Privacy & Security

1. What Data We Collect

Personal Information

• Email address - For authentication and account management
• Name - Derived from your email for identification

Content You Create

• Voice recordings - Temporarily processed for transcription, then deleted
• Transcripts - Stored until you choose to delete them
• Meeting titles - Custom names you give to your recordings
• Speaker names - Labels you assign to identify speakers

Technical Data

• Browser information - For compatibility and troubleshooting
• Language preference - To provide transcription in your chosen language

2. How We Use Your Data

• Provide transcription services - Converting your audio to text
• Store your transcripts - Keeping your data accessible across devices
• Improve accuracy - Using aggregated, anonymized data to enhance quality
• Technical support - Troubleshooting issues when you contact us
• Service updates - Notifying you of important changes or new features

3. Third-Party Services

We use trusted third-party services to provide our functionality:

4. Data Security

We take security seriously and implement industry-standard measures:

• Encryption in transit - All data transferred over HTTPS
• Encryption at rest - Data stored in Firebase is encrypted
• Secure authentication - Firebase Authentication with email verification
• Access controls - Users can only access their own data
• Regular updates - We keep our systems patched and up-to-date
• Immediate deletion - Audio files are deleted after transcription

5. Your Rights & Choices

Access Your Data

You can access all your transcripts and meeting data anytime through your dashboard.

Delete Your Data

You can delete individual meetings by clicking the "Delete" button on any transcript. To delete your entire account and all associated data, contact us at support@knovica.com.

Export Your Data

You can copy and save your transcripts at any time. For a complete data export, contact us at support@knovica.com.

Opt-Out of Communications

We only send essential service emails. If you no longer wish to use our service, you can delete your account.

Your Rights (GDPR & CCPA)

If you are located in the EU/EEA or California, you have additional rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Ask us to correct inaccurate or incomplete information.
• Deletion: Request deletion of your personal data (subject to legal obligations).
• Portability: Request a machine-readable copy of your data.
• Restriction & Objection: Request restrictions on processing or object to certain processing (e.g., for profiling).
• Right to Opt-Out (CCPA): California residents may opt-out of the sale of personal information (we do not sell your data).

To exercise any of these rights, contact us at support@knovica.com. We will verify requests and respond within applicable legal timelines.

6. Data Retention

• Audio recordings: Deleted immediately after transcription (typically within 1-2 minutes)
• Transcripts: Stored indefinitely until you choose to delete them
• Account data: Retained while your account is active
• Deleted data: Permanently removed within 30 days of deletion request

Cookies & Tracking

We use cookies and similar technologies to provide and improve our services. Examples:

• Session cookies - Keep you logged in during a session.
• Preference cookies - Remember language preferences and UI settings.
• Analytics - Aggregate usage data to help us improve the product (no advertising or tracking across sites).

You can control cookies via your browser settings. Disabling cookies may affect core functionality.

7. International Users

Knovica is operated from Europe. However, our service providers (OpenAI, Firebase) may process data in the United States and other countries. By using our service you consent to international data transfers as described in this policy.

For European users: We comply with GDPR. Where we rely on consent to process personal data (for example, when you use our transcription or save data), you may withdraw consent any time via your account settings or by contacting us at support@knovica.com. For data access/deletion requests, see "Your Rights & Choices" below.

8. Children's Privacy

Knovica is not intended for children. We do not knowingly collect data from children. If you believe we have collected data from a child, please contact us immediately at support@knovica.com.

9. AI & Accuracy Disclaimer

10. Changes to This Policy

We may update this privacy policy from time to time. When we make significant changes, we will notify you by email or through a notice in our application. Continued use of Knovica after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding your privacy or this policy: