Privacy Policy

1. Introduction & Scope

This Privacy Policy explains how Intexting ("Intexting", "we", "us", or "our") collects, protects, uses, and shares personal data and user content when you visit our website at intexting.com, create an account, access our cloud application at app.intexting.com, or download and use our mobile applications (including the Intexting iOS application distributed via the Apple App Store) (collectively, the "Service").

This policy applies to all registered subscribers, mobile app users, team members, invited participants, and visitors who access or interact with the Intexting platform. If you represent an organization, corporation, or government department, this policy forms an integral part of your service agreement with us.

2. Core Privacy Commitments

We govern our operations around four non-negotiable principles:

• Complete Data Ownership: You retain 100% intellectual property ownership of all uploaded audio files, video streams, documents, transcripts, summaries, and synthesized outputs.
• Zero Model Training: Your confidential discussions, trade secrets, and meeting minutes are never fed into machine learning training datasets.
• End-to-End Cryptographic Security: All data is encrypted both in transit (TLS 1.3) and at rest (AES-256).
• Granular User Control: You have the absolute right to export, download, or permanently purge any recording, transcript, or document from our systems at any moment.

3. Third-Party AI Data Processing & Strict Model Training Prohibition

Intexting utilizes advanced artificial intelligence services provided by OpenAI, LLC to perform speech-to-text audio transcription, summarization, and document synthesis. Safeguarding the confidentiality of your discussions and inputs is our top priority.

Categories of Data Sent to AI Services: When you record audio, upload voice files, scan images/PDFs, or request document summaries, the corresponding audio payload or extracted text snippet is transmitted to OpenAI, LLC solely to complete the requested processing task. No personal account credentials, passwords, billing details, or advertising identifiers are shared with OpenAI.

Purpose of AI Data Sharing: User data is transmitted strictly on an on-demand basis to generate accurate verbatim transcripts, identify speakers, format structured meeting minutes, and synthesize specialized reports according to your chosen preferences.

Explicit Prior User Consent: In accordance with App Store Review Guidelines and international data protection standards, Intexting obtains explicit affirmative consent before any audio recording, voice input, or document content is transmitted to OpenAI, LLC. Users are presented with a clear upfront disclosure specifying the data sent, naming OpenAI, LLC, detailing zero model training, and linking to both Intexting's and OpenAI's privacy policies. Users may decline or revoke consent at any time from their account settings.

Data Retention & Transmission Security: All AI processing requests are routed through dedicated enterprise API endpoints utilizing TLS 1.3 encryption. Once transcription, diarization, and formatting are completed and returned to your account dashboard, the upstream AI processing instances retain zero copies of your audio or text payloads under strict Zero-Data-Retention (ZDR) commercial agreements.

For additional details regarding OpenAI's security practices, please review the OpenAI Privacy Policy.

4. Categories of Data We Collect

We collect only the data necessary to provide and operate the Intexting platform:

A. Account & Identity Data

• Full name, business email address, and account login password (stored using one-way cryptographic hashing);
• Organization name, team size, and role/designation;
• Subscription tier information (Free, Starter, Pro, Teams), billing cycle (monthly/annual), and transaction records. For direct web transactions, credit card information is processed directly by PCI-DSS Level 1 certified payment processors and is never stored on our servers. For Apple App Store in-app purchases, transaction processing is handled directly by Apple Inc. Intexting does not receive or store payment card numbers or Apple ID credentials, receiving only cryptographic transaction receipts / StoreKit tokens necessary to activate your subscription tier.

B. Customer Uploads & Audio Payloads

• Audio Files: Uploaded audio recordings in formats including MP3, WAV, M4A, AAC, and FLAC;
• Live Microphone Feeds: Live voice audio streamed through your web browser or mobile app during live dictation sessions;
• Video & Links: Video files (MP4, MOV) and public YouTube URLs submitted for audio extraction;
• Scanned Images & Photos: Uploaded images (PNG, JPG, WEBP) of handwritten whiteboard notes, paper documents, and receipts submitted for OCR extraction;
• PDF Documents: Scanned or digital PDF files submitted for text extraction and document synthesis;
• Metadata: Meeting titles, scheduled dates, physical locations, attendee names, and designated chairpersons/inspectors.

C. Generated Artifacts & Work Product

• Verbatim and cleaned transcripts with sentence-level timestamps;
• Speaker diarization labels and custom speaker names assigned by the user;
• Synthesized document outputs across our 6 specialized formats:
  1. Minutes of Meeting (MoM)
  2. Client Meeting Reports
  3. Interview Reports & Scorecards
  4. Legal Case Consultation Reports
  5. Field Visit & Safety Audit Reports
  6. Media Articles & Editorial Notes
• Exported files generated in PDF, Microsoft Word (.docx), Microsoft Excel (.xlsx), and subtitle formats (.srt, .vtt).

D. Technical Telemetry & System Logs

• Browser type, operating system, device model, IP address, and network latency;
• Session timestamps, feature usage frequency, audio processing duration, and error reports necessary for system monitoring and debugging.

E. Mobile Device Permissions (iOS Application)

To provide core mobile transcription, dictation, and document generation features, the Intexting iOS application requests access to the following device capabilities only upon explicit user permission:

• Microphone: Requested solely when you initiate live dictation or audio recording within the app. Audio recording occurs only during an active, user-initiated session with clear on-screen indicators and is never recorded in the background or without user initiation.
• Camera & Photo Library: Requested only when you choose to photograph documents, notes, or receipts, or select existing image/PDF files from your device storage for OCR text extraction or document synthesis.
• Speech Recognition & Audio Processing: Requested to convert spoken audio into editable text transcripts and executive document summaries upon your request.

5. Lawful Basis for Processing (GDPR Article 6)

6. Recording Consent Obligations

Audio recording laws vary by state, country, and jurisdiction. Some jurisdictions permit recording with the consent of one party ("one-party consent"), while others strictly require the affirmative consent of all participants ("all-party" or "two-party consent").

User Warranty: As a condition of using Intexting, you represent and warrant that you have obtained all necessary legal notices and consents from all participants before recording in-person meetings, phone calls, or virtual video conferences. Intexting disclaims liability for recordings captured without proper participant consent.

7. Technical & Encryption Standards

We deploy defense-in-depth technical safeguards to protect your files against unauthorized access, disclosure, or breach:

• Encryption at Rest: All uploaded audio files, generated transcripts, synthesized documents, and database records are encrypted using Advanced Encryption Standard with 256-bit keys (AES-256).
• Encryption in Transit: All data transmitted between your web browser and our application servers is encrypted via Transport Layer Security (TLS 1.3 / HTTPS).
• Tenant Isolation: Customer accounts operate within cryptographically separated logical containers to prevent cross-tenant data leakage.
• Zero Local Device Storage: Intexting does not write persistent audio buffers to client device temp folders outside of standard browser cache controls.
• Staff Access Controls: Internal administrative access to production systems requires hardware-token multi-factor authentication (MFA) and is strictly governed by least-privilege role-based access policies (RBAC). Intexting employees cannot access your private transcripts or recordings without your express, logged support authorization.

8. Sub-processors & Cloud Infrastructure

Intexting engages trusted third-party sub-processors for cloud hosting, artificial intelligence compute infrastructure, and transactional processing. Each sub-processor is bound by strict Data Processing Agreements (DPAs) requiring data protection standards equivalent to our own:

9. Public Links & Collaboration Controls

Intexting allows users to share meeting transcripts and summaries with colleagues and external clients via Public Sharable Links:

• Each public link uses a randomly generated, high-entropy cryptographic token;
• Public links are unindexed and include noindex, nofollow headers preventing search engines from crawling or indexing the contents;
• Recipients access shared pages in read-only mode without the ability to edit or alter the underlying account records;
• You may revoke, disable, or delete a public link at any time from your dashboard, which immediately severs public access.

10. Data Retention & Deletion Lifecycle

You maintain complete authority over how long your data remains on Intexting servers:

• Manual Deletion: When you delete a speech file, transcript, or document from your dashboard or mobile app, it is immediately deleted from our active database and file storage systems.
• In-App & Online Account Deletion: In accordance with App Store Review Guideline 5.1.1(v), you may initiate permanent account and data deletion at any time directly within the mobile application settings, from your cloud account dashboard, or by using our dedicated public self-service account deletion portal at intexting.com/delete-account.
• Account Closure Lifecycle: Upon confirming account deletion, all associated recordings, documents, transcripts, and account profile records are permanently purged from active systems.
• Backup Purging: Routine disaster recovery backups are encrypted, isolated, and overwritten on a rolling 30-day rotation cycle.

11. International Transfers (GDPR / Cross-Border Transfers)

If you access Intexting from the European Economic Area (EEA), the United Kingdom, or Switzerland, your data may be transferred to and processed in data centers located in other jurisdictions. Where international transfers occur, Intexting relies upon the European Commission's Standard Contractual Clauses (SCCs) and robust technical safeguards to ensure a level of data protection equivalent to European standards.

12. User Privacy Rights (GDPR & CCPA/CPRA)

Depending on your geographic location, you enjoy specific legal rights regarding your personal information:

• Right to Access: You may request a complete copy of all personal information and files stored in your account.
• Right to Rectification: You may correct or update inaccurate profile data through your account settings.
• Right to Erasure ("Right to be Forgotten"): You may request the total deletion of your personal data and account records.
• Right to Data Portability: You can export your data anytime in open formats: PDF, Word (.docx), Excel (.xlsx), Text (.txt), and Subtitles (.srt).
• California Privacy Rights (CCPA / CPRA): We do NOT sell, rent, or share personal information for cross-context behavioral advertising. California residents have the right to request disclosure of categories of information collected, the right to opt out of any future sale (which we do not engage in), and the right to non-discrimination for exercising privacy rights.

13. Your Rights in India (DPDP Act, 2023)

For users in India, Intexting processes digital personal data in strict compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act). We process personal data exclusively for specified, lawful purposes to which you have given consent, or as provided under applicable law.

• Right to Information: You have the right to obtain a summary of personal data being processed and the processing activities undertaken.
• Right to Correction & Erasure: You can request correction of inaccurate data and erasure of data that is no longer necessary for the purpose it was collected.
• Right of Grievance Redressal: You have the right to readily available grievance redressal through our designated Grievance Officer at support@intexting.com.
• Right to Nominate: You have the right to nominate an individual to exercise your rights under the DPDP Act in the event of death or incapacity.

14. Children's Privacy

Intexting is an enterprise and professional productivity service designed strictly for users aged 18 and older. We do not knowingly collect, process, or solicit personal information from minors. If we learn that personal data of a minor has been collected, we will immediately delete that information.

15. Updates & Contact Information

We may update this Privacy Policy from time to time to reflect technological improvements, security enhancements, or legal requirements. Material updates will be highlighted via in-app notifications or email notices prior to their effective date.

For privacy inquiries, Data Processing Agreements (DPA), or to exercise your statutory data rights, please contact our designated privacy department: