1. Introduction
Speak2Mail is a service operated by Sarthkumar Santharam ("we," "us," or "our"), trading as Speak2Mail. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your personal information when you use our AI-powered voice-to-email service.
Data Controller: Sarthkumar Santharam (trading as Speak2Mail) is the data controller responsible for your personal data processed through this Service. You can contact the data controller at support@speak2mail.app.
1a. Legal Basis for Processing
We process your personal data on the following legal bases under the GDPR and equivalent laws:
- Performance of a contract: to create and manage your account, transcribe your audio, generate emails, and deliver the Service you have requested.
- Legitimate interests: to secure the Service, prevent fraud and abuse, debug issues, analyze usage to improve features, and communicate essential service updates.
- Consent: for any optional cookies, analytics, or marketing communications, where required by law. You may withdraw consent at any time.
- Legal obligation: to comply with tax, accounting, and other legal requirements (including those handled by our Merchant of Record, Paddle).
2. Information We Collect
We collect the following types of information:
- Account Information: Name and email address when you create an account.
- Audio Files: Voice recordings you upload to the Service for transcription and email generation.
- Generated Content: Email content generated by our AI based on your voice input.
- Usage Analytics: Data about how you interact with the Service, including feature usage, session duration, and error logs.
- Device Information: Browser type, operating system, and device identifiers for improving compatibility.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process audio transcriptions and generate email content
- Authenticate your identity and manage your account
- Communicate with you about updates, security alerts, and support
- Analyze usage patterns to enhance user experience
- Detect and prevent fraud, abuse, or security incidents
4. Third-Party Processing
To provide the Service, your audio files may be processed by third-party AI providers, including OpenAI, solely for the purpose of transcription and email generation. We do not share your data with third parties for marketing or advertising purposes. We only share data with service providers who are contractually bound to protect your information and use it only for the purposes we specify.
5. Payment Information & Merchant of Record
Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns, billing, payments, and tax compliance on our behalf. As a result, Paddle acts as an independent data controller for billing, payment, and tax information you provide during checkout, and shares limited information (such as your email and subscription status) with us so we can deliver the Service. Speak2Mail does not store, process, or have access to your full payment card details. For details on how Paddle processes your data, see Paddle's privacy policy at paddle.com/legal/privacy.
6. Data Retention and Deletion
We retain your personal information and audio files for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by contacting us. Upon account deletion, we will remove your personal information and user-generated content from our active systems within 30 days, though residual copies may remain in backups for a limited period.
7. Data Security
We implement industry-standard security measures to protect your data, including encryption in transit and at rest, access controls, and regular security audits. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request deletion of your personal data (right to be forgotten)
- Object to or restrict certain processing activities
- Request a copy of your data in a portable format
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us at support@speak2mail.app.
9. No Sale of Data
Speak2Mail does not sell, rent, or trade your personal information to third parties for any purpose, including marketing or advertising. We do not engage in data broker activities.
10. Cookies and Tracking
We use essential cookies to maintain your session and authenticate your account. We may also use analytics cookies to understand how users interact with the Service. You can control cookie preferences through your browser settings.
11. Children's Privacy
The Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us immediately.
12. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We take appropriate safeguards to ensure your data remains protected in accordance with this Privacy Policy.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: support@speak2mail.app.