This Privacy Policy outlines how Apero Technologies Group ("we," "us," or "our") collect, use, and disclose your personal information when you use any of our mobile applications available on the Google Play Store and Apple App Store (collectively, the "Apps") and related services. It also explains your privacy rights and the legal protections afforded to you. We are committed to safeguarding the personal information of our users and their contacts. We are committed to complying with Google Play Store and Apple App Store guidelines and applicable privacy laws, including providing clear information and obtaining your explicit consent where required.
By using any of our Apps or services, you consent to the collection, use, sharing, and processing of your personal information as described in this policy. We use your personal data to enhance and deliver our services effectively.
IN SHORT: We collect the information you provide (e.g., recordings, uploads), data from cookies and analytics tools, and sometimes public sources to improve app functionality.
Types of Data Collected:
Our Service automatically gathers data when you interact with it, enabling us to better understand your needs and enhance your experience.
IN SHORT: Audio recordings may be securely sent to third-party transcription services only with your explicit consent, and never without a visible recording indicator.
By default, your audio and transcripts are used only to fulfill your specific request. We do not use your transcripts or voice recordings for training any artificial intelligence models or other secondary purposes unless you provide separate explicit consent. Summarization and AI-based features are handled internally and never involve your transcript unless explicitly authorized.
When enabled by the organizer, Notica may record meetings and use AI to generate transcripts and summaries for the organizer's use. This may include the voices and statements of all participants. Recording is announced in-meeting and a visible indicator remains active while recording. Data is stored securely and retained only as long as necessary for this feature or as required by law. We do not sell this data and we do not use recordings/transcripts to train machine-learning models unless you have provided explicit opt-in consent.
IN SHORT: Our AI helps with transcription, summarization, and answering questions based on your transcripts; it doesn't use external sources or your input for training.
Our application utilizes artificial intelligence (AI) services to support transcription, summarization, and question-answering functionalities based on user-generated audio content. These features are designed to operate strictly within the boundaries of user consent and data minimization principles.
AI Transcription
When users engage the voice recording feature, the recorded audio may be transmitted to a secure third-party speech-to-text provider solely for the purpose of generating a transcript. Audio files are encrypted in transit, and only the voice content is included in the transmission — no additional personal data is shared.
With the Android version, these services are used solely to convert speech to text in real time. Audio data is transmitted securely using encryption and is not stored or retained beyond the transcription process, as specified in the service providers' terms of use.
We do not authorize the use of any recordings or transcripts for machine learning, analytics, or model training unless the user has explicitly opted in.
With the iOS version, transcription occurs after the user finishes a recording session. Audio data is securely transmitted and processed only once the recording is completed. According to the service providers' terms, the submitted audio is not stored or retained beyond the transcription process and is deleted once the conversion is finalized.
We likewise do not authorize the use of any recordings or transcripts for machine learning, analytics, or model training unless the user has explicitly opted in.
Summarization
After the transcription is completed, our system automatically processes the transcript using our in-house AI engine to generate a summary. This summarization is performed entirely within our secured infrastructure and does not involve any third-party data transmission.
The summary is generated based solely on the transcript content that was created within the app. We do not retain, reuse, or analyze user summaries for any purpose other than delivering that specific feature, unless the user has separately provided explicit consent. All summarization data remains tied to the user session and is under the user's control.
AI Chatbot
The application includes an AI-powered chatbot that can answer questions based on user-generated meeting transcripts. When users access the chatbot from within a specific meeting recording, the chatbot only generates responses based on that transcript. Only users who have access to that recording can interact with the chatbot in this context. Users may also access the chatbot via the main navigation, in which case the chatbot operates based on prior interactions or prompts within the user's own session.
To support these features, chat interactions may be stored on our secure servers to enable response generation and improve user experience across sessions. However, these interactions are not used to train machine learning models, and are not shared with third parties. Access to chat data is restricted and protected using industry-standard encryption and access controls.
The chatbot does not access external data sources (e.g., the internet), and responses are generated solely based on the content provided by the user or from within their transcripts.
Disclaimer
IN SHORT: You can report or flag inappropriate or unsafe AI-generated content directly within the app. Reports are reviewed and resolved to maintain a safe user environment.
To ensure responsible AI use, Notica includes in-app features that allow users to report or flag any AI-generated content (e.g., chatbot responses, summaries, transcripts) they find offensive, inaccurate, or unsafe. You can submit a report directly within the chat or summary interface without leaving the App.
When a report is submitted, we collect minimal information necessary to investigate the issue (such as the message ID, timestamp, and reason for reporting). These reports are used solely for moderation and safety purposes and are not used for analytics, personalization, or advertising.
Our moderation team reviews reported content promptly. Depending on the nature of the report, we may remove, restrict, or review AI-generated content, improve content filters, or suspend abusive use.
We may retain anonymized report data for security auditing and compliance with applicable AI safety and content policies.
IN SHORT: We process your data only with your consent and for purposes like improving services, communication, compliance, and personalization.
By registering or creating a profile on our platform, you explicitly agree to our processing of your personal data as detailed in this Privacy Policy. For processing sensitive data, such as voice recordings or precise location (if used), we will seek separate, informed consent before any processing or server-based analysis occurs.
We process Personal Data based on: (i) your consent (e.g., recording, ATT tracking); (ii) performance of a contract (providing the core features you request); (iii) our legitimate interests (e.g., service security, fraud prevention, troubleshooting), balanced against your rights; and (iv) legal obligations.
We use the personal information collected to:
We analyze anonymized or aggregated data to enhance our services and ensure compliance with legal requirements, aiding in the prevention of fraud and illegal activities.
Third-party analytics may be used to understand service usage patterns and improve service delivery. These analytics are derived from data collected through cookies and similar technologies, which do not contain personally identifiable information.
Cookies are utilized to understand user interactions and store preferences related to your service use. You can manage these settings to adjust your privacy preferences.
You have the right to opt out of receiving promotional communications and can manage, access, or modify your personal data, except where retained for legitimate business or legal reasons.
This Privacy Policy is subject to updates, which will be reflected in the revised document available on our platform. We encourage you to review this policy periodically. Continued engagement with our services after such updates constitutes your acceptance of the terms.
By using our services, you confirm that you understand and agree to the terms set out in this Privacy Policy, ensuring a secure and transparent user experience.
IN SHORT: We never share your data without your consent, except when legally required. Our partners only access data essential to perform their services.
We do not share your data with other companies, organizations and individuals unless one of the following circumstances applies:
We do not share your personal information with third parties without your explicit consent.
For example, we may securely transmit your audio recordings to a trusted third-party speech-to-text provider only with your permission, for the sole purpose of generating transcripts. These providers are expected to process the data only for the requested service; however, we do not control or guarantee their data retention practices.
Any transcripts or summaries you generate are only visible to you by default. No content is shared with third parties beyond what is needed for real-time transcription, unless you explicitly choose to share it.. No other users or external parties will have access unless you authorize it.
We do not share audio recordings, transcripts, or any derived AI data with third parties unless required by law or with your explicit consent. We may only disclose your Personal Data if required to do so by law or in the good faith belief that such action is necessary to:
Such disclosures occur only under legally binding conditions, and never for commercial purposes.
All of these providers only receive the minimum data necessary to perform their specific services, and only if you have given explicit consent (e.g., for voice transcription). None may use your data for other purposes such as marketing or training AI models without your prior consent. For clarity, third-party service providers we work with may include:
Please note that when you interact with services or platforms connected to our App (e.g., cloud storage, payment processors, integrated third-party apps), your data may also be subject to their privacy policies. We recommend reviewing those policies to understand how your data may be handled.
No Cross-Sharing Between Identities: We do not share or merge data between your Guest profile and your SSO profile unless initiated by you during the Guest to SSO migration on the same device. We do not disclose Apple/Google sign-in data to third parties except to our processors as necessary to provide authentication and account services.
If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your Personal Data may be shared or transferred as part of such a transaction, subject to standard confidentiality arrangements.
If you engage in activities on public areas of our services, your information can be seen by others and may be read, collected, or used by them. You are advised to exercise caution when deciding to disclose your personal information in these areas.
We use cookies to understand and save your preferences for future visits and compile aggregate data about site traffic and site interactions. This helps us offer better site experiences and tools in the future. You may manage your cookie preferences through your browser settings.
IN SHORT: We only request essential permissions (e.g., mic, camera) to deliver key features. These are never used without your clear action.
Notica only requests permissions that are necessary for its core features. You will never be forced to grant a permission (like notifications or tracking) to use the app. In particular:
*With the Android version:
Permission 1: android.permission.RECORD_AUDIO
This permission enables the app to record audio when you actively start a voice note or transcription session, allowing speech-to-text and summarization features; it is never used for background or automatic recording.
Permission 2: android.permission.FOREGROUND_SERVICE_MICROPHONE
This permission enables the app to maintain microphone access in the foreground during an active recording session to prevent interruption; a visible notification is always shown, and recording stops immediately when you end the session.
Permission 3: android.permission.FOREGROUND_SERVICE_MEDIA_PLAYBACK
This permission enables the app to play back your recorded or summarized audio while running in the foreground, ensuring uninterrupted playback only when you manually start it.
*With the iOS version:
Permission 1: Privacy - Tracking Usage Description
This permission enables the app and its third-party analytics tools (such as Facebook SDK and Adjust) to track user activity across other apps and websites, in order to measure advertising performance and optimize marketing campaigns.
Permission 2: Privacy - Microphone Usage Description
This permission enables users to record audio within the app to support voice transcription features. Recordings are only captured when the user explicitly activates the feature. The app does not record in the background or without clear user action.
Permission 3: Privacy - Camera Usage Description
This permission enables users to capture photos or scan documents using their device camera, in order to process visual content for functions like OCR or document conversion.
Permission 4: Push Notification
This permission enables the app to send alerts and updates to the user's device, in order to provide notifications about feature updates, system events, or content status.
These permissions are essential for the app to function properly and are strictly used in accordance with Google Play's regulations to ensure a secure, efficient, and user-respecting operation. The app prioritizes user rights and privacy, implementing these permissions to enhance user experience without compromising privacy and security.
IN SHORT: We protect your data using HTTPS, TLS 1.2+, and AES-256 encryption. Only trusted providers with strict standards process your data.
Your personal information may be transferred to and processed in countries outside of your country of residence, including where our servers are located or where our service providers operate. These countries may have data protection laws that are different from those in your jurisdiction.
We take appropriate measures to ensure that your personal information remains protected according to the security standards outlined in this Privacy Policy, regardless of where it is processed. This includes implementing strong contractual arrangements (such as Standard Contractual Clauses) and security measures to protect your data during international transfers.
We implement strong contractual arrangements and security measures to protect your data when it is transferred internationally. This includes using encryption, secure data transfer protocols, and ensuring that all data handlers comply with our data protection and privacy standards.
We maintain physical, administrative, and technical safeguards—such as encrypted servers, firewalls, and restricted access—to protect your data. All transmissions between your device and our systems are secured using HTTPS with TLS 1.2 or higher, and audio recordings, transcripts, and other user data are encrypted at rest using AES‑256.
We regularly audit our infrastructure and practices to uphold these protections. However, please note that no system is completely secure—transmitting information over the internet carries inherent risks, and we cannot guarantee absolute safety. You use our services at your own risk.
Any third-party service providers we engage (e.g. speech-to-text APIs) must adhere to these standards and are only granted access to data necessary for real-time processing.
While we endeavor to secure your data, the transmission of information over the internet can never be guaranteed to be completely secure. We encourage you to take precautions to protect your personal information when using digital services, including monitoring your account settings and access privileges.
We implement appropriate technical and organizational security measures designed to protect the security of any personal information we process, including encrypting data at rest and in transit, access controls, and secure development practices. However, please note that no method of transmission over the Internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
We retain your Personal Data only for as long as necessary for the purposes stated in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).
Guest data is associated with your device identifier and retained on that device. If you uninstall the App, reset the device, or clear App data, your Guest data may be deleted and cannot be recovered. When Guest data is migrated to an SSO account (Apple/Google), it becomes part of your SSO account data and is retained in line with Account Information rules. If you later use Guest again after signing out, a new Guest profile will be created and previous Guest data will not be automatically restored.
When your account is deleted or upon receiving a valid data deletion request, we will securely delete or anonymize your Personal Data according to our internal procedures and applicable law, subject to any legal obligations or legitimate business needs (e.g., fraud prevention, dispute resolution) requiring us to retain certain information. Please note that residual copies may take some time to be fully removed from backup systems.
You have the right to request access to, correction of, or deletion of your personal information. If your personal data changes, or if you no longer wish to use our service, you may correct, update, or remove the information by making a direct request to us.
IN SHORT: You can access, correct, or delete your data using in-app options or by contacting support.
You have the right to access, review, and manage your personal data stored by us. Under applicable laws, you can request information about the data we hold on you, as well as request updates, corrections, or deletions of any inaccuracies.
You can exercise your data protection rights through several options:
Update and Correct: Directly modify your personal details via your account settings.
Privacy Controls: Adjust settings to manage the use of your data, including opting out of targeted advertising and managing communication preferences.
In certain circumstances, as permitted or required by law, your ability to access or control your personal data may be limited. The scope of access may also vary by the specific services and products you utilize.
We endeavor to promptly fulfill requests to access or modify personal information. You can initiate these requests through the contact options available on our platform.
If certain personal data cannot be accessed or controlled via our standard tools or if you have specific inquiries regarding your data rights, please reach out to us directly for assistance.
We regularly review and report on the requests we receive to access or control personal data, ensuring transparency and accountability in our data handling practices.
IN SHORT: We do not knowingly collect data from children under aged 4. Parents can review and request deletion of their child's information.
Our Service is intended for general audiences and may be used by children aged 4 and above. We do not knowingly collect personally identifiable information from children under this age without verifiable parental consent. If we become aware that we have collected Personal Data from a child without verification of parental consent, we will take steps to remove that information from our servers promptly. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us.
Parents or guardians have the right to review, manage, and delete their child's information. We provide tools and support to facilitate these actions.
At any time, parents or guardians can revoke their consent and request the deletion of their child's information from our systems.
For issues regarding the protection of minors' data, please contact us immediately.
IN SHORT: We'll notify you of significant policy changes via in-app notice or email.
We may revise our Privacy Policy from time to time to reflect changes in our practices or service offerings. When updates are made, we will notify you by sending an email and/or displaying a prominent notice on our service. Additionally, we will update the 'Last updated' date at the top of the Privacy Policy, which can be viewed on this page.
For significant changes, we may also send a push notification directly through the service.
We encourage you to review our Privacy Policy periodically to stay informed of how we are protecting the personal information we collect. Continued use of the service after any updates signifies your agreement to the revised policy.
If you have any questions about our Privacy Policy or wish to make a request regarding certain personal information, you are encouraged to contact us. The contact information is:
Apero Technologies Group