Privacy Policy

When you use the App, we will only collect and use your personal data for the following purposes. Personal data means information about any individual, or from which any individual is directly or indirectly identifiable.
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We may collect personal data from and about you, including information that you provide, and automatically collected information. We also create personal data about you in certain circumstances, such as records of your interactions with us, and details of the usage information of your device. We may collect and process the following data:
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- Contract Management Information: version number of this Notice you are aware of, your consent or rejection of specific services or functions, version number of the service contract you agree to or refuse; and the timing of your aforementioned actions.
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- App Account Information: account name (email address), password (encrypted), avatar, nickname, country/region you selected during account registration, industry, profession, role, email verification code, and account ID.
Device Information: serial number, model, firmware version, and firmware file of your device.
Mobile Device (Usually Your Mobile Phone or Pad) Information: brand, operating system, and version of the mobile device.
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- Services Usage Information: file information (such as audio file, transcribed text, file name, file size, summarization), user log (such as start time, expire time, reset time), operational behavior data collected through your interaction with our Services (such as clicks, dwell time, time stamp, and browsing history), diagnostic and performance information (such as system events, crash reports, and performance logs).
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- Issue and Feedback Information: information you provide to us when you use feedback-related services in the App, such as issue type, device involved, issue description, contact email, and pictures or videos you upload.
Customer Service Related Information: such as information used to verify your identity (email address and order number), communication records (including call recordings) automatically stored or collected, contact information (name, phone numbers, mobile numbers, and mailing information used for after-sales service) you choose to provide to us, and other information required for handling your requests.
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Information We Obtain by Automated Means
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When you interact with our web portal, we use automatic data collection tools like cookies to collect data and related information. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. To understand exactly how we use these technologies, including a list of cookies and how to manage them, please read our detailed Cookie Policy.

How do we use your data?

The purposes for which we process personal data, subject to applicable law, and the legal basis on which we perform such processing, are as follows:
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- Contract Management: We process Contract Management Information to provide you with records related to contract management, such as records of your agreement/refusal actions, version numbers of contracts/privacy notice related to you, time, etc. This is to fulfill the implicit contract formed when you interact with our privacy notice. By maintaining these records, we ensure transparency in our data handling practices, which is an obligation stemming from the understanding between you and us. This allows you to clearly track the status and version of relevant contracts, fulfilling part of the agreement related to privacy-policy-based interactions.
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- User Account Management: We process your App Account Information and Network Information to provide you with functions related to user account management, such as account registration, account deletion, account login, and modification of account information. As part of our contractual obligation with you, accurately managing these details ensures you can access and use our services as expected, enabling smooth account-related operations.
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- Transcription & AI Features: To provide the App's core services, we process audio files. These services include managing your recordings, transcribing them into text, and offering optional AI-powered summaries. This processing of your audio files, the resulting text or summaries, your industry, profession, and role information is necessary to perform our contract with you.
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- Ensure Security, Stable Operation, and Improvement of the App: We process your Mobile Device Information, Network Information, and Services Usage Information to identify the abnormal status of your App account or the device, ensure the stability and security of our Services, and plan improvements or upgradation of our Services. Based on our contract with you, we're obliged to offer a secure, stable, and evolving service. By processing this data, we can maintain service quality, prevent security disruptions, and enhance app functionality, meeting your expectations as a user.
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- Customer Service and Support: When you consult any issues via online customer service, some of your App Account Information such as avatar and nickname will be displayed in the chat box. We may also process Issue and Feedback Information if you use feedback-related services in the App. When you use hotline services for inquiries or complaints, we will process some of your Customer Services Related Information. Additionally, we may also collect other information provided by you to offer services such as troubleshooting and online customer support. This is a contractual obligation to provide effective service and also a requirement to comply with consumer protection or industry-specific laws It ensures timely. service and meets legal record-retention requirements for traceability and compliance.
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We will not use the collected personal data for the training, optimization, or development of artificial intelligence (AI) or machine learning models. Certain data may be processed in real time through large language model (LLM) service providers. Such data will be transmitted to LLM service providers for processing and deleted immediately after completion, with not storing or retaining the original data.

How do we retain and protect your data?

Your data will be processed on servers located in the United States. We will only retain your personal data for the time necessary to achieve the purposes stated in this Privacy Policy.
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We will process and store your data during the period that we maintain an ongoing relationship with you. Most of your personal data will be associated with your App account. When you deactivate your App account, the personal data associated with your account and related Services will be deleted or anonymized, unless local applicable laws require our continued processing of such data.
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We have implemented appropriate technical and organizational security measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, unauthorized access, and other unlawful or unauthorized forms of processing, in accordance with applicable law. When using an App account, it is important that you select a strong password and do not share it with others. Please note, the Internet is an open system, the transmission of information via the internet is not completely secure. Although we will implement all reasonable measures to protect your personal data, we cannot guarantee the security of your data transmitted to us using the internet – any such transmission is at your own risk, and you are responsible for ensuring that any personal data that you send to us are sent securely.

Your Rights

You may have the right to access, correct, or delete your personal data, or restrict its processing. You also have the right to object to the processing of your personal data. Please contact us to make such requests.

Changes to This Policy

We may revise this Privacy Policy from time to time. The most current version will always be posted on our website. If we make changes that are material, we will let you know by posting on our site or by sending you an email or other communication before the changes take effect.

Contact Us

For further clarification about these terms or if you have any concerns about your privacy, please get in touch with us at: team@ultrasense.app.