Effective Date: April 26, 2025
Smartautomation Software Solutions GmbH (”Smartautomation”, “we”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, share, and protect information about you when you use the Recordo mobile application (the “App”) and the Recordo website (the “Website” at recordo.ai). It also describes your rights regarding your personal data. By using our App or Website, you agree to the collection and use of information in accordance with this Privacy Policy.
The App and Website are operated by Smartautomation Software Solutions GmbH, Lerzenstrasse 8, 8953 Dietikon, Switzerland (UID: CHE-217.184.470). Smartautomation Software Solutions GmbH is the data controller responsible for processing your personal data in connection with Recordo. If you have any questions or concerns about this Privacy Policy or your personal data, you can contact us at privacy@recordo.ai or by mail at the address above.
We comply with applicable data protection laws, including the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).
We collect different types of personal data from you when you use Recordo, both through our App and our Website. This may include:
Account Information: When you register an account, we collect information such as your name, email address, and password. If you sign in through a third-party account (if this feature is available), we may collect basic profile information from that provider with your consent.
Voice Recordings and Transcribed Content: The core function of Recordo is to record your voice and transcribe it into documents. When you use the App to record audio, we capture the audio recording and the generated text transcript. These recordings and documents may include personal data if you mention it in your speech. You can delete your recordings and documents at any time through the App.
Document Data and Templates: If you use our templates or create documents (e.g., invoices, letters) from transcripts, we process the content you provide in order to generate and store these documents.
Usage Data: We collect information about how you use our App and Website. This includes technical information (such as device type, operating system version, app version, device identifiers, and browser type if on the Website) and usage information (such as features you use, pages viewed, time spent, crash logs, and other diagnostic data). For example, we may log when you access the App, the actions you take within the App (like starting a recording or exporting a document), and interactions on our Website.
Cookies and Tracking Technologies: On our Website, we use cookies and similar technologies to collect information about your interaction with our site. This can include your IP address, browser type, referring URL, and preferences. Cookies help us remember your settings and understand usage of our Website. For more details, please see our Cookie Policy.
Communication Data: If you contact us (for example, via support requests, feedback forms, or email), we will collect the information you provide, such as your name, email address, and the content of your message. If you subscribe to our newsletter, we collect your email address and any preferences you provide.
In-App Purchases Information: If you make purchases within the App (such as subscribing to a premium plan or buying credits/features), the transaction will be processed by the Apple App Store or Google Play Store. We do not receive your payment card information. We may receive and store information from the app store about your purchase, such as the type of subscription or product purchased, an order or transaction ID, and the date and time of the purchase. This information is used for providing you access to paid features and subscription management.
Third-Party Integration Data: Recordo allows integration with third-party cloud services like Google Drive or Dropbox (for saving documents) or other services. If you choose to connect your Recordo account with these services, we will access and process data necessary to enable that integration (e.g., uploading your document to your chosen cloud service). We will ask your permission before connecting and accessing any third-party service, and we will only transfer data to those services as directed by you.
Location Data: Generally, Recordo does not require precise location information. However, we may infer your general location from your IP address (e.g., country or region) to tailor our services (for example, to select appropriate language or legal terms) or for security (e.g., account fraud detection). We do not collect GPS or precise location from your device.
We use your personal data for the following purposes:
To Provide and Maintain Our Services: We process data to allow you to use the App and Website’s core features. For example, we use your voice recordings to generate text transcripts and documents, and use your account data to log you in and maintain your user profile and settings.
To Facilitate Document Creation and Storage: Your transcripts and generated documents are stored so that you can access them, edit them, and share or export them as needed. We maintain this data to ensure you have ongoing access across your devices (e.g., syncing through cloud).
Account Management: We use your account information to manage your account, provide customer support, send important account or service information (such as confirmations, password changes, or critical updates), and to enable features like account deletion.
To Process Transactions: If you make a purchase in the App, we use the purchase information to activate your subscription or paid features, manage billing cycles (where applicable), and maintain a record of your purchases. (Note: Payment processing itself is handled by Apple or Google, but we keep records of your entitlement to services.)
Communication: We may use your email or contact information to send you service-related notices (e.g., updates to terms or privacy policy, security alerts). With your consent, we may also send newsletters or promotional emails about new features, tips, or offers. You can opt out of marketing communications at any time by using the unsubscribe link in emails or contacting us.
Customer Support: If you contact us for help, we will use your information to respond to and resolve your inquiries, issues, or feedback. This may include using your usage data or account info to troubleshoot problems.
Improvement and Development: We analyze usage data, feedback, and trends to understand how our App and Website are used. This helps us to improve our services, develop new features, and enhance user experience. For example, we might analyze which features are most popular or where users encounter issues, so we can make improvements. Where possible, we use aggregated or anonymized data for this purpose to protect your privacy.
Analytics and Performance: With your consent (where required by law), we use analytics tools (such as Google Analytics on our Website or analytics built into the App) to collect information about your usage and interaction. This helps us monitor the performance and stability of our App and Website, measure our user base and usage patterns, and evaluate the success of our outreach or marketing campaigns.
Personalization: We may use data to personalize aspects of our service. For instance, we might remember your preferred language, or suggest document template categories you use frequently.
Security and Fraud Prevention: We process certain data (like account activity and device information) to maintain the security of our platforms, to detect and prevent fraudulent activities, unauthorized access, and other misuse. This includes using data to authenticate users and to monitor for suspicious usage.
Legal Compliance: We may process your personal data as required to comply with applicable laws and regulations, or to respond to lawful requests or court orders. For example, keeping transaction records for tax and accounting purposes, or providing information to law enforcement if required by law.
Enforcing Terms and Legal Claims: We use data to enforce our Terms & Conditions and other agreements, and to investigate or address violations. We may also process data to establish or defend legal claims, if necessary.
Our processing of your personal data is based on various legal grounds. In most cases, the processing is necessary to perform the contract we have with you (i.e., to provide you with the Recordo services you request). In other cases, we process data with your consent (for example, for optional marketing or certain analytics cookies) or for our legitimate interests (such as improving our services or ensuring security), and in some situations to comply with legal obligations. Where we rely on your consent, you have the right to withdraw it at any time (e.g., you can opt out of analytics or marketing). Where we rely on legitimate interests, we will ensure that our interests are balanced with your privacy rights.
We use cookies and similar tracking technologies on our Website to provide and improve our services. Cookies are small text files stored on your device. Some cookies are essential for the website to function (for example, to remember your login session or language preferences). Other cookies (such as analytics cookies) are used only with your consent to understand how you use our site so we can improve it.
When you first visit our Website, you will be presented with a cookie consent banner giving you the option to allow or reject non-essential cookies (like analytics cookies). You can change your preferences at any time through our Cookie settings or by clearing cookies in your browser. For detailed information about the cookies we use and your choices, please see our Cookie Policy.
Please note that the App itself generally does not use cookies, but it may use similar technologies or store data on your device (such as local storage) to remember settings or cached information needed for the App to function.
We do not sell your personal information to third parties. However, we may share your personal data with the following categories of recipients as necessary:
Service Providers: We employ trusted third-party companies and individuals to support our services (“Processors”). These include hosting providers (to store and manage data on secure servers), data center or cloud services, analytics providers, email service providers (for sending notifications or newsletters), customer support tools, and AI transcription service providers. These service providers process data on our behalf only for the purposes described in this policy and under confidentiality and data security obligations.
Integration Partners: If you choose to integrate Recordo with third-party services (such as saving transcripts to Google Drive, Dropbox, or collaborating via other platforms), we will share data with those services at your direction. For example, if you choose to export a document to Google Drive, we send that document to Google’s servers. Such third-party services are governed by their own privacy policies, and we recommend reviewing those policies when you connect them.
App Store Providers: Your download and use of the App is also subject to the Apple App Store or Google Play Store terms and their privacy policies. We may share certain necessary information with Apple or Google (or they with us) to validate subscriptions, deliver notifications, or ensure compliance with app store requirements. For instance, we may verify with Apple/Google that your account is entitled to a premium feature if you purchased a subscription. These platform providers may also collect personal data about you independently of us (such as your Apple ID or Google account information, payment information, and device details) when you use their platforms, and such processing is governed by their respective privacy policies.
Legal and Safety Reasons: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency). We may also share information if we believe in good faith that it is necessary to: (i) comply with a legal obligation, (ii) protect and defend the rights or property of Smartautomation (including the enforcement of our agreements and terms), (iii) prevent or investigate possible wrongdoing, such as fraud or security issues, (iv) protect the personal safety of users or the public, or (v) protect against legal liability.
Business Transfers: If Smartautomation Software Solutions GmbH is involved in a merger, acquisition, sale of assets, or other business transaction, your personal data may be transferred to the successor or acquiring entity as part of that transaction. We will ensure any such transfer is in accordance with applicable data protection laws and that your data remains protected. We will notify you (for example, via a notice on our Website or within the App) if a transfer affects your personal data or requires your attention.
Affiliates: We may share data with our corporate affiliates (for example, if Smartautomation has other companies under common ownership) for purposes consistent with this Privacy Policy, such as internal administration or providing services to you. Any affiliates will be bound to maintain that data in accordance with this Policy.
When we share your data with service providers or other third parties, we only provide the minimum amount of information necessary for them to perform the required services. We also ensure that any third party has agreed to protect your personal data in line with applicable laws and only use it for the purposes we specify.
As a Swiss-based company, we primarily store and process data in Switzerland and the European Union. However, some of our service providers or affiliates might be located in other countries. This means your personal data may be transferred to and stored on servers in countries outside of your country of residence, including countries that may not provide the same level of data protection as your home jurisdiction.
In particular, if you are located in the European Economic Area (EEA) or Switzerland, your data may be transferred to countries outside the EEA/Switzerland (for example, to the United States) where some of our processors (like cloud or analytics providers) might operate. When we transfer personal data internationally, we take steps to ensure that appropriate safeguards are in place to protect your information in accordance with applicable data protection laws. These safeguards may include:
Relying on countries that have been officially deemed to provide an adequate level of protection for personal data by relevant authorities (for example, adequacy decisions by the European Commission or Swiss authorities).
Using Standard Contractual Clauses (SCCs) or equivalent contractual mechanisms approved for data transfer to ensure that the receiving party will protect your data according to the required standards.
For transfers to the United States, ensuring recipients are subject to additional safeguards or frameworks if required (note: we monitor legal developments and will adjust practices accordingly).
By using the App or Website or providing us with information, you understand that your personal data may be transferred to countries outside of your own. However, we will always protect your data as described in this Privacy Policy, wherever it is processed.
We retain personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by law (such as tax, accounting, or legal reporting requirements).
Account Information: If you have an account with Recordo, we keep your personal account data for as long as your account is active. If you choose to delete your account, or if we terminate it according to our Terms & Conditions, we will delete or anonymize your personal data associated with your account within a reasonable period, except for data we are required to keep for legitimate business or legal purposes.
Recordings and Documents: Voice recordings and transcribed documents that you create in the App are stored until you delete them or delete your account. You have control to delete individual recordings or documents at any time. We may keep backup copies for a short period (e.g., in routine backups) but will purge them according to our data retention schedules.
Communications: If you contacted us via email or support, we may retain those communications and our responses for a period necessary to address your inquiry and for training or quality assurance purposes. Typically, support emails are retained for a certain period (for example, 1-2 years) unless you request deletion and we don’t need to keep them.
Analytics Data: Analytics and website usage data may be retained for our internal analysis. Typically, such data is aggregated or anonymized over time, but raw analytics logs might be kept for a shorter duration (for example, 14 months in Google Analytics by default) unless we need them longer for security investigations.
Legal Compliance and Protection: We may retain information as necessary to comply with our legal obligations (for example, records of transactions for financial reporting) and to resolve disputes or enforce our agreements. Even after you delete your account, we might retain some data if required (e.g., invoices or consents) but we will not use it for other purposes.
When we no longer have a legitimate need to retain your personal data, we will securely delete it or anonymize it so you can no longer be identified. If deletion (or anonymization) is not immediately possible (for example, because data is stored in backup archives), we will store such data securely and isolate it from any further processing until deletion is possible.
We take the security of your personal data seriously. We implement appropriate technical and organizational measures to protect your information from unauthorized access, loss, misuse, or alteration. These measures include, for example, encryption of data in transit (using SSL/TLS for our Website and App communication) and at rest (where applicable), use of secure servers with access controls, periodic review of our data collection and storage practices, and restricting access to personal data to authorized employees and contractors who need to know that information in order to operate our services.
We also regularly update our application and systems to address security vulnerabilities. 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. It is important that you also play a role in keeping your data secure. Please use a strong, unique password for your Recordo account and do not share it. Notify us immediately if you suspect any unauthorized access to your account.
Recordo is not intended for use by children. We do not knowingly collect personal data from anyone under the age of 13. If you are under 13, please do not use our App or Website or provide any personal information. If you are between 13 and 18 (or the age of majority in your jurisdiction), you should only use Recordo with the permission and supervision of a parent or legal guardian.
If we become aware that we have inadvertently collected personal data from a child under 13 (or under 16 in certain jurisdictions where a higher age of consent is required), we will take steps to delete such information as soon as possible. If you are a parent or guardian and you believe that a child under your care has provided us with personal information, please contact us at privacy@recordo.ai and we will work to delete that data.
Depending on your jurisdiction (for example, if you are in Switzerland or the European Union), you have certain rights regarding your personal data. We are committed to honoring these rights. These rights may include:
Right to Access: You have the right to request confirmation of whether we are processing your personal data, and if so, to request a copy of the data we hold about you, as well as information about how we use it.
Right to Rectification: You have the right to request that we correct or update any inaccurate or incomplete personal data we hold about you. You can also update some of your own account information directly through your profile settings on Recordo.
Right to Erasure: You have the right to request that we delete your personal data. This is sometimes called the “right to be forgotten.” You can delete many items (like recordings or documents) yourself in the App, and you can delete your entire account via the account settings or the Delete Account option on our Website. If you request deletion of your personal data, we will comply, unless we are required to keep certain data by law or for legitimate business reasons (as described in Data Retention above).
Right to Restrict Processing: You have the right to ask us to limit the processing of your personal data in certain circumstances – for example, if you contest the accuracy of your data, you can request we restrict processing until we verify the accuracy.
Right to Data Portability: You have the right to receive your personal data that you provided to us in a structured, commonly used, and machine-readable format, and you have the right to transmit that data to another controller where technically feasible. In practice, this means you might request a copy of your account data and content (like your transcripts) to transfer to another service.
Right to Object: You have the right to object to our processing of your personal data in certain situations. For example, you can object to processing that is based on our legitimate interests, including profiling, or to direct marketing. If you object, we will re-evaluate your request and will only continue processing if we have compelling legitimate grounds or if needed for legal reasons.
Right to Withdraw Consent: If we process your personal data based on your consent (for example, for sending marketing emails or using optional cookies), you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing we conducted prior to your withdrawal. For example, you can unsubscribe from our marketing emails or adjust your cookie settings to withdraw consent for analytics.
Right to Complain: If you have concerns about how we are handling your personal data, you have the right to lodge a complaint with a data protection authority. If you are in Switzerland, you can contact the Swiss Federal Data Protection and Information Commissioner (FDPIC). If you are in the EU, you can contact the supervisory authority in your country of residence. We encourage you to reach out to us first at privacy@recordo.ai so we can address your concerns directly.
To exercise any of your rights, please contact us at privacy@recordo.ai with your request. For security purposes, we may need to verify your identity before fulfilling certain requests (for example, by asking you to confirm information associated with your account). We will respond to your request within a reasonable timeframe, and in any event within any time limits required by law (usually within 30 days for most requests).
Please note that some rights may not apply in all circumstances. We will explain to you if we are unable to fulfill a request because an exemption applies.
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will revise the “Effective Date” at the top of this policy. If the changes are material, we will provide a more prominent notice, for example by posting a notice on our Website or notifying you via the App or email (if appropriate).
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the App or Website after any changes to this Privacy Policy constitutes your acceptance of the updated terms.
If you have any questions about this Privacy Policy or our data practices, or if you wish to exercise your rights, please contact us:
Smartautomation Software Solutions GmbH
Lerzenstrasse 8
8953 Dietikon
Switzerland
Email: privacy@recordo.ai
We will be happy to assist you and address any concerns you may have.
Empowering you to transform your voice into professional documents, effortlessly.
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Google Play
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App Store
Empowering you to transform your voice into professional documents, effortlessly.
Available on
Google Play
Download on
App Store