Privacy Policy

1. Introduction

Digispire LLC, doing business as ActFlux ("we," "our," or "us"), is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at actflux.com ("Service").

By accessing or using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Account Information: Name and email address (via Google OAuth)
• Profile Information: Profile picture (optional), organization name
• Payment Information: Payment details processed securely via Stripe (we do not store credit card numbers)
• Communication Data: Messages you send to our support team

2.2 Meeting Data

When you use our Service, we collect and process:

• Audio and Video Files: Recordings you upload for transcription
• Meeting Transcripts: Text transcriptions generated from your files
• Extracted Content: Action items, decisions, and questions extracted by our AI
• Metadata: Meeting date, duration, participants, and titles
• User Content: Notes, tags, and labels you add to meetings and action items

2.3 Automatically Collected Information

We automatically collect certain information about your device and how you interact with our Service:

• Device Information: Browser type, operating system, device identifiers
• Usage Data: Features used, pages viewed, time spent on the Service
• Log Data: IP address, access times, error logs
• Analytics: Google Analytics data for service improvement

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Provision: To provide, maintain, and improve our Service
• Processing: To transcribe your meetings and extract actionable insights using AI
• Communication: To send service-related notifications, updates, and newsletters
• Support: To respond to your questions, comments, and requests
• Analytics: To analyze usage patterns and improve user experience
• Security: To detect and prevent fraud, abuse, and security incidents
• Legal Compliance: To comply with applicable laws and regulations
• Business Operations: For billing, account management, and customer service

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

4.1 Service Providers

We work with trusted third-party service providers who assist us in operating our Service:

• Google Cloud: For authentication (OAuth) and AI processing (Gemini)
• Deepgram: For speech-to-text transcription
• Vercel: For hosting and infrastructure
• Neon: For database services
• Stripe: For payment processing
• Resend: For email delivery

4.2 Legal Requirements

We may disclose information if required by law or in response to:

• Court orders or legal processes
• Government or regulatory requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our Service.

4.4 With Your Consent

We may share information with your explicit consent or at your direction (e.g., integrations you connect).

5. Data Storage and Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption in Transit: All data transmitted using TLS/SSL encryption (HTTPS)
• Encryption at Rest: Database and file storage encrypted with industry-standard algorithms
• Secure Hosting: SOC 2 compliant hosting providers (Vercel, Neon)
• Access Controls: Restricted access to data, limited to authorized personnel only
• Regular Audits: Security assessments and vulnerability scans
• Secure Development: Security best practices in code development and deployment
• Incident Response: Established procedures for security breach notification

While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or electronic storage is 100% secure.

6. Your Rights and Choices

You have the following rights regarding your personal data:

6.1 Access and Portability

• Access: You can access your data at any time through your account dashboard
• Export: You can export your data in PDF or CSV format
• Download: You can download your meeting recordings and transcripts

6.2 Correction and Deletion

• Correction: You can edit or update your profile information and meeting data
• Deletion: You can delete individual meetings, action items, or your entire account
• Account Closure: Contact us at support@actflux.com to close your account

6.3 Communication Preferences

• Email Notifications: You can unsubscribe from marketing emails via the link in each email
• Digest Emails: You can disable weekly digest emails in your account settings
• Transactional Emails: Service-related emails cannot be disabled (e.g., password resets)

6.4 Additional Rights (Depending on Location)

Depending on your location, you may have additional rights such as:

• Right to object to processing
• Right to restrict processing
• Right to lodge a complaint with a supervisory authority

7. Data Retention

We retain your data for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy:

• Active Accounts: Data retained while your account is active
• Deleted Accounts: Data deleted within 30 days of account closure
• Legal Requirements: Some data may be retained longer for legal, accounting, or security purposes
• Backups: Backup copies deleted within 90 days of account closure

8. Third-Party Services

Our Service integrates with third-party services. Your use of these integrations is subject to their respective terms and privacy policies:

• Google: Authentication, Calendar, Meet integration - Privacy Policy
• Zoom: Video conferencing integration - Privacy Policy
• Deepgram: Speech-to-text transcription - Privacy Policy
• Stripe: Payment processing - Privacy Policy

We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies.

9. Cookies and Tracking

We use cookies and similar tracking technologies to maintain your session and improve our Service:

• Essential Cookies: Required for authentication and core functionality
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Google Analytics to understand usage patterns

We do not use advertising or third-party tracking cookies. You can control cookies through your browser settings.

10. Children's Privacy

Our Service is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at support@actflux.com, and we will delete such information.

11. International Data Transfers

Your data may be transferred to and processed in the United States and other countries where our service providers operate. These countries may have different data protection laws than your country of residence.

By using our Service, you consent to the transfer of your information to the United States and other countries. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email (if you have an account)
• Display a prominent notice on our Service
• Require your consent for material changes (where required by law)

We encourage you to review this Privacy Policy periodically. Continued use of our Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: