Privacy Policy

When you create an account or use Sythio, we may collect the following types of information:

• Account Information: Your name, email address, and password when you register for an account.
• Profile Information: Optional details you provide, such as your profile picture, job title, or organization.
• Payment Information: Billing details processed securely through our third-party payment provider. We do not store your full credit card number.
• Communications: Information you provide when contacting our support team or responding to surveys.

Sythio processes audio recordings you provide to generate transcripts, summaries, and other outputs. Here is how we handle your audio data:

• Audio files are uploaded to our secure servers for processing and are encrypted both in transit (TLS 1.3) and at rest (AES-256).
• Audio is processed by our AI models to generate transcripts, summaries, tasks, and other structured outputs you request.
• We do not use your audio recordings to train our AI models unless you explicitly opt in to our improvement program.
• You may delete your audio recordings at any time through your account settings.

When Sythio processes your audio, it generates various outputs including transcripts, summaries, action items, and structured notes. These outputs:

• Are stored in your account and accessible only to you unless you choose to share them.
• May contain speaker identification labels based on voice characteristics detected in the audio.
• Are encrypted at rest and in transit using industry-standard protocols.
• Can be exported or deleted at any time through your account dashboard.

We automatically collect certain information about how you interact with Sythio, including:

• Device information (browser type, operating system, device model).
• Log data (IP address, access times, pages viewed, features used).
• Performance metrics (app load times, error reports, crash logs).
• Feature usage patterns (which outputs you generate most, recording frequency).

This data helps us improve Sythio, diagnose technical issues, and understand how our features are used.

Sythio uses cookies and similar technologies for authentication, preferences, and analytics. For complete details on the cookies we use and how to manage them, please see our Cookie Policy.

We use the information we collect to:

• Provide, maintain, and improve the Sythio service.
• Process your audio recordings and generate requested outputs.
• Send you service-related communications, including account verification, security alerts, and billing notifications.
• Respond to your support requests and provide customer assistance.
• Analyze usage patterns to improve our AI models and user experience (using aggregated, anonymized data only).
• Detect, prevent, and address fraud, abuse, and security issues.
• Comply with legal obligations and enforce our Terms of Service.

We will never sell your personal information to third parties.

We retain your data for as long as your account is active or as needed to provide you with our services. Specifically:

• Account data is retained for the lifetime of your account.
• Audio recordings are retained until you delete them or close your account.
• Generated outputs (transcripts, summaries, etc.) are retained until you delete them or close your account.
• Usage data is retained in identifiable form for up to 24 months, after which it is anonymized.
• Backup copies may persist in our encrypted backup systems for up to 90 days after deletion.

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data and account.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to certain processing of your data.
• Restriction: Request that we limit how we use your data.

To exercise any of these rights, contact us at privacy@sythio.com. We will respond to your request within 30 days.

Sythio integrates with or relies on the following types of third-party services:

• Cloud Infrastructure: We use industry-leading cloud providers to host and process your data securely.
• Payment Processing: Payments are handled by PCI-DSS compliant processors. We never see or store your full card details.
• Analytics: We use privacy-focused analytics tools to understand aggregate usage patterns.
• AI Processing: Audio processing may involve third-party AI services, which are bound by strict data processing agreements.

We carefully vet all third-party providers and require them to maintain appropriate security and privacy standards.

We take the security of your data seriously and implement industry-standard measures to protect it:

• All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
• Access to user data is strictly limited to authorized personnel on a need-to-know basis.
• We conduct regular security audits and penetration testing.
• We maintain incident response procedures and will notify affected users of any data breach within 72 hours as required by applicable law.

While no system is 100% secure, we continuously work to protect your information and promptly address any vulnerabilities.

Sythio operates globally, and your data may be transferred to and processed in countries other than your country of residence. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission.
• Data processing agreements with all service providers that handle personal data.
• Compliance with applicable data protection frameworks, including GDPR requirements for EU/EEA users.

Sythio is not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected data from a child under 16, we will take steps to delete that information promptly.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@sythio.com.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Post the updated policy on this page with a revised "Last Updated" date.
• Notify you via email or through an in-app notification if the changes are significant.
• Provide you with an opportunity to review the changes before they take effect, where required by law.

Your continued use of Sythio after the effective date of any changes constitutes your acceptance of the updated policy.