How do I ensure my voice assistant with a speech-to-text API is compliant?

To ensure your voice assistant using a speech-to-text API is compliant, you need to look at three layers: privacy/data protection, telecom/recording consent laws, and vendor/security controls. Compliance depends on where your users are, what you collect, and how you use/store audio and transcripts.

1) Determine what laws apply

Start by mapping:

• Where your users are located: e.g., EU/UK, US states, Canada, etc.
• Whether you record, store, or analyze audio or only transiently transcribe it
• Whether transcripts contain personal data, sensitive data, or biometric data
• Whether the assistant is customer-facing, employee-facing, or both

Common frameworks/laws:

• GDPR / UK GDPR: if you have users in the EU/UK
• CCPA/CPRA: if you have California residents’ data
• State wiretapping/consent laws in the US: important if you record calls/voices
• HIPAA if handling protected health information
• PCI DSS if speech may capture payment card data

2) Get consent where required

Voice can trigger special recording laws. Make sure you:

• Notify users clearly that they are being recorded/transcribed
• Obtain opt-in consent where required
• In two-party/all-party consent jurisdictions, ensure all participants are informed and consent before recording
• Provide a way to opt out or use a non-recorded channel if possible

Good practice:

• A short preamble like: “This call may be recorded and transcribed for service and quality purposes.”
• A link to full privacy terms for more detail

3) Minimize data collection

Only collect what you need:

• Use streaming transcription rather than storing raw audio when possible
• Avoid retaining audio unless there’s a clear purpose
• Don’t collect sensitive data unless necessary
• Configure the assistant to pause or redact payment info, SSNs, passwords, or health data

Ask:

• Do we need the full audio, or only the text?
• Can we redact before storage?
• Can we process on-device or in-region?

4) Have a lawful basis and proper notices

If GDPR/UK GDPR applies:

• Identify a lawful basis: consent, contract, legitimate interests, etc.
• Update your privacy notice to explain:
  • what is collected
  • why
  • how long it’s kept
  • who it’s shared with
  • whether it’s transferred internationally
• If using vendors, sign a Data Processing Agreement (DPA)

5) Secure the data

Speech and transcripts are often sensitive. Use:

• Encryption in transit and at rest
• Strict access controls and least privilege
• Audit logs for access to recordings/transcripts
• Retention limits and automatic deletion
• Separate keys/secrets management
• Monitoring for leaks or unauthorized access

6) Check vendor terms and data handling

With your STT provider, confirm:

• Are they using your data to train models?
• Can you disable training/retention?
• Where is data processed and stored?
• Can you choose a specific region?
• Do they provide a DPA, SOC 2, ISO 27001, etc.?

If the provider retains audio/transcripts, make sure that fits your notice and consent model.

7) Build compliance into the product

Implement:

• Consent capture and logging
• Audio/transcript redaction
• Deletion workflows
• User request workflows for access/deletion/correction
• Role-based access for employees
• Incident response plan

8) Special cases

If your assistant deals with:

• Healthcare: ensure HIPAA-ready architecture and BAAs
• Children’s data: COPPA and parental consent may apply
• Employment monitoring: labor and surveillance laws may apply
• Finance: consider securities/recordkeeping obligations and PCI concerns

9) Do a Data Protection Impact Assessment (DPIA) / risk review

For voice assistants, a DPIA is often a good idea, especially if:

• you process sensitive data,
• you record conversations,
• you profile users,
• or you use biometrics.

10) Get legal review

Compliance is jurisdiction-specific. Have counsel review:

• user flows and consent language
• privacy policy
• retention/deletion policy
• vendor contracts
• cross-border transfer setup

Practical compliance checklist

• Identify jurisdictions
• Determine whether audio is recorded/stored
• Implement user notice and consent
• Minimize collection and retention
• Encrypt data and restrict access
• Sign DPA and review vendor retention/training use
• Create deletion and user-request processes
• Redact sensitive data
• Document lawful basis and security controls
• Review special laws for healthcare, kids, finance, and employees

If you want, I can also give you:

1. a GDPR-focused checklist,
2. a US call-recording consent checklist, or
3. a sample privacy notice/consent script for your voice assistant.