt to resolve complaints fairly.

If you remain unsatisfied, you may contact the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

13. Cookies and analytics

Our website uses cookies as described in the Cookie Policy. Optional analytics cookies are set only after you accept them through our banner or customise preferences. You may change consent at any time by clearing cookies and revisiting the site, or by contacting us.

14. Children

Our services are directed to business clients and adults. We do not knowingly collect personal information from children under thirteen without appropriate parental or guardian consent in the context of a contracted production such as youth educational content.

15. Changes to this policy

We may update this policy to reflect legal, technical, or operational changes. Material updates will be posted on this page with a revised "Last updated" date. Continued use of the website after changes constitutes notice; for active engagements, we will provide additional notice when appropriate.

16. Change log

• 10 July 2026: Initial publication aligned with PIPEDA and VoiceSynth studio operations.