Privacy Policy

1. Introduction

At RetroCorder, we believe that your meeting data belongs to you, not our algorithms. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the "Service").

We're committed to transparency about data practices and to empowering users with control over their information. Please read this policy carefully. By using our Service, you consent to the data practices described in this statement.

2. Information We Collect

2.1 Personal Information

We may collect personally identifiable information, such as:

• Name and email address when you create an account
• Billing information when you subscribe to our paid services
• Profile information you provide (such as profile photo, job title, organization)
• User preferences and settings

2.2 Meeting Content

When you use our Service, we collect the following types of content:

• Audio and/or video recordings of meetings
• Transcriptions of recorded meetings
• Notes and annotations you create
• Information about meeting participants
• Meeting metadata (date, time, duration, title, etc.)

Important: All meeting content is considered your data, and we act as a processor of this data, not the owner. You maintain full ownership and control over your meeting content.

2.3 Usage Information

We collect information about how you interact with our Service, including:

• Access logs and activity timestamps
• Device and connection information
• Browser type and operating system
• IP address and approximate location derived from IP
• Feature usage patterns and preferences
• Error reports and performance data

3. How We Use Your Information

In line with our philosophy that AI should assist humans, not replace them, we use your information for the following purposes:

3.1 Providing and Improving the Service

• Deliver the core functionalities you request (recording, transcription, note-taking)
• Process and store meeting recordings and transcriptions
• Apply AI processing to generate summaries, extract action items, and identify key insights (only when you request these features)
• Improve and optimize our Service's performance and usability
• Troubleshoot issues and provide technical support

3.2 Account Management

• Create and manage your account
• Authenticate users and secure accounts
• Process subscription payments
• Communicate about your account, security updates, and service changes

3.3 Communications

• Respond to your inquiries and support requests
• Send service-related notifications and updates
• Provide information about new features or services that may interest you (with opt-out options)

3.4 Analytics and Improvement

• Analyze usage patterns to improve the Service
• Identify trends and areas for enhancement
• Develop new features and functionality

Important: We use anonymized and aggregated data for analytics where possible. Individual meeting content is never used for analytics without explicit consent.

4. AI Processing and Your Data

Our Service uses AI technologies to provide features like transcription, summarization, and insight extraction. However, unlike many AI companies, our philosophy is centered on human control and transparency:

• Your meeting content is processed only to deliver the specific services you request
• We do not use your meeting recordings, transcriptions, or notes to train our general AI models without your explicit consent
• AI processing options are presented with clear explanations and controls
• Humans remain in control of AI-assisted features, with the ability to review and correct AI outputs

We believe AI should enhance human productivity, not replace human judgment. Our approach ensures that you maintain ownership and control over your data while benefiting from AI assistance.

5. How We Share Your Information

We understand the sensitive nature of meeting recordings and transcriptions. We only share your information in the following limited circumstances:

5.1 With Your Consent

We share your meeting content with others only when you explicitly choose to do so, such as when you:

• Share a recording or transcript with meeting participants or team members
• Generate shareable links to meeting content
• Integrate with third-party services you've authorized

5.2 Service Providers

We engage trusted third-party service providers to help us operate our business and deliver services. These providers have access to your information only to perform these tasks on our behalf and are obligated to protect your information. Examples include:

• Cloud storage providers
• Payment processors
• AI processing services
• Customer support tools
• Analytics services

We carefully select providers who maintain high security standards and comply with applicable privacy regulations.

5.3 Legal Requirements

We may disclose your information when we believe in good faith that disclosure is necessary to:

• Comply with a legal obligation, court order, or legal process
• Protect the rights, property, or safety of RetroCorder, our users, or the public
• Prevent or investigate possible wrongdoing in connection with the Service

6. Data Retention

We retain different types of information for different periods:

• Account Information: We retain your account information for as long as your account is active. If you delete your account, we will delete or anonymize your personal information within 30 days, unless we have a legal obligation to retain it longer.
• Meeting Content: Your meeting recordings, transcriptions, and notes are retained for as long as you maintain an active account, or until you choose to delete them. You can delete meeting content at any time through the application interface.
• Usage Data: We may retain anonymized, aggregated usage data indefinitely for analytical purposes.

If you request deletion of your data or account, we will initiate the deletion process within 30 days. Please note that some information may remain in our backup systems for a limited time.

7. Data Security

We implement and maintain reasonable security measures to protect your information from unauthorized access, loss, misuse, or alteration. These measures include:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security assessments and testing
• Employee training on security practices
• Physical and electronic safeguards for our systems

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security. You share responsibility for protecting your account credentials and for using security features we provide.

If you become aware of any security vulnerability or breach, please contact us immediately at security@retrocorder.com.

8. Your Rights and Choices

We respect your control over your information. Depending on your location, you may have certain rights regarding your personal data:

• Access: You can access and view your meeting recordings, transcriptions, and account information at any time through our Service interface.
• Correction: You can update or correct your personal information through your account settings.
• Deletion: You can delete specific meeting content or your entire account through our Service. Upon request, we will delete your personal information unless we have a legitimate reason to retain it.
• Export: You can export your meeting recordings and transcriptions in standard formats for your own use.
• Objection: You can opt out of non-essential data processing, including marketing communications.
• Restriction: You can request that we limit how we use your data in certain circumstances.

To exercise these rights or if you have questions about your data, please contact us at privacy@retrocorder.com.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and to hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier.

We use the following types of cookies:

• Essential Cookies: Required for the Service to function properly
• Functional Cookies: Allow us to remember your preferences and settings
• Analytics Cookies: Help us understand how users interact with our Service
• Marketing Cookies: Used to track visitors across websites for marketing purposes (these can be disabled)

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

10. International Data Transfers

RetroCorder is based in the United States, and your information may be processed in countries where the data protection laws may differ from those in your country of residence.

When we transfer personal data from the European Economic Area, United Kingdom, or Switzerland to the United States or other countries that may not have equivalent data protection laws, we use legal mechanisms designed to protect your data, such as Standard Contractual Clauses approved by the relevant authorities.

11. Children's Privacy

Our Service is not intended for use by children under the age of 13. We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us. If we discover that a child under 13 has provided us with personal information, we will delete such information from our servers.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page, and for significant changes, we will provide more prominent notice (such as an email notification).

We will update the "Last Updated" date at the top of this page. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: privacy@retrocorder.com
Address: 123 Meeting Street, Suite 200, San Francisco, CA 94103

By using our Service, you acknowledge that you have read and understand this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.