Privacy Policy
Last updated: October 9, 2026
1. Overview
Kolasys AI ("we", "us", or "our") provides AI-powered meeting transcription and summarization services through our web application at app.kolasys.ai, iOS app, and Apple Watch app. This Privacy Policy explains what data we collect, how we use it, and your rights.
By using Kolasys AI, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of our services.
2. Data We Collect
Account information
When you create an account we collect your name, email address, and (if applicable) OAuth profile information through our authentication provider, Clerk.
Audio recordings
You upload or record audio files through our service. These files are stored encrypted in AWS S3 and are processed solely to produce transcripts and summaries.
Transcripts and summaries
The output of AI processing — transcripts, summaries, action items, and knowledge entities — is stored in our database and associated with your account.
Usage data
We collect standard server logs and product analytics (page views, feature usage, errors) to improve the service. This data is aggregated and does not contain the content of your recordings.
Device and browser data
When you use our web app, we collect standard browser and device information (IP address, browser type, operating system) for security and diagnostic purposes.
Payment data
Payment processing is handled by Stripe. We store only your Stripe customer ID; we never see or store raw card numbers.
3. How We Use Your Data
- To provide, operate, and improve the Kolasys AI service
- To transcribe and summarize your audio recordings
- To generate AI responses to your questions about meetings
- To send transactional emails (meeting summaries, account notices)
- To process payments and manage subscriptions
- To detect and prevent fraud, abuse, and security incidents
- To comply with legal obligations
We do not sell your data to third parties. We do not use the content of your recordings to train AI models.
4. Third-Party Processors
We share data with the following sub-processors only to the extent necessary to deliver the service:
| Processor | Purpose | Data shared |
|---|---|---|
| Anthropic | AI summaries, Ask AI, Shortcuts, and topic extraction | Transcript text, meeting notes, and your questions |
| OpenAI | Audio transcription (Whisper) and meeting search indexing | Audio files; transcript text |
| Deepgram | Speaker identification, and live transcription in the Mac app on paid plans | Audio |
| Recall.ai | Meeting bot that joins and records calls you send it to | Meeting link, meeting audio and video, participant names |
| AWS S3 | Audio file storage | Audio files |
| Neon (PostgreSQL) | Database | All structured data |
| Vercel | Web app hosting | Requests to the web app and API |
| Railway | Background processing (transcription and summaries) | Audio files and transcript text while they are processed |
| Upstash (Redis) | Job queue | Recording IDs (no content) |
| Clerk | Authentication | Name, email, sign-in profile |
| Stripe | Payment processing | Email, billing info |
| Resend | Transactional email | Name, email; meeting summaries when summary emails are on |
| Expo | Push notifications to the iPhone and Apple Watch apps | Device push token, meeting title, summary headings |
| PostHog | Product analytics | Usage events (no content) |
| Sentry | Error monitoring | Error traces (no content) |
| Calendar sync, when you connect Google Calendar | Read-only access to event titles, times, attendees, and meeting links | |
| Microsoft | Calendar sync, when you connect Outlook | Read-only access to event titles, times, attendees, and meeting links |
| Slack | Posting meeting notes, when you connect it | Meeting title, summary, notes, action items, and link |
| Notion | Saving meeting notes, when you connect it | Meeting title, summary, notes, action items, and link |
Google, Microsoft, Slack, and Notion receive or share data only after you connect them. Webhooks you set up send meeting data to the URL you choose.
All processors are required to handle your data in accordance with applicable privacy laws and their own privacy policies.
5. Data Retention
Audio files are retained until you delete the recording, or until your account is deleted. Organizations on paid plans may enable automatic audio deletion after transcription in Settings.
Transcripts and summaries are retained for as long as your account is active or until you delete individual recordings.
Account data is deleted within 30 days of account closure.
Server logs are retained for up to 90 days for security and diagnostic purposes.
6. Data Security
Audio files are stored encrypted at rest in AWS S3 and transferred over TLS. Database access is restricted to application servers. We enforce authentication for all API endpoints. Our infrastructure runs on Vercel (web) and Railway (background workers), both of which maintain SOC 2 compliance programs.
No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at hi@kolasys.ai.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the data we hold about you
- Correction — request correction of inaccurate data
- Deletion — request deletion of your account and associated data
- Portability — request an export of your recordings, transcripts, and summaries
- Objection — object to certain types of processing
To exercise any of these rights, email us at hi@kolasys.ai. We will respond within 30 days.
8. Children's Privacy
Kolasys AI is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it promptly.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a notice in the application. Continued use of the service after changes take effect constitutes acceptance of the updated policy.
10. Contact
If you have questions or concerns about this Privacy Policy, or to exercise your data rights, contact us at:
Kolasys AIhi@kolasys.ai