1. Who we are
Ricord AI, Inc. (“Ricord,” “we,” “us”) provides an AI note-taking service at ricord.ai and in the Ricord mobile and desktop apps (the “Service”). In the Service, each meeting, call, conversation or topic is a “Ricord” that can hold audio recordings, screenshots and documents, along with the transcripts, summaries and action items generated from them.
This Privacy Policy explains what personal information we collect, why, who we share it with, and the choices you have. For the content you put into Ricords, we act as your service provider (processor) as described in our Data Processing Agreement. For account, billing and usage information, we are the controller.
2. Information we collect
Information you give us
- Account information: your name, email address, profile picture and sign-in method (Google or email).
- Content: audio you record or upload, video files you upload, screenshots and images you paste or upload, documents you attach (PDF, DOCX, TXT, Markdown, CSV), titles, notes, comments, labels and chat questions you ask about a Ricord.
- Communications: messages you send to support, sales or privacy contacts.
Information generated from your content
- Transcripts with speaker labels and timestamps.
- Text read from your screenshots and documents, and descriptions of what screenshots show.
- Summaries, key points, decisions, open questions and action items, including owners, priorities, due dates and the evidence they link to.
Information collected automatically
- Usage and plan information, such as how many Ricords with audio you have processed and how many audio minutes you have used this month.
- Technical information such as IP address, browser type, device type and error logs, used to operate and secure the Service.
- Strictly necessary cookies and local storage, described in our Cookie Policy.
Your content may contain personal information about other people, such as the voices and names of meeting participants. You are responsible for having the right to provide it to us, including any consent required to record them.
3. How we use information
- To provide the Service: store your content, transcribe audio, read screenshots and documents, generate summaries and action items, and answer your questions about a Ricord.
- To sync your library between the web, phone and desktop apps.
- To authenticate you, secure your account, and prevent fraud and abuse.
- To enforce plan limits, activate paid plans and handle billing questions.
- To send transactional emails, such as sign-in and account messages and replies to your requests.
- To maintain, debug and improve the reliability of the Service, using logs and aggregate technical data rather than reading your content.
- To comply with the law and protect our rights.
We do not use your content to train AI models, and we do not allow our AI processing providers to do so. We do not sell your personal information and we do not use it for advertising.
4. Legal bases (EEA, UK and Switzerland)
If GDPR or similar laws apply to you, we process personal information on these bases:
- Contract: to provide the Service you signed up for.
- Legitimate interests: to secure and improve the Service and to prevent abuse, balanced against your rights.
- Legal obligation: where we must keep records or respond to lawful requests.
- Consent: where we ask for it, which you can withdraw at any time.
5. Recording consent
Laws about recording conversations differ by country and region, and some require everyone on a call to agree. You are responsible for obtaining consent from everyone you record where the law requires it, and for telling participants how their recording will be processed. Do not use the Service to record people unlawfully. See our Acceptable Use Policy.
7. Retention and deletion
We keep your content for as long as your account is active, so your library is available when you need it. You can delete a Ricord at any time, which removes its recordings, screenshots, documents, transcript, summaries and action items. You can delete your account at any time from Settings → Account → Delete account, or by emailing privacy@ricord.ai from your account email address. Deleting your account removes your profile, Ricords, recordings, files, transcripts, action items, folders, people and usage history, and cancels any plan you bought on ricord.ai.
After you delete content or an account, we remove it from active systems promptly. Residual copies in backups and logs are overwritten on a rolling schedule. We may retain limited records where needed to meet legal, tax or security obligations.
8. Security
Data is encrypted in transit (TLS 1.2+) and at rest (AES-256), stored on Google Cloud infrastructure, isolated per account, and served through signed, time-limited file links. No system is perfectly secure, but we work to protect your information. Read more on our Security page. To report a vulnerability, email security@ricord.ai.
9. International transfers
Ricord is operated from the United States and our providers may process data in the United States and other countries. Where we transfer personal information out of the EEA, UK or Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses, as described in our Data Processing Agreement.
10. Your rights and choices
Depending on where you live, you may have the right to:
- access the personal information we hold about you and receive a copy;
- correct inaccurate information, much of which you can do in the Service;
- delete your information;
- object to or restrict certain processing, and withdraw consent;
- port your data to another service; and
- lodge a complaint with your local data protection authority.
To exercise a right, email privacy@ricord.ai from your account email address. We will respond within the time required by law and will not discriminate against you for exercising your rights. California residents can use the same address for requests under the CCPA; we do not sell or share personal information as those terms are defined.
11. Children
Ricord is not directed to anyone under 18, and we do not knowingly collect personal information from them. If you believe a child has given us information, email privacy@ricord.ai and we will delete it.
12. Changes to this policy
We may update this policy as the Service evolves. If we make material changes, we will update the date at the top of this page and, where appropriate, notify you by email or in the Service before the changes take effect.
13. Contact us
Ricord AI, Inc. · Privacy: privacy@ricord.ai· General legal: legal@ricord.ai.
Questions about this document? Email legal@ricord.ai. Related: Terms of Service, Cookie Policy, Data Processing Agreement, Acceptable Use Policy.