Privacy Policy

Privacy Policy

Last Updated: January 15, 2025

At PolySpeak, we take your privacy seriously. This policy explains how we collect, use, and protect your data.

End-to-End Encryption

All your communications are encrypted with AES-256-GCM

No Data Sales

We never sell your data to third parties

GDPR Compliant

Fully compliant with EU data protection standards

Transparency

We are open about how we use your data

Information We Collect

To provide PolySpeak services, we collect the following information:

Account Information: Name, email address, password (stored as hash)
Usage Data: Meeting duration, number of participants, features used
Technical Information: IP address, browser type, device information
Communication Content: Meeting recordings (with your permission), chat messages
Payment Information: Credit card details (via Stripe, not stored on our servers)

How We Use Your Data

We use the collected data for the following purposes:

Service Provision: To provide video conferencing and translation services
Account Management: To create and manage your account
Security: To prevent fraud and protect your account
Improvement: To enhance our service quality and develop new features
Communication: To inform you about important updates and changes
Legal Obligations: To comply with legal requirements

Data Security

We implement industry-standard security measures to protect your data:

AES-256-GCM End-to-End Encryption: All communications are encrypted
TLS 1.3 Transport Encryption: Data is protected during transit
Regular Security Audits: Independent third-party audits
Access Control: Limited staff access, mandatory 2FA
Data Backup: Daily encrypted backups
Incident Response Plan: 24/7 security monitoring and rapid response

Data Sharing

We may share your data with third parties in the following cases:

Service Providers: Trusted partners such as AWS (hosting), Stripe (payments), SendGrid (email)
Legal Requirements: In case of court order or legal obligation
Business Transfer: In case of merger or acquisition (users will be notified in advance)
With Your Consent: When we have obtained your explicit consent

IMPORTANT: We never sell or rent your data for marketing purposes.

Your Rights (GDPR)

Under GDPR, you have the following rights:

Right of Access: The right to know what data we have about you
Right to Rectification: The right to request correction of inaccurate data
Right to Erasure: The right to request deletion of your data ('Right to be Forgotten')
Right to Restriction: The right to request restriction of data processing
Right to Portability: The right to transfer your data to another service
Right to Object: The right to object to data processing

To exercise these rights, you can send an email to privacy@polyspeak.io. We respond to your request within 30 days.

Data Retention

We retain your data only for as long as necessary:

Account Data: As long as your account is active
Meeting Recordings: Until deleted or maximum 2 years
Chat History: Maximum 1 year (customizable for Enterprise)
Payment Records: 7 years in accordance with tax laws
Log Records: Maximum 90 days for security purposes

When you delete your account, all your data is permanently deleted within 30 days (except for legal retention requirements).

Children's Privacy

PolySpeak services are for users aged 13 and above. We do not knowingly collect data from children under 13. If we learn that we have collected information from a child under 13, we will delete that information immediately.

If you are a parent and believe your child has provided us with personal information, please contact us at privacy@polyspeak.io.

International Data Transfer

Your data may be processed on servers outside the EU. In such cases:

We use EU Standard Contractual Clauses
We work with Privacy Shield certified providers
We comply with local data protection laws
Your data is always transferred encrypted

Policy Changes

We may update this privacy policy from time to time. For significant changes:

Email notification will be sent
Notification will be displayed on the platform
Changes will be announced 30 days before taking effect
The latest version of the policy is always published on this page

Continuing to use the platform after significant changes means you accept the new policy.

Contact

If you have questions about our privacy policy or wish to exercise your rights, you can contact us:

Email: privacy@polyspeak.io

Mail: PolySpeak Inc., 123 Tech Avenue, San Francisco, CA 94105, USA

Data Protection Officer: dpo@polyspeak.io