Privacy Policy

Last Updated: November 22, 2025 | Version 1.1 (Universal - EU/USA/Brazil)

1. Data Controller Identification

2. Introduction

CleverTalk is an AI-powered audio transcription application that transforms voice recordings into intelligent and actionable documents.

At CleverTalk, user privacy is fundamental. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, with whom we share it, and what your rights are regarding your data.

This policy applies to all CleverTalk users, both in the mobile application and the web platform, regardless of geographic location.

Geographic Scope: This policy complies with data protection standards of the European Union (GDPR), United States (including California's CCPA and federal COPPA), Brazil (LGPD), and other relevant jurisdictions.

3. Personal Data We Collect

3.1 Account and Profile Data

When you create a CleverTalk account, we collect:

• Name and surname (optional, depending on registration method)
• Email address
• Profile photo (if you register via Google)
• Authentication information (encrypted password or third-party tokens)
• Language preferences
• Registration date and time

3.2 User Content Data

To provide our transcription services, we process:

• Audio files you record or import
• Transcriptions generated from your audio
• Audio metadata (duration, format, creation date, file names)
• Participant names detected in conversations (if applicable)
• Documents generated through our AI features (summaries, minutes, reports)
• Recording settings (if you use compatible USB recorders)

3.3 Subscription and Payment Data

If you purchase a paid subscription:

• Billing information (name, tax address)
• Payment method (managed entirely by Stripe; CleverTalk does NOT store card data)
• Transaction history and invoices
• Active subscription plan
• Minutes consumed and available

3.4 Technical and Usage Data

To improve our services and ensure security:

• IP address
• Device type and operating system
• Application version
• Unique device identifier (for push notifications)
• Activity logs (login, features used, errors)
• Performance data (load times, crashes)

4. Legal Basis for Processing

4.1 For Users in the European Union (GDPR)

Performance of a Contract (Art. 6.1.b GDPR): Processing your audio, generating transcriptions, and providing access to your account are necessary to deliver the service you have contracted.

Consent (Art. 6.1.a GDPR): We request your explicit consent for AI processing, push notifications, and usage analytics.

Legitimate Interest (Art. 6.1.f GDPR): We process data for security and fraud prevention, service improvement, and essential communications.

Legal Obligation (Art. 6.1.c GDPR): We retain certain billing and transaction data to comply with tax and accounting obligations.

4.2 For Users in California (CCPA/CPRA)

We process personal information for service provision, transaction processing, product improvement, security, and legal compliance.

Important Note: CleverTalk does NOT sell personal information and does NOT share personal information for cross-context behavioral advertising.

4.3 For Users in Brazil (LGPD)

We process personal data based on contract performance, data subject consent, legitimate interest, and legal obligation compliance.

5. How We Use Your Data

• Service Provision: Process and transcribe audio files, generate intelligent content, manage your account
• Billing: Process payments through Stripe, manage subscriptions, issue invoices
• Improvement: Analyze usage patterns, identify and fix errors, develop new features
• Security: Detect fraudulent activities, protect against unauthorized access
• Communications: Send service notifications, inform about policy changes

6. With Whom We Share Your Data

CleverTalk uses third-party service providers to operate. We do not sell or rent your personal data to third parties.

Data Processors:

• AssemblyAI, Inc. (USA): Automatic audio transcription
• OpenAI, L.L.C. (USA): Intelligent content generation
• Stripe, Inc. (USA/Ireland): Payment processing
• Google Firebase (USA): Authentication, push notifications
• DigitalOcean, LLC (USA): Backend server hosting (servers in Frankfurt, Germany)

7. Data Retention

• Account Data: While your account is active + 30 days grace period
• Audio Files: Until you manually delete them
• Transcriptions: Until you manually delete them
• Billing Data: 10 years (legal obligation)
• Security Logs: 90 days

8. Your Rights

For EU Users (GDPR):

• Right of Access (Art. 15)
• Right to Rectification (Art. 16)
• Right to Erasure - "Right to be Forgotten" (Art. 17)
• Right to Restriction of Processing (Art. 18)
• Right to Data Portability (Art. 20)
• Right to Object (Art. 21)
• Right to Withdraw Consent

For California Users (CCPA/CPRA):

• Right to Know
• Right to Delete
• Right to Opt-Out of Sale (we do NOT sell data)
• Right to Correct Inaccurate Information
• Right to Non-Discrimination

For Brazil Users (LGPD):

• Confirmation of processing existence
• Access to your personal data
• Correction of data
• Anonymization, blocking, or deletion
• Data portability
• Consent revocation

To exercise your rights: Email info@clevertalk.ai with subject "Exercise of Rights"

9. Data Security

• TLS 1.3 encryption for all data transmissions
• AES-256 encryption at rest for sensitive audio files
• bcrypt hashing for passwords
• Multi-factor authentication available
• Backend servers in European region (Frankfurt, Germany)
• Regular security audits

10. Cookies and Tracking

The CleverTalk mobile application does not use traditional cookies. It uses session tokens for authentication, device identifiers for push notifications, and local storage for user preferences.

11. Minors

CleverTalk is not directed at minors. Users must be at least 16 years old (EU), 13 years old (USA), or 18 years old (Brazil) to use the service.

12. Contact

Supervisory Authority (Spain): Agencia Española de Protección de Datos (AEPD) - www.aepd.es

Download Full Privacy Policy (PDF)