Privacy Policy

Privacy Policy
Lasted Updated Mar 20, 2025

This privacy policy (“Policy”) informs you of our practices when handling your Personal Information through the Services (both as defined below). In this Policy, “Secretopus.ai”, “we” or “us” refers to Secretopus Inc, a company registered in Delaware with its registered address located at 16192 Coastal Hwy Lewes DE 19958, United States. We are the data controller under the applicable privacy laws.
Where we have an Secretopus Inc or enterprise service agreement in place with an enterprise customer who is asking you to use our Services (for example your employer), we obtain and process your Personal Information on behalf of and at the instructions of that customer. In that context, such enterprise customers are the data controllers and their privacy policies will apply to the processing of your Information. We encourage you to read their privacy policies.
For the purpose of this Policy, “Personal Information” means any information relating to an identified or identifiable individual. This includes Personal Information you provide or generate when you use: (a) Our Secretopus meeting assistant app (the “App”); and (b), https://secretopus.ai, and any other dedicated Secretopus.ai websites (the “Website”) (collectively, the “Services”). When you use the Services, you accept and understand that we collect, process, use, and store your Personal Information as described in this Policy.
If you do not agree with this Policy, you must not use any of the Services. If you change your mind in the future you must stop using the Services and you may exercise your rights concerning your Personal Information as set out in this Policy.

1 INFORMATION WE COLLECT
We at Secretopus.ai are committed to safeguarding the privacy of our users. Our business model is to provide a paid service to users who need to record, index and store meeting recordings, as well as work communications and business-related files for quick access to the accumulated knowledge within them. We do not rely on widespread collection of general user data. We will only collect and process information that we need to deliver the service to you, and to continue to maintain and develop the service.

We will collect and use the following Personal Information about you:
Information you provide to us

Registration Information. When you create an account on our Services, you will be asked to provide your name, email, and a password, you may voluntarily add a profile picture.
App Information. When you use the Services, you may provide us with your video recordings (“Video Recordings”).
Communication Information. When you contact us, you provide us with your email.

Information you provide us about others

If you choose to collaborate on a task with your co-workers or friends, or refer us to them, you provide us with the email address and contact information of your co-workers or friends.
If you provide a Video Recording, this may contain the Personal Information of third parties. Before you do so, please make sure you have the necessary permissions from your co-workers, friends or other third parties before sharing Personal Information or referring them to us.

Information we automatically collect or is generated about you when use the Services

Usage Information: When you use the Services, you generate information pertaining to your use, including timestamps, such as access, record, share, edit and delete events, app use information and interactions with our team.
Cookies: We use Cookies and other similar technologies (“Cookies”) to enhance your experience when using the Service. For more information about our Cookies policy, see HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES below.

Information received from third parties.
Information we receive from third party platforms: When you connect third party platforms (such as Google Calendar) to our Services, we receive Personal Information that includes your username, profile picture, email address, time, location, calendar information, contact information from such third parties and any information you choose to upload to such third party platforms (“Platform Information”).

In most cases, we request read access to synchronize data in order to provide our Services to users. In exceptional cases, we request permissions for modifications and content editing, but these apply only to events or information created by our Services within these systems.

Below we list the types of data we collect from the various Secretopus apps for the communications platforms that we support. Each is only applicable if you or your organization has installed the respective app on the third party platform (this may not be an exhaustive list. If a specific system is not explicitly mentioned, it is still subject to the general provisions of this agreement):

Secretopus for Google Calendar. We access read-only data from your Google Calendar, including event details (title, organizer, participants and their email addresses, date, time, duration, meeting rooms, and event recurrence), as well as your primary email address and display name. We do not retain user data obtained through Google Workspace APIs to develop, improve, or train generalized AI and/or ML models.
Secretopus for Outlook Calendar. We access read-only data about your email, display name, and the events you participate in, such as the organizer, title, attendees and optional attendees (names and emails), date, time, duration, calendar resources (meeting rooms), and recurrence of events.
Secretopus for Confluence. We access read-only data about your spaces, blogs, and tables.

2 HOW WE USE YOUR PERSONAL INFORMATION
We use your Personal Information to:

Set up your account. We use your registration information, device information and information received from third parties (such as your username, email address) in order to set up an account for you to use our Services. We do so in accordance with our contractual and precontractual obligations to you in order to provide you with an account to use the Services.
Provide you with the Services. We use your video recordings, usage information and platform information in order to provide you with the Services. In addition, we use your communication information to facilitate support (e.g. retrieval of a forgotten password). We do so in accordance with our contractual obligations to you in order to provide you with the Services.
Improve and monitor the Services. We use information we automatically collect or generate about you when you use the Services, as well as information about your device such as device manufacturer, model and operating system, and the amount of free space on your device, to analyze the use of and improve our Services. We train our proprietary artificial intelligence technology on de-identified video recordings. We also train our technology on transcriptions to provide more accurate services, which may contain Personal Information.
Communicate with you. If you contact us, we will use your contact information to communicate with you and, if applicable, your usage information to support your use of the Services.
Prevent fraud, defend Secretopus.ai against legal claims or disputes, enforce our terms and to comply with our legal obligations. It is in our legitimate interest to protect our interests by (1) monitoring the use of the Services to detect fraud or any other user behavior which prejudices the integrity of our Services, (2) taking steps to remedy aforementioned fraud and behavior, (3) defending ourselves against legal claims or disputes, and (4) enforcing our terms and policies. When doing so, we will process the Personal Information relevant in such a case, including information you provide us, information we automatically collect about you, and information which is provided to us by third parties.

3. HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES
Cookies are small files of letters and numbers that we store on your browser or on your device. They contain information that is transferred to your device.
We use Cookies to collect information about your browsing activities and to distinguish you from other users of our Services in order to aid your experience.
We use the following types of Cookies and similar technologies:

Strictly necessary Cookies: Some Cookies are strictly necessary to make our Services available to you; for example, to provide login functionality, user authentication and security. We cannot provide you with the Services without this type of Cookie.
Functional Cookies: These are used to recognize you when you return to our Website. This enables us to personalize our content for you and remember your preferences (for example, your choice of language).

You can block Cookies by setting your internet browser to block some or all or Cookies. However, if you use your browser settings to block all Cookies (including strictly necessary Cookies) you may not be able to use our Services.

4 WITH WHOM WE SHARE YOUR PERSONAL INFORMATION
Third party services are not owned or controlled by Secretopus.ai and third parties may have their own policies and practices for collection, use and sharing of information. Please refer to third party privacy and security policies for more information before using such services. Third parties include vendors and service providers we rely on for the provision of the Services. We share your Personal Information with selected third parties, including:

Other users who see your Personal Information (such as your username and email) and any other information you choose to share with them through the Services.
Cloud service provider Amazon Web Services, based in the United States.‍
Artificial intelligence service providers that provide backend support for certain Secretopus product features.
Analytics providers who provide analytics, segmentation and mobile measurement services and help us understand our user base. We work with a number of analytics providers, including Google LLC, which is based in the U.S. You can learn about Google’s practices by going to https://www.google.com/policies/privacy/partners/, and opt-out of them by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.‍
Change of corporate ownership. If we are involved in a merger, acquisition, bankruptcy, reorganization, partnership, asset sale or other transaction, we may disclose your Personal Information as part of that transaction.

5 HOW LONG WE STORE YOUR INFORMATION
Secretopus stores all Personal Information for as long as necessary to fulfill the purposes set out in this Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. When deleting Personal Information, we will take measures to render such Personal Information irrecoverable or irreproducible, and the electronic files which contain Personal Information will be permanently deleted.

6 YOUR RIGHTS
In certain circumstances you have the following rights in relation to your Personal Information that we hold.

Access. You have the right to access the Personal Information we hold about you, and to receive an explanation of how we use it and who we share it with.
Correction. You have the right to correct any Personal Information we hold about you that is inaccurate or incomplete.
Erasure. You have the right to request for your Personal Information to be erased or deleted.
Object to processing. You have the right to object to our processing of your Personal Information where we are relying on a legitimate interest or if we are processing your Personal Information for direct marketing purposes.
Restrict processing. You have a right in certain circumstances to stop us from processing your Personal Information other than for storage purposes.
Portability. You have the right to receive, in a structured, commonly used and machine-readable format, Personal Information that you have provided to us if we process it on the basis of our contract with you, or with your consent, or to request that we transfer such Personal Information to a third party.
Withdraw consent. You have the right to withdraw any consent you previously applied to us. We will apply your preferences going forward, and this will not affect the lawfulness of processing before your consent was given.

Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may require additional information (for example, why you believe the information we hold about you is inaccurate or incomplete) and may have valid legal reasons to refuse your request. We will inform you if that is the case. For more information on how to exercise your rights, or to exercise your rights, please email hello@secretopus.ai

7 CHILDREN
The Service and Website are not targeted at children, and we do not knowingly collect Personal Information from children under the age of 13. If you learn that a child has provided us with Personal Information in violation of this Policy, please contact us as indicated below.

8 CONTACT & COMPLAINTS
For inquiries or complaints regarding this Policy, please first contact us at hello@secretopus.ai and we will endeavor to deal with your complaint as soon as possible. This is without prejudice to your right to launch a claim with a data protection authority.

9 DATA SECURITY
Secretopus.ai maintains and implements physical, administrative, and technical safeguards to protect the confidentiality, integrity, and availability of personal information. However, the transfer of Personal Information through the internet will carry its own inherent risks and we do not guarantee the security of your data transmitted through the internet. You make any such transfer at your own risk.
The Website and Service may provide features or links to websites and services provided by third parties. Any information you provide on Apps, third-party websites or services is provided directly to the operators of such websites or services and is subject to their policies governing privacy and security, even if accessed via our Website or in connection with our Service.

10 ABOUT US
If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at hello@secretopus.ai

APPENDIX
Secretopus.ai Data Privacy Framework Principles
Effective October 16, 2024

Secretopus.ai has created this Data Privacy Framework Principles Notice (“Notice”) to describe our standards and procedures for handling Personal Information in accordance with the Data Privacy Framework (“DPF”) Principles.
This Notice supplements our Policy. Unless specifically defined in this Notice, the terms in this Notice have the same meaning as in our Policy. In case of conflict between the Policy and this Notice, this Notice prevails. In case of conflict between this Notice and the Principles, the Principles will govern.
‍How we obtain Personal Information
We obtain and Process Personal Information from the European Union (“EU”), United Kingdom (“UK”) (and Gibraltar), or Switzerland in different capacities:

As a data controller, we collect and Process EU, UK and Swiss Personal Information directly from individuals, either via our publicly available website https://secretopus.ai, or in connection with our customer relationships.
Where we provide our Services in connection with an enterprise agreement, we may obtain and process EU, UK, and Swiss Personal Information on behalf of and at the instructions of our enterprise customers. In that context, such customers are the data controllers and we encourage you to read their privacy policies.

Data Privacy Framework Principles
1. Notice. Our Policy in combination with this Notice describes our privacy practices. When providing our Services as a Data Processor, our customers determine the categories of Personal Information we Process and the purposes of the processing. Accordingly, our customers are responsible for providing notice to individuals. Please see our customers’ privacy policies for more information.
2. Data Integrity and Purpose Limitation. Any Personal Information we receive may be processed by Secretopus.ai for the purposes indicated in our Policy or as otherwise notified to you. We will not process Personal Information in a way that is incompatible with these purposes unless subsequently authorized by you.
We take reasonable steps to limit the collection and usage of Personal Information to that which is relevant for the purposes for which it was collected, and to ensure that such Personal Information is reliable, accurate, complete and current. Individuals are encouraged to keep their Personal Information with Secretopus.ai up to date and may contact Secretopus.ai as indicated below or in the Policy to request that their Personal Information be updated or corrected.
We will adhere to the DPF Principles for as long as we retain the Personal Information collected under DPF Principles.
When providing our Services as a data processor, we process and retain Personal Information as necessary to provide our Services as permitted in our agreements, or as required or permitted under applicable law.
3. Accountability for Onward Transfer of Personal Information. Secretopus.ai may transfer Personal Information as described in the Policy. When providing our Services as a data processor, we disclose Personal Information as provided in our agreement with customers.
We remain responsible for the processing of Personal Information received under the DPF Principles and subsequently transferred to a third party acting as an agent if the agent Processes such Personal Information in a manner inconsistent with the DPF Principles, unless we prove that we are not responsible for the event giving rise to the damage.
4. Security. Secretopus.ai takes reasonable and appropriate precautions, taking into account the risks involved in the Processing and the nature of the Personal Information, to help protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction.
5. Access and Choice. If we intend to use your Personal Information for a purpose that is materially different from the purposes for which it was originally collected or subsequently authorized, or if we intend to disclose it to a third party acting as a Data Controller not previously identified, we will offer you the opportunity to opt out of such uses and/or disclosures where it involves non-sensitive information or opt in where sensitive information is involved.
Where appropriate, you have the right to access to the Personal Information we maintain about you and to correct, amend or delete that information when it is inaccurate or has been processed in violation of the DPF Principles by sending a written request as indicated in “Contact Us” below. We will review your request in accordance with the DPF Principles, and may limit or deny access to Personal Information as permitted by the DPF Principles.
When providing our Services as a Data Processor, we only Process and disclose the Personal Information as specified in our agreements. Our customers control how Personal Information is disclosed to us and Processed, and how it can be modified. Accordingly, if you want to request access, or to limit use or disclosure of your Personal Information, please contact the company to whom you submitted your Personal Information and that uses our Services. If you provide us with the name of the company to whom you provided your Personal Information and who is our customer, we will refer your request to that customer and support them in responding to your request.
6. Recourse, Enforcement and Liability. We conduct an annual self-assessment of our practices regarding Personal Information intended to verify that the assertions we make about our practices are true and that such practices have been implemented as represented.
If you have any questions or concerns, we encourage you to first write to us as indicated below. We will investigate and attempt to resolve complaints and disputes regarding use and disclosure of Personal Information in accordance with the DPF Principles.
Changes to this Notice
This Notice may be amended consistent with the requirements of the DPF Principles. When we update this Notice, we will also revise the “Last updated” date at the top of this document. Any changes to this Notice will become effective when we post the revised version on our website.
Contact Us
If you have any questions, concerns or complaints regarding our privacy practices, or if you’d like to exercise your choices or rights, you can contact us:

via email at hello@secretopus.ai (Attn: Privacy Officer)