Privacy Policy for NextSay

Last Updated: March 18, 2026

NextSay ("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, action items, mind maps, guidance, reflections, and related output.
• User-provided context: contact, team, goal, and other contextual information you add to personalize the Service.
• Feedback: ratings, comments, and other feedback you submit about outputs or product behavior.

C. Audio Files and Voice Data

• Local audio recordings: audio recording files may be stored on your device.
• Optional voice features: if you use voice identification or enrollment features, the Service may process voice-derived data to support those features.

D. 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.
• Support and diagnostic information needed to maintain security, reliability, and performance.

2. How Cloud Sync Works

NextSay separates account and operational data from user content.

A. Data That Is Always Stored in the Cloud

Certain data is processed or stored on our systems because it is required to operate the Service for signed-in users:

• Account identity and authentication records.
• User profile metadata and selected preferences.
• Subscription and entitlement information.
• Operational metadata needed to secure accounts, enforce limits, and support the Service.

B. User Content That May Be Synced

The Service may store or sync certain user-generated content across supported devices, subject to your account state and available settings. This may include:

• Sessions and their transcripts.
• Meeting notes and AI summaries.
• Action items, mind maps, conversation scans, and saved insights.
• Personas, teams, goals, and related user-created context.

Where cloud-sync controls are available, you may be able to limit future syncing or remove previously synced content, subject to product design, operational requirements, and backup retention.

C. Data That Stays Local to Your Device

• Audio recording files may remain on your device.
• Some caches and temporary data may remain on your device to support performance, reliability, or offline behavior.

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 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, 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.

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, 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 where applicable.
• 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 syncing, deletion, and other data-related behavior.
• Session and content deletion: you may be able to delete sessions or other user-created content.
• 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.
• 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: support@nextsay.ai