Privacy Policy for NextSay AI

Last Updated: June 24, 2026 at 12:43 PM EDT

NextSay AI ("we," "us," or "our") provides conversation assistance, transcription, note-taking, and related communication tools through our applications and services (the "Service"). This Privacy Policy explains what information we process, how we use it, and what controls you have.

1. Information We Collect

A. Account and Billing Information

• Account information: email address, authentication credentials, account identifiers, and email verification status.
• Profile information: nickname, optional role or goal context, and account preferences.
• Subscription information: plan status, entitlement state, and billing-related metadata needed to manage access to paid features.

B. Conversation and Session Data

• Microphone and conversation data: audio captured during supported sessions, together with resulting transcript and session content.
• Generated content: notes, summaries, follow-ups, Live Guidance cues, Ask NextSay responses, and related output.
• User-provided context: session setup details such as conversation area, conversation type or context, contact or audience, company, offer, goal, watch-for items, scheduled date, title, and free-text notes you provide.
• Feedback: ratings, comments, and other feedback you submit about outputs or product behavior.

C. Recording Notice and Participant Consent

You are responsible for providing any required disclosure, notice, or consent before using NextSay AI to record, transcribe, monitor, or process a conversation. Recording, transcription, monitoring, and AI-assistance rules vary by location, participant, organization, platform, and conversation type. Do not use the Service where recording, transcription, monitoring, or AI processing is prohibited or requires approval you do not have.

D. Audio Files and Voice Data

• Audio recordings: audio recording files may be stored locally and, when Cloud Sync is enabled and upload succeeds, in cloud storage for cross-device playback, export, and recovery.
• Optional voice features: if you use voice identification or enrollment features, the Service may process voice-derived data to support those features. Voice profile sync is separate from Cloud Sync.

E. Technical and Usage Data

• Device, app, and platform information necessary to operate the Service.
• Usage and limit-tracking information, including session counts, monthly usage, and feature usage events.
• Website analytics data such as page views and referral information when analytics is enabled on our public website. Analytics cookies are optional and controlled through the cookie preferences banner.
• Support and diagnostic information needed to maintain security, reliability, and performance.

2. How Cloud Sync Works

NextSay AI separates account and operational data from user content. Cloud Sync is an account-level setting that controls whether supported user content is backed up and kept available across signed-in devices. Voice profile sync is a separate opt-in.

A. Account and Operational Data

Certain data is processed or stored on our systems because it is required to operate the Service for signed-in users, whether or not Cloud Sync is enabled:

• Account identity and authentication records.
• User profile metadata and selected preferences.
• Subscription and entitlement information.
• Usage, limit, and operational metadata needed to secure accounts, enforce tiers, prevent abuse, and support the Service.

B. User Content Synced When Cloud Sync Is Enabled

When Cloud Sync is enabled, supported user content may be synced to your account and made available across supported devices. This may include:

• Scheduled sessions and setup details.
• Completed sessions, transcripts, summaries, notes, Live Guidance cues, Ask NextSay messages, and follow-ups.
• Session metadata such as status, outcome, area, conversation type or context, scheduled time, duration, and related preferences.
• Audio recordings when cloud audio upload is supported and succeeds.

C. Turning Off Cloud Sync

Turning off Cloud Sync stops future cloud backup and cross-device updates for supported user content. It does not automatically delete content that was already synced to your account. To remove previously synced content, use deletion controls such as deleting a session, deleting cloud backup where offered, clearing all data, or deleting your account.

D. Deleting Synced Data

When you delete a session or choose a cloud deletion control, NextSay AI attempts to remove the corresponding cloud records and cloud audio where available. Other signed-in devices update after they sync. Local device copies, browser caches, exported files, and downloaded audio may remain until removed from that device. Some data may also remain temporarily in backups or be retained where required for legal, security, fraud-prevention, billing, or operational reasons.

E. Data That May Stay Local to Your Device

• Audio recording files and downloaded exports may remain on your device.
• Browser cache, temporary files, and offline data may remain on your device to support performance, reliability, or local playback.
• Raw voice enrollment audio stays local unless the product explicitly states otherwise. Voice profile sync, if enabled, syncs voice-derived profile information needed for speaker identification.

3. How We Process Your Data

• Transcription: we process audio and related content to generate transcripts and related outputs.
• AI analysis: we process conversation content and context to generate Live Guidance, summaries, notes, and related features.
• Search and retrieval: for some factual requests, we may use search or retrieval services.
• Data minimization: we seek to limit processing to the data reasonably needed to provide the requested feature.

4. Service Providers

We use service providers to operate the Service. In line with common industry practice, we describe them by function rather than exposing internal implementation details. These categories may include:

• Identity and account providers: authentication, account security, and sign-in infrastructure.
• Cloud infrastructure providers: hosting, databases, storage, and operational infrastructure.
• Speech processing providers: transcription and related speech-to-text services.
• AI model providers: generation, summarization, Live Guidance, and related language-processing features.
• Billing and subscription providers: plan management, entitlement management, and payment-platform integration.
• Search and retrieval providers: factual web search or retrieval services used through our backend when applicable.
• Website analytics providers: aggregate measurement tools used to understand public website usage and improve pages.

We do not sell your data or share it with third parties for their own advertising or marketing purposes.

5. How We Use Your Information

• To provide transcription, Live Guidance, note-taking, and related features.
• To create, secure, and maintain your account.
• To manage subscriptions, limits, and plan access.
• To sync or store your content across supported devices and service surfaces when Cloud Sync is enabled.
• To improve product reliability, performance, and feature quality.
• To investigate abuse, fraud, security incidents, and legal compliance issues.

6. Your Controls and Rights

• Product controls: the Service may provide settings that let you manage Cloud Sync, voice profile sync, deletion, and other data-related behavior.
• Session and content deletion: you may be able to delete sessions or other user-created content. Deletion attempts to remove local and cloud copies where available, but downloaded files and device/browser caches may need to be removed locally.
• Account deletion: if you can still access your account, you may delete it through available authenticated account controls in the app. If you cannot access your account, you may request deletion by contacting support from the email address associated with your account. We may require verification before processing the request, and some information may be retained where necessary for legal, security, fraud-prevention, billing, or operational reasons.
• Cookie preferences: on the public website, you can accept optional analytics cookies, customize your choice, reject optional cookies, or close the notice to keep only necessary storage. Necessary storage for security, preferences, and service operation remains active. We do not currently use advertising or promotion cookies. You can reset your choice by clearing site data in your browser.
• Device permissions: you can control microphone and other device permissions through your device settings.
• Legal rights: depending on your location, you may have rights to access, correct, export, or delete personal information.

7. Security

• We use authentication and access controls to restrict access to user data.
• Data is transmitted over encrypted connections.
• Cloud data access is protected by backend and database authorization controls.

8. Retention

We retain information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, enforce our agreements, and maintain operational integrity. Retention may vary by data type, settings, deletion activity, and backup or recovery requirements.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may update the date above and provide notice where appropriate.

10. Contact Us

Questions? Contact us at: contact[at]nextsay.ai