Privacy Policy

Audiogest ("we", "our", "us" or "Service") is a trade name of Thomas Mol Software Development, established in Utrecht, the Netherlands, and registered with the Dutch Chamber of Commerce under number 80831486. We are the controller for account administration, billing, support, security and our own service analytics. We process personal data in customer content on the customer's behalf under the data processing agreement in our Terms and Conditions.

We comply with the Google API Services User Data Policy, which encompasses the Limited Use requirements. More details can be found here: Google API Services User Data Policy.

What data do we collect and how?

Depending on the functions you use, we collect names, email addresses, sign-in details, workspace membership, billing details, support messages and communication preferences. We also process recordings, voices, transcripts, documents, templates, speaker labels and related file information. Usage and security information may include IP addresses, device identifiers, browser details, country, activity records, errors and website session recordings. Website session recordings show interactions with the website and are separate from the audio you upload. We collect this information when you register, make purchases, use the Service or contact us, including for feedback.

We also receive information from authorized workspace members, sign-in services, payment services and other services you connect. Information needed to create an account or provide a requested function is necessary for that function to work.

How do we use your data?

We use your email address to authenticate your account and provide access to our web application. We process recordings to create transcripts and playback audio, and use transcript content and your instructions to create summaries and documents. We use account, billing, support, feedback and usage information to operate, protect and improve the Service. Internal notifications may include account and security information needed to operate the Service and investigate abuse. We do not sell your personal data or use it to sell advertising.

For processing we control, we rely on our contract with you to provide the Service and handle purchases and account requests. We rely on legitimate interests to provide an organization's account, assist users, prevent abuse, maintain security, resolve service problems and defend legal rights. We also process information to meet legal obligations, including accounting requirements. We rely on consent for optional marketing where required by law.

The customer determines the purposes and lawful basis for personal data in their recordings and documents, including any additional conditions required for sensitive personal data. We process that content on their instructions under our data processing agreement.

We do not use recordings, transcripts, summaries, documents or other customer content to train or fine-tune AI models, and we do not authorize our providers to do so.

How do we store your data?

Our main application, databases and recording storage are hosted in the European Economic Area (EEA). We use protected connections and access controls appropriate to the data and the risks. You may remove recordings and written content using the deletion controls in the web application.

We use providers for hosting, storage, transcription, document generation, payments, email, security, support, customer relationship management, internal notifications and analytics. Provider names are listed in the data processing agreement in our Terms. Content is also shared with people you authorize through workspace access or sharing. We may disclose information where required by law or necessary to protect legal rights.

Some providers process recordings, transcripts and service information outside the EEA, including in the United States. This includes temporary processing copies and provider records. Where required, transfers are covered by an applicable adequacy decision or appropriate safeguards, such as the European Commission's Standard Contractual Clauses and any necessary additional measures. Contact us for information about the safeguards and how to obtain a copy. Some providers also process information for their own legal obligations under their privacy policies.

Audio and Video file retention

Stored audio, including audio converted from video, is automatically deleted 90 days after upload. Deletion may be delayed while transcription is pending or in progress.

Only the stored playback audio is removed. Transcripts, summaries, documents and other written content remain available until deleted by you or an authorized workspace member, or until the relevant account or workspace is deleted. Keep your own copy of audio you need for longer.

Other retention

Temporary uploads and processing copies have separate retention periods and may be removed earlier. Transcription requests and results are retained for up to seven days. Document-generation providers may retain abuse-monitoring records for up to 30 days, subject to legal and safety exceptions. Deleting playback audio does not immediately remove all provider records or copies.

Account details are kept while the account is open, subject to the exceptions below. Support, contact and internal notification records are kept while needed for the customer relationship, assistance, security, unresolved requests or disputes, or legal obligations. Service activity records are kept for troubleshooting, security and abuse investigations.

Our product analytics service uses retention settings of seven years for events and 90 days for website session recordings. Associated profiles remain until deleted. Website statistics that do not identify individuals may be kept longer.

Our automatic application database backups are retained for up to 27 days. Deleted information may remain in those copies until they expire. Providers' backups and legally required records follow separate schedules. Contact us about retention or deletion of a particular record.

Retention of Data on Account Deletion

After account deletion, we may retain your email address and some billing details securely for as long as needed to prevent fraud or meet legal obligations. Accounting records subject to the standard Dutch retention requirement are kept for seven years.

Account deletion does not automatically remove records held by support, communication, analytics or customer relationship services. You can contact us to request their deletion, subject to applicable legal exceptions.

Email Communications and Marketing

We send necessary account and service messages. Marketing messages require consent or an applicable legal permission, such as the existing-customer exception where its conditions are met. You may opt out of marketing at any time using the unsubscribe link. This does not stop necessary service messages. Unsubscribing does not automatically delete the contact; we retain the minimum information needed to respect your choice.

What are your data protection rights?

Subject to the conditions in applicable law:

• You have the right to access, correct, or delete your personal data.
• You have the right to request that we restrict the processing of your personal data, and to data portability.
• You have the right to object to the processing of your personal data under certain circumstances.
• You may withdraw consent at any time without affecting earlier lawful processing.

Contact [email protected] to exercise these rights. We may need to verify your identity. We normally respond within one month and explain any extension permitted by law. If your data is in another customer's recording or document, that customer controls its use. We assist them with requests concerning that data.

Cookies Policy

We use cookies and similar technologies for essential functions such as keeping you signed in, and for support, analytics and website session recordings. You can control cookies through your browser. Blocking essential cookies can prevent necessary functions from working.

Changes to our privacy policy

We may update this policy from time to time. Changes will be posted on this page, with notice of material changes by email or through the Service.

How to contact us

If you have questions about this privacy policy, please contact us at [email protected].

How to contact the appropriate authorities

You may lodge a complaint with the Dutch Autoriteit Persoonsgegevens or another competent supervisory authority, including where you live or work in the EEA. You do not have to contact us first.