Informativa sulla privacy

1. Introduction to Privacy Policy

Speak AI Inc. (“Company”, “our”, “we”, or “us”) respects your privacy and is committed to protecting it through compliance with this Privacy Policy.

This Privacy Policy describes how we collect, use, disclose, and protect the personal information of our customers and website users when you visit our website (speakai.co), use our platform, or interact with our services (collectively, the “Product”).

We will only use your personal information in accordance with this Privacy Policy unless otherwise required by applicable law. This Privacy Policy applies to information we collect:

• On our website
• In email, text, and other electronic messages between you and us
• Through mobile and desktop applications you access from our website
• When you interact with our advertising and applications on third-party websites and services that link to this Privacy Policy

Our website may include links to third-party websites, plugins, services, social networks, or applications. These third parties have their own privacy policies, and we do not accept responsibility for those policies. We encourage you to read the privacy policy of every website you visit.

1(a) Terms of Service

This Privacy Policy, together with Speak AI Inc.’s Terms of Service, governs your access to and use of the Product. Speak AI Inc. is a Canadian corporation. Terms capitalized but not defined in this Privacy Policy have the meanings set out in the Terms of Service. “You”, “Your”, and “Yours” refers to you as the end user, or if you are a company registering accounts on behalf of employees or contractors, the client.

Children Under the Age of 13

Our website and services are not intended for children under 13 years of age. No one under age 13 may provide any personal information to or on the website. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on our website, make any purchases, use any interactive features, or provide any information about yourself to us.

If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we may have any information from or about a child under 13, please contact us at [email protected].

1(b) Consent and Agreement to Be Bound

1(b)(i) Consent Provided by Continuing Use

By accessing and using the Product, you agree to all the terms of this Privacy Policy and the Terms of Service. If you do not agree, please do not use the Product.

1(b)(ii) Platform Consent

Certain device data requires your explicit consent before the Product can access it. Application platforms will notify you when the Product requests permission to access specific types of data, allowing you to grant or deny that request.

1(b)(iii) Changes Will Require Your Consent

In the case of a material change to the Product, Speak AI Inc. will provide written notice and obtain your consent for any new purposes not previously identified, in accordance with the amendment provisions in the Terms of Service.

1(b)(iv) Changing Your Consent

You may update your consent preferences by updating your data as described in the “Data Management” section of this Privacy Policy.

1(c) Consent to Collection and Analysis of Your Information

1(c)(i) Specific Consent to Collection

By using the Product, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. You may choose not to disclose certain personal information, though this may limit access to certain features. Your name and email address are required for registration.

You may opt out of most email communications at any time by clicking the unsubscribe link in our emails or by contacting us. We may still contact you for essential account and administrative purposes. Withdrawing consent will not apply to actions already taken based on your prior consent.

1(c)(ii) Third-Party Data You Send to Us

Any data you send to Speak AI Inc. for processing is considered third-party data. You are responsible for obtaining all necessary consent before sending third-party data to us.

1(c)(iii) Consent to Communications

When you sign up for an account, you are opting in to receive emails from us for administrative and technical matters. You may also receive occasional newsletters.

Communications in the Event of a Breach: If we believe the security of your personal information has been compromised in a way that creates a real risk of significant harm, we will notify you by email as required by applicable law.

We Will Not Request Confidential Information: Speak AI Inc. will never send emails requesting confidential information such as passwords, credit card numbers, or social insurance numbers. Do not respond to any such emails.

1(d) Amendments to This Privacy Policy

Speak AI Inc. may amend this Privacy Policy at any time. If we make material changes, we will notify you by email or by notice on the Product before the change takes effect. The most current version will always be posted on the Product, and your continued use is subject to the version in effect at that time.

1(d)(i) Our Periodic Review

We perform periodic reviews to ensure this Privacy Policy complies with applicable laws.

1(d)(ii) Your Periodic Review

We encourage you to periodically review this Privacy Policy for the latest information on our practices.

1(e) Disclaimer

If you choose to access the Product, you do so at your own risk and are responsible for complying with all local laws, rules, and regulations. We may limit the availability of the Product, in whole or in part, to any person, geographic area, or jurisdiction at any time and in our sole discretion. This Privacy Policy does not cover the information practices of other companies and organizations who advertise our services and who may use cookies and other technologies to serve relevant advertisements. See the complete limitation of liability and disclaimer provisions in the Termini di servizio.

1(f) Severability

If any portion of this Privacy Policy is deemed unlawful, void, or unenforceable by any arbitrator or court of competent jurisdiction, only that portion shall be stricken. The remainder of this Privacy Policy shall continue in full force. Headings are for convenience only and do not affect interpretation.

1(g) Contact Information

If you have questions or concerns regarding this Privacy Policy, please contact our privacy officer:

• Email: [email protected]

1(h) Effective Date

This Privacy Policy is effective as of March 28, 2026.

2. Collection of User Information Including Personal Information

2(a) Disclosure of Collection

We notify you that your information is being collected when you first sign in to the Product. The sections below describe what we collect, how we manage it (Section 3), and how we use it (Section 4).

2(b) Collection of Personal Information

We collect and use several types of information from and about you:

2(b)(i) Registration Information

Your registration information includes personal information such as: first and last name, email address, billing address, credit card or payment information, phone number, and photograph if you supply one as your personal avatar.

2(b)(ii) Technical Information

Technical information about your device including device type, operating system version, location, IP address, browser type and version, screen size, connection speed, and connection type.

2(b)(iii) User Preferences Collected Automatically

Your user preferences which we collect and determine automatically through cookies and traffic data as described below.

2(b)(iv) User Preferences Supplied by You

Your user experience preferences and settings (time zone, language, etc.), as well as content and usage preferences (collectively, “User Preferences”).

2(b)(v) Content Supplied by You

We collect content that you upload, post, and share to the Product, including:

• Audio and video files you upload for transcription and analysis
• Text content you create or import
• Meeting recordings captured by Meeting Assistant
• AI Chat conversation history and prompts
• Custom Vocabulary entries and AI Agent configurations
• Content shared through Social Media Services connected to your account

2(c) Methods of Collection

We may collect information from the following sources:

2(c)(i) At Registration

Registration is required to use the Product. As part of registration, we require you to submit certain information relevant to the purposes of the Product (for example, by filling in forms or corresponding with us by phone, email, or otherwise).

2(c)(ii) Through Social Media

If you are logged into social media services (such as Facebook, Instagram, Twitter/X, LinkedIn, or similar platforms) on pages related to our Product, we may receive information from those services and may collect and store information identifying your account with those services.

2(c)(iii) Through Our Communications with You

We collect information through email or Product communications, transaction information relating to your use of the Product, user-generated content provided in the normal course of use, including communications related to registration, evaluations, surveys, feedback, usage information, and correspondence with us through technical support tools or email.

2(c)(iv) Automatically Through Analytics Tools

We may collect and store information (including personal information) on your device using cookies, pixel tags, or similar technologies. These are small data files stored on your device for record-keeping purposes that track where you navigate on the Product and what you view. We also collect traffic data about the route and destination of users on our Product.

Other information that may be automatically collected includes usage details, IP addresses, and information collected through web beacons and other tracking technologies. Most browsers accept cookies by default, but you may be able to disable them through your browser settings.

2(d) Processing of Collected Information

Section 4 (“Data Usage”) describes the purposes for which your data is used, how we process it, and how we work with third-party service providers who assist us in processing your data.

Google API Services Compliance: Speak AI’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google Workspace APIs are not used to develop, improve, or train generalized AI and/or ML models.

3. Data Management

3(a) Validation and Changes to Your Information

3(a)(i) Validation

We validate personal information to the best of our ability. Any discrepancies discovered will be corrected.

3(a)(ii) Clients Collecting Information on Behalf of End Users

Where end-user personal information is provided to us by a client, we accept that data as verified and accurate. If we collect data on behalf of a client, we work with the client to ensure that end users have the opportunity to review and correct any data issues.

3(a)(iii) Review of Information and Individual Access

You may review or update your personal information at any time by submitting a request to [email protected] or through your account settings. We may verify your identity before processing your request. Unless required by law, we may reject access or modification requests that are unreasonably repetitive, require disproportionate technical effort, risk the privacy of others, or would be extremely impractical. Where we can provide access and correction, and where required by law, we will do so free of charge.

3(a)(iv) Removal of Your Personal Information

At any time up to 30 days after your account has been terminated (or the maximum period allowed by applicable law, whichever is longer) — the “Personal Information Removal Date” — you may request a copy of all your data from the Product.

After the Personal Information Removal Date, or upon your specific request to [email protected], your personal information will be deleted within a reasonable period, unless:

• Backup retention: Data may temporarily persist in system-wide business recovery backups until such backups are replaced. You have no expectation of data retention and acknowledge that backing up your own data is your responsibility.
• Legal compliance: Data may be retained to the extent required by applicable law (for example, to prevent, investigate, or identify wrongdoing, or to comply with legal obligations).

3(a)(v) Identity Verification

When updating your personal information, we may ask you to verify your identity before acting on your request.

3(a)(vi) Tracking Your Preferences

We capture and manage all privacy preferences. Preferences are tracked in the database and attached to your records. Modifications are incremental and added to an audit log. Consent tracking for collection, storage, and use of personal information is also recorded. The source of data and transaction timestamps are logged for traceability.

3(b) Storage and Retention

3(b)(i) Storage Location

Your information may be stored on computer systems in a country other than where it was collected. We select storage locations in jurisdictions with strong privacy protections. Foreign storage locations that may process or store your data are listed in Section 5 of this Privacy Policy. Any such transfers are subject to the audit and tracking requirements set forth in this Privacy Policy.

3(b)(ii) Data Retention

Non-Personal Information: Data that is non-personal may be kept indefinitely; however, this does not constitute a guarantee of indefinite retention. If you need data kept indefinitely, this can be arranged through a custom services agreement. Non-personal data is primarily used in aggregate and anonymized formats for business intelligence and analytics.

Personal Information: Personal information will be kept until the Personal Information Removal Date, with deletion initiated by us or by you as described above.

Data Recovery: Other than information we are required to retain and provide by law, we will not restore data unless available and only if we determine a data recovery is necessary.

Periodic Audit: We perform routine audits to confirm deletion has occurred as described above.

3(c) Security Measures

We take your privacy seriously. If you have a security-related concern, please contact us at [email protected]. We restrict unauthorized access through protective policies, procedures, and technical measures, including:

Safeguards Provided by You: You are required to safeguard your username and password in accordance with the Terms of Service.

Safeguards Provided by Us: We provide physical and electronic safeguards for the storage of personal information as required by law. You understand that data may be transmitted over the internet and public networks, and no transmission can be guaranteed completely secure. Beyond our legal requirements and any security protocols agreed in writing, you transmit data at your own risk.

Actions in the Event of a Data Breach: A “Data Breach” is any non-authorized access to data storage locations. If a breach creates a real risk of significant harm, we will notify affected end users and clients as required by law, sharing all relevant details regarding the impact.

3(d) Staff Training in Data Management

Our employees and contractors are required to adhere to standards and policies ensuring personal information is secure and treated with care. Access to your personal information is limited to those who reasonably need it to perform their duties. Personal information is reviewed only on a need-to-know basis.

All employees must read and attest to having read this Privacy Policy. When material changes are made, employees must attest to understanding the changes. Training on privacy issues is provided as required by applicable law.

4. Data Usage

4(a) Use and Disclosure of Personal Information

We will not use or disclose personal information other than for the following purposes:

4(a)(i) To Communicate with You and Provide Customer Service

To provide customer service and support, send administrative messages, updates, and security alerts, resolve disputes, and troubleshoot problems.

This includes sending personalized lifecycle emails based on your account activity. We may compute usage metrics derived from your account data — including the percentage change in activity over a rolling window and your average weekly usage hours — and reference these metrics in product communications to provide relevant outreach. We may also use information you provide during onboarding (such as your use case, team type, or industry) to categorize your account and tailor the content of communications so it is relevant to how you use the Product. You may opt out of these communications at any time using the unsubscribe link included in every email.

4(a)(ii) To Improve Our Product

To fulfill your requests and our product roadmap, customize, measure, and improve the Product including by analyzing trends, tracking user movements, gathering demographic statistics about our user base, and measuring performance.

4(a)(iii) To Improve Our Content

We may post your social media content, testimonials, and other information provided by you with your consent.

4(a)(iv) To Fulfill Business Goals

To directly or indirectly offer or provide you with products and services based on our analysis of your needs, unless you opt out.

4(a)(v) To Enable Collaborators to Fulfill Their Business Goals

Where a third party provides us with the ability to deliver the Product to you, we may supply personal information to that third party in exchange for fulfilling our purposes. These third parties are listed in Section 5 and are contractually required to keep personal information confidential and use it only for the services they provide.

4(a)(vi) In the Event of an Acquisition

If Speak AI Inc., or all or a portion of our business, is acquired by a third party, your personal information will be among the transferred assets. You will be notified of any changes in ownership or use of your personal information as required by law.

4(a)(vii) To Enable Affiliated Companies

We may share information with subsidiaries, joint ventures, or other companies under common control, requiring them to honor this Privacy Policy.

4(a)(viii) To Enforce Terms of Service and Comply with Law

We may use or disclose personal information: (1) to enforce our rights or address a breach of this Privacy Policy or Terms of Service; (2) to investigate or respond to suspected illegal or fraudulent activity; (3) to prevent prohibited or illegal activities; (4) to prevent threats to physical safety; or (5) when required by applicable law, regulation, subpoena, or other legal process.

4(a)(ix) To Process Payments

By submitting payment information through the Product, you consent to sharing that information with third-party payment processors (Stripe, Paddle, RevenueCat) to complete transactions.

4(a)(x) Other Purposes

To fulfill other purposes related to our Product, subject to your explicit consent if required by law.

4(b) Use of Cookies and Usage Data

We may use session cookies and usage data to track information about your use of the Product and correlate it with other personally identifiable information, as well as data from our third-party processors (listed in Section 5). We also use cookies to secure your login session and help ensure the security of your account.

4(c) Use of Third Parties to Improve the Product

To fulfill our purposes, we may share personal information with affiliates, acquirers, or third-party collaborators and vendors (listed in Section 5), subject to the following conditions:

4(c)(i) Use Limited to Service Provided

Our service providers are restricted from using your personal information in any way other than for the service they are providing. This includes their use of cookies, which must be for the same types of information and same purposes as described in this Privacy Policy.

4(c)(ii) Third Parties Must Adhere to Our Standards

We ensure that third parties maintain reasonable and appropriate safeguards consistent with our security requirements and applicable law. If any third party’s cookie usage differs materially from the practices listed here, we will update this document and notify existing users.

4(d) Rights to Content

4(d)(i) For Information You Provide

You grant Speak AI Inc. a limited, non-exclusive, worldwide license to host, store, transmit, display, and process your content solely for the purpose of operating and providing the Service to you. This license terminates when you delete your content or close your account, except as necessary for our backup and retention processes. We do not use your content to train AI models. We may review anonymized usage patterns and debug transcription or AI Chat interactions to improve prompts, instructions, and in-app performance.

You agree that you will defend, indemnify, and hold harmless Speak AI Inc. from any claims arising from the nature of the content submitted, the ownership of your data, and any claims of infringement of third-party intellectual property related to your data.

4(d)(ii) For Information We Automatically Collect

Speak AI Inc. creates benefit for all clients and end users by analyzing aggregate, anonymous data for product improvements. You agree that we may collect and analyze data relating to the provision, use, and performance of our products and related systems. We may use this information to improve our products generally, for development, diagnostic, and corrective purposes, and may disclose such data solely in aggregate, anonymous, and non-identifiable form that is in no way connected to you or your business.

5. Third-Party Providers and Data Storage Providers

We use trusted infrastructure partners to deliver the Speak AI service. Each provider is contractually bound to protect your data and limited to their specific function. Below is a comprehensive list of the third-party providers we work with.

AI Processing

Trascrizione

Infrastructure

Payments

Analytics & Support

Google API Services Compliance: Speak AI’s use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Workspace APIs are not used to develop, improve, or train generalized AI and/or ML models.

Advertising and conversion measurement.

We use advertising and analytics tools from Meta Platforms, Inc. (Facebook and Instagram) to measure how our advertising performs, understand how people use Speak, and reach relevant audiences. To do this, we may share limited information about your activity and device with Meta, both from your browser and from our servers, when you visit our site or use key features of the Product. Meta handles this information under its own data policy, available at https://www.facebook.com/privacy/policy/. You can control how Meta uses your information for advertising through your Meta account settings and ad preferences.