1. Introduction
REK Apps LLC ("we", "us", "our", or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our SecureMinutes platform and services (the "Service").
We believe in strong data privacy and limit data collection to only what is necessary to provide the Service.
2. Information We Collect
2.1 Personal Information You Provide
When you create an account or use the Service, we collect:
- Account Information: Name, email address, password (encrypted)
- Profile Information: Organization name, preferences, settings
- Payment Information: Processed by third-party payment processors (we do not store credit card numbers)
- Support Communications: Messages, feedback, and support requests
2.2 Content You Upload
- Audio/Video Files: Files you upload for transcription
- Generated Content: Transcripts, summaries, and minutes created by the Service
- File Metadata: File names, sizes, upload dates, folder structures
IMPORTANT: We do NOT use your uploaded files or transcripts to train AI models or for any purpose other than providing the Service to you.
2.3 Automatically Collected Information
- Usage Data: Features used, actions taken, time spent
- Device Information: Browser type, operating system, IP address
- Log Data: Access times, error logs, performance metrics
- Cookies: Session cookies for authentication and preferences
3. How We Use Your Information
We use your information only to:
Provide the Service
- Process and transcribe your audio/video files
- Generate AI summaries and minutes
- Store and organize your files
- Manage your account and preferences
- Authenticate your access
WE DO NOT:
- ❌ Sell your personal information to third parties
- ❌ Use your content for advertising
- ❌ Train AI models on your data
- ❌ Share your content with third parties (except as required to provide the Service)
4. Third-Party Services and Data Processing
To provide the Service, we use carefully selected third-party services:
OpenAI GPT API (Smart Summaries)
- What data is shared: Transcripts only (when you use smart summary features)
- Purpose: Generate AI-powered meeting summaries and minutes
- Privacy commitment: OpenAI does not train on customer data submitted via API
WhisperX (Transcription)
- What data is shared: Audio files processed locally on our infrastructure
- Purpose: Convert audio/video to text transcripts
- Privacy commitment: Models run on our servers; data does not leave our control
Cloudflare R2 (File Storage)
- What data is shared: Your uploaded files (encrypted at rest)
- Purpose: Secure cloud storage
We carefully vet all third-party services to ensure they maintain strong privacy and security standards.
5. Data Storage and Security
5.1 Security Measures
We implement comprehensive security measures:
- Encryption: Data encrypted in transit (TLS) and at rest (AES-256)
- Access Controls: Role-based access restrictions; principle of least privilege
- Authentication: Secure password hashing (bcrypt), JWT tokens with expiration
- Infrastructure: Firewalls, intrusion detection, regular security updates
- Monitoring: Automated alerts for suspicious activity
- Backups: Regular encrypted backups for disaster recovery
5.2 Data Isolation
Your data is logically isolated from other users. Only you (and authorized users on your account) can access your files and transcripts.
6. Data Retention and Deletion
Active Account Data
While your account is active, we retain your files, transcripts, and account data to provide the Service.
Account Deletion
When you delete your account, we immediately and permanently delete:
- All uploaded files
- All transcripts and summaries
- All personal information
- All account data
This deletion is immediate and irreversible.
Backup Retention
Deleted data may persist in encrypted backups for up to 30 days for disaster recovery purposes only, after which it is permanently purged.
7. Your Privacy Rights
Access Your Data
You can access all your data through your account dashboard at any time.
Export Your Data
You can download your transcripts, summaries, and files at any time.
Delete Your Data
You can delete individual files, transcripts, or your entire account. Deletion is permanent.
Correct Your Data
You can update your account information and preferences through your account settings.
California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act including the right to know, right to delete, and right to opt-out (we do not sell personal information).
European Privacy Rights (GDPR)
If you are in the European Economic Area, you have rights under GDPR including right of access, rectification, erasure, data portability, and to object to processing.
8. Cookies and Tracking
Essential Cookies (Required)
- Authentication: Keep you logged in securely
- Session Management: Maintain your session state
- Security: Prevent CSRF attacks and fraud
Functional Cookies (Optional)
- Preferences: Remember your theme (dark/light mode), settings
- Analytics: Understand how the Service is used (aggregated, anonymized)
We do not use third-party advertising cookies or tracking pixels.
9. Children's Privacy
The Service is not intended for users under 18 years of age. We do not knowingly collect information from children under 18. If we discover we have collected information from a child under 18, we will delete it immediately.
10. Data Privacy Commitment Summary
Our Core Privacy Principles:
- ✅ Minimal Data Collection: We collect only what's needed to provide the Service
- ✅ No AI Training: Your content is NEVER used to train AI models
- ✅ No Selling: We NEVER sell your personal information
- ✅ Transparent Processing: Clear disclosure of how we use your data
- ✅ Strong Security: Industry-standard encryption and security measures
- ✅ User Control: You can access, export, and delete your data anytime
- ✅ Immediate Deletion: Account deletion removes all your data permanently
- ✅ Vetted Partners: Third-party services selected for strong privacy standards
We believe your data belongs to you, and we're committed to protecting your privacy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices:
REK Apps LLC
Contact us through the support form available in your account dashboard.
Business Address: [Your Idaho Business Address]
We will respond to privacy requests within 30 days.
This Privacy Policy is effective as of the date stated above and applies to all users of the SecureMinutes Service.