Privacy policy

1.Introduction

SmartAutomation Software Solutions GmbH (“SmartAutomation”, “we” or “us”) respects your privacy and is committed to protecting your personal data.

This privacy policy describes how we collect, use, share and protect information about you when you use the Recordo mobile application (the “App”) and our website (together the “Platform”).

2.Who we are

SmartAutomation Software Solutions GmbH is the controller responsible for processing your personal data in connection with Recordo.

We comply with all applicable data protection laws, in particular the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

3.Personal data we collect

We collect several categories of personal data when you use Recordo - both through the App and the website:

• Account information: During registration we collect details such as name, email address and password. If you sign in via a third-party account, we may receive basic profile information with your consent.
• Voice recordings and transcribed content: Recordo’s core function is to record your voice and transcribe it into structured documents. These recordings and generated content may contain personal information, depending on what you say.
• Document data and templates: When you use our templates or create documents (e.g. invoices, letters) from transcripts, we process the content you provide to create and store those documents.
• Usage data: Technical information (device type, OS version, app version, device identifiers, browser type) and usage information (features used, pages visited, click and view patterns).
• Cookies and tracking technologies: On our website we use cookies and similar technologies to collect information about your interaction (IP address, browser type, referrer URL, settings). See section 5 for details.
• Communications data: If you contact us (support enquiries, feedback forms, emails), we collect the information you provide. For newsletter sign-ups we collect your email address and preferences.
• In-app purchases: Purchases inside the app (e.g. Premium subscriptions) are processed by the Apple App Store or Google Play Store. We do not receive credit card data, only confirmations about the product purchased.
• Third-party integrations: Recordo allows connection to cloud services such as Google Drive or Dropbox. If you opt in, we only access the data required for the integration.
• Location data: Recordo does not require precise location. We may derive an approximate region from your IP address (e.g. for language selection or security checks).

4.How we use your data

We use your personal data for the following purposes:

• Providing and maintaining the services: Processing your voice recordings to create transcripts and documents, login management, profile and settings maintenance.
• Document creation and storage: Your transcripts and documents are stored so you can access, edit and export them - with cross-device sync.
• Account management: Managing your account, customer support, important service notifications (e.g. confirmations, password changes, account deletion).
• Transaction processing: Activating subscriptions or paid features after in-app purchases and keeping purchase history.
• Communications: Service-related messages (terms updates, security alerts). With your consent, newsletters or marketing emails - opt-out at any time.
• Customer support: Answering enquiries, resolving issues, processing feedback.
• Improvement and development: Analysing usage data to improve the app, develop new features and enhance the user experience.
• Analytics and performance: With your consent (where legally required) we use analytics tools such as Google Analytics on our website to monitor performance and stability.
• Personalisation: Tailoring aspects of our services to you - e.g. remembering preferred language or suggesting template categories.
• Security & fraud prevention: Authenticating users, detecting suspicious activity and protecting against misuse.
• Legal obligations: Meeting legal requirements, e.g. retaining transaction records for tax and accounting purposes.
• Enforcement of terms & legal claims: Enforcing our terms, addressing violations, asserting or defending legal claims.

The legal basis for our processing is mostly contract performance (Art. 6(1)(b) GDPR / Art. 31 FADP), your consent (e.g. for newsletters and optional cookies), our legitimate interests (e.g. product improvement, security) or legal obligations.

5.Cookies and tracking technologies

We use cookies and similar tracking technologies on our website. Cookies are small text files stored on your device. We distinguish:

• Essential cookies: Required for core website functions (e.g. login session, language preference).
• Analytics cookies: Collect aggregated usage information (e.g. via Google Analytics) so we can understand how the website performs.
• Preference cookies: Remember your settings so you don’t have to enter them again.

On your first visit we show a cookie banner where you can actively accept or reject non-essential cookies. You can change your preferences at any time or clear cookies in your browser. Blocking cookies may limit website functionality.

The app itself generally does not use cookies, but may use similar technologies (such as local storage) to retain settings or cached information.

6.Sharing with third parties

We do not sell your personal data. We may share it with the following categories of recipients when necessary:

• Service providers (processors): Trusted companies that support us in providing our services - e.g. hosting providers, cloud and data centre providers, analytics providers, email delivery and AI infrastructure providers.
• Integration partners: If you connect Recordo with third parties like Google Drive or Dropbox, we share data on your behalf with those services.
• App store operators: Data may be exchanged with Apple or Google to validate subscriptions or deliver push notifications.
• Authorities and legal requirements: Disclosure if legally required or in response to lawful requests from authorities (e.g. courts).
• Business transitions: In a merger, acquisition or asset sale, data may pass to the successor; we would maintain data protection standards in such a transaction.
• Affiliates: Data may be shared within our corporate group - all participants are bound by this privacy policy.

When sharing data with service providers we transmit only the minimum information needed to provide the required services. All recipients are contractually bound to data protection.

7.International data transfers

As a Swiss company we primarily store and process data in Switzerland and the European Union. Some of our service providers or affiliates may be located in other countries.

If you are in the EEA or Switzerland, your data may be transferred to countries outside (e.g. the USA). In such cases we apply suitable safeguards:

• Adequacy decisions: We prefer transfers to countries recognised by competent authorities as providing an adequate level of protection.
• Standard Contractual Clauses (SCCs): We use EU Commission SCCs or equivalent mechanisms to contractually secure data protection.
• Additional measures for US transfers: For transfers to the USA we check whether recipients fall under additional frameworks and adapt our practice to legal developments.

8.Retention periods

We retain personal data only as long as necessary for the purposes described in this privacy policy - or as required by law:

• Account information: While your account is active. On deletion, your data is erased or anonymised, subject to legal retention obligations.
• Recordings and documents: Until you delete them or your account. Backup copies may persist for a short period.
• Communications: Support emails are kept for a reasonable time, typically for quality assurance.
• Analytics data: Aggregated or anonymised over time. Raw data is retained for at most 14 months (Google Analytics default).
• Legal retention: Transaction and tax-relevant records are kept under Swiss and EU rules.

Once there is no legitimate need to retain data, we securely delete or anonymise it. In backup archives, deletion may only occur at the end of the backup cycle.

9.Data security

We take the security of your data seriously and apply suitable technical and organisational measures to protect information from unauthorised access, loss, misuse or manipulation:

• Encryption of data in transit via SSL/TLS
• Encrypted storage of sensitive data
• Access controls and role-based permissions
• Regular security reviews and updates
• Monitoring and alerts for suspicious activity

Despite these measures, no transmission over the internet or storage method is 100 % secure. We cannot guarantee absolute security but we continually strive to meet the current state of the art.

10.Privacy for minors

Recordo is not intended for children. We do not knowingly collect personal data from people under 13. If you are under 13, please do not use our app or website and do not provide any personal information.

If you are between 13 and 18 (or under the age of majority in your country), please only use our platform with the consent of a parent or guardian.

Should we inadvertently have collected data from a child under 13 (or under 16 in relevant jurisdictions), we will delete it without delay. Parents or guardians can reach us at privacy@recordo.ai.

11.Your data protection rights

Depending on your jurisdiction (e.g. Switzerland or the EU), you have the following rights regarding your personal data:

• Right of access: You can learn whether and which data we process about you and receive a copy.
• Right to rectification: You can have inaccurate or incomplete data corrected. Some details can also be adjusted directly in your account.
• Right to erasure: You can request deletion of your data (“right to be forgotten”). Recordings or documents can also be deleted in the app.
• Right to restrict processing: In certain cases you can request that we temporarily restrict processing.
• Right to data portability: You may receive your data in a structured, common and machine-readable format.
• Right to object: You can object to processing, in particular where based on legitimate interests or for direct marketing.
• Right to withdraw consent: If processing is based on your consent, you can withdraw it at any time with effect for the future.
• Right to complain: You can contact the relevant supervisory authority. In Switzerland: Federal Data Protection and Information Commissioner (FDPIC). In the EU: the supervisory authority of your country of residence.

To exercise your rights, please contact us at privacy@recordo.ai. For security reasons we may need to verify your identity before fulfilling certain requests. We respond within statutory deadlines, typically within 30 days.

12.Changes to this privacy policy

We may adapt this privacy policy from time to time to reflect changes in our practices, technologies or legal requirements. When we make changes we update the “Effective from” date at the top of this page.

For material changes we will also notify you appropriately (e.g. via in-app notification, email or a notice on our website) before they take effect.

We recommend reviewing this privacy policy periodically. Continued use of the app or website after changes constitutes acceptance of the updated version.

13.Contact

If you have questions about this privacy policy or our data practices, or wish to exercise your rights, please contact us:

We are happy to help and address your concerns.