Privacy Policy

1. Who We Are

Voice to Notes is operated by smedium.ch, based in Switzerland. We provide an AI-powered service that converts voice recordings into structured meeting notes. If you have questions about this privacy policy or your data, you can contact us at ramona@smedium.ch.

2. Data We Collect

We collect the following categories of personal data:

• Account information: your name and email address, provided during registration.
• Voice recordings: audio files you upload or record through the app for transcription.
• Transcripts and notes: the text output generated from your recordings, including structured notes created by AI processing.
• Payment information: billing details processed securely through Stripe. We do not store your credit card numbers on our servers.
• Usage data: information about how you use the service, such as transcription minutes consumed, features accessed, and timestamps of activity.

3. How We Use Your Data

Your data is used for the following purposes:

• Providing the transcription and note structuring service.
• Managing your account and subscription.
• Processing payments through Stripe.
• Tracking your usage against your plan limits.
• Communicating with you about your account or service updates.

4. Third-Party Data Processing

To deliver our service, your data is processed by the following third-party providers:

• OpenAI / Groq (Whisper): your voice recordings are sent to OpenAI or Groq for transcription using their Whisper speech recognition models. These providers process your audio data according to their respective privacy policies and data processing agreements.
• Anthropic (Claude): your transcript text is sent to Anthropic's Claude API for structuring into formatted meeting notes. Anthropic processes this data according to their privacy policy and API terms.
• Stripe: your payment and billing information is processed by Stripe. We never store your full credit card details. Stripe handles all payment data in compliance with PCI DSS standards.
• Supabase: your account data, recordings, transcripts, and notes are stored in Supabase, which hosts its infrastructure in the European Union.
• Cloudflare: our application is hosted on Cloudflare, which may process request metadata (such as IP addresses) as part of delivering and securing the service.

5. Data Storage and Security

Your data is stored in Supabase, hosted within the European Union. Voice recordings are stored encrypted at rest using AES-256 encryption in Supabase Storage. We use secure HTTPS connections for all data transmission between your browser, our servers, and third-party services.

6. Cookies

We use session cookies solely for authentication purposes, to keep you signed in while using the app. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

7. Data Retention

We retain your data for as long as your account is active. You may delete individual recordings and notes at any time through the app. If you delete your account, all associated data (including recordings, transcripts, notes, and account information) will be permanently removed from our systems within 30 days.

8. Your Rights Under GDPR

As our data is stored in the EU and we are committed to GDPR compliance, you have the following rights:

• Right of access: you can request a copy of all personal data we hold about you.
• Right to rectification: you can request correction of inaccurate personal data.
• Right to erasure: you can request deletion of your personal data by deleting your account or contacting us.
• Right to data portability: you can request an export of your data in a machine-readable format.
• Right to object: you can object to certain types of data processing.
• Right to restriction: you can request that we limit how we process your data in certain circumstances.

To exercise any of these rights, please contact us at ramona@smedium.ch. We will respond to your request within 30 days.

9. International Data Transfers

While your primary data is stored in the EU via Supabase, some data is transferred to third-party processors (OpenAI, Anthropic, Groq) whose servers may be located outside the EU, including in the United States. These transfers are necessary to provide the transcription and note structuring service. We rely on appropriate safeguards, including standard contractual clauses and the providers' data processing agreements, to protect your data during these transfers.

10. Children's Privacy

Voice to Notes is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal data, we will take steps to delete that information.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or for legal reasons. When we make material changes, we will notify you by email or through a notice in the app. The "Last updated" date at the top of this page indicates when this policy was most recently revised.

12. Contact

If you have any questions about this privacy policy or how we handle your data, please contact us:

smedium.ch
Email: ramona@smedium.ch