Privacy Policy

1. Who We Are

Conference Ink is a mobile application for recording, transcribing, and summarizing audio from conferences, lectures, sermons, and workshops. The app is operated by NOERPOL (operating Conference Ink) ("we", "us", "our"). CVR: DK-34275076 Country: Denmark Contact: hello@conferenceink.com Website: https://conferenceink.com

2. Data We Collect

3. How We Process Your Data

A design principle first: Conference Ink processes as much as possible on your iPhone. On iOS 26 the default transcription, the live translation view, and photo text recognition all run on the device, and you can choose to generate AI summaries on the device too. Cloud processing is used as a fallback, or where you choose it for quality. Storage, however, is cloud-backed by design: while you are signed in, your transcripts, notes, bookmarks, photos, session details and a short-lived safety copy of the audio sync to your private space in our EU database and storage, so a dropped or lost phone does not cost you your notes. Your content is processed through the following pipeline: Audio Recordings: Recorded locally on your device using native audio APIs (AVAudioEngine on iOS). While you are signed in, the audio segments are also securely uploaded to Supabase Storage (bucket: cink-session-files) in our EU region, as a crash-safety backup and for transcription when cloud transcription is used. They are automatically deleted from our servers within about 48 hours after transcription. Recordings that were never transcribed are removed after at most 90 days. A copy stays on the recording device for about 30 days (purged the next time you open the app) so you can re-transcribe there if the wrong language was selected. Raw audio is never downloadable or shareable from the app. Transcription: On iOS 26, live transcription runs on your iPhone by default when the needed speech model is available; in that mode no audio is sent to any transcription service. A recorded session can also be re-transcribed on that iPhone while its local recording and the selected language model remain available. Cloud transcription is used after you stop recording when the on-device path is unavailable, when you select cloud mode in Settings, for cloud re-transcription, and for reruns of imported recordings. Imported audio can be transcribed on-device during its initial import when your iPhone and selected language support it, but the imported source is not retained locally for a later rerun. Otherwise, or when you choose cloud mode, audio is uploaded and transcribed through Deepgram's EU endpoint (api.eu.deepgram.com, Nova-3 model), a third-party service, over encrypted HTTPS / WSS connections. For video files, Conference Ink extracts the audio on-device first; the video file itself is never uploaded. We opt out of Deepgram's Model Improvement Program, so your audio is not used to train Deepgram's models and is not retained by Deepgram beyond what is necessary to complete the transcription. Live Translation: The live translation view translates transcript lines entirely on your iPhone (Apple's Translation framework or Apple Intelligence, iOS 26). Translations are shown on screen only; they are not stored and are never sent to us or to anyone else. AI Summaries: You choose per summary where it is generated. The private on-device option (iPhone 15 Pro or newer with Apple Intelligence, iOS 26) runs entirely on your iPhone and sends nothing for processing; it also does not count against the free tier's summary allowance. The cloud option sends transcription text (never audio), together with your notes, highlights and slide photo text, through our EU-hosted function to Anthropic's Claude API to generate structured summaries. Anthropic processes this data in the United States, and requests may be routed globally. Anthropic processes it under its Commercial Terms, which incorporate a Data Processing Addendum with Standard Contractual Clauses; API inputs and outputs are not used to train Anthropic's models, and Anthropic retains API logs for about 7 days. Translating an existing summary into another language, and folder-level event reports, also use Anthropic's Claude API. The finished summary, whichever engine generated it, is stored with your session and synced to your account like your other notes. Location Tagging (optional): If location tagging is enabled, the app captures your approximate location once when a recording starts and converts it to a place name (e.g. "Berlin, Germany"). The place name and coordinates are stored with the session in our EU database and used only to label the session. You can turn this off at any time in Settings. Photo OCR: Text is extracted from captured slide photos on your device using Apple's on-device Vision framework. The photo is not sent anywhere for text extraction. Only if on-device recognition is unavailable does the app fall back to Anthropic Claude Vision, in which case the image is sent for that single extraction. The extracted text is stored in your session record; the original photo is stored in your Supabase Storage so you can view it again. Database Storage: All structured data (transcripts, notes, bookmarks, metadata) is stored in Supabase Postgres. Row Level Security (RLS) ensures that your data is only accessible by your authenticated account.

4. Recordings and Other People

Recordings you make may contain the voices of speakers and other participants. When you record, you are responsible for informing the people being recorded and for complying with any rules set by the venue or event organizer, as well as applicable local law. Conference Ink processes such recordings solely on your behalf, to provide transcription and summaries to you. If you believe you appear in someone else's recording and want it addressed, contact us at hello@conferenceink.com.

5. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA) and United Kingdom, we process personal data on the following legal bases: Contract performance (Article 6(1)(b)): Processing your account information and session data to provide the app service you have signed up for. Legitimate interests (Article 6(1)(f)): Security monitoring and fraud prevention; short-lived server logs used to keep the service stable and secure. Consent (Article 6(1)(a)): Optional features such as location tagging, which requires your device's location permission and can be turned off in Settings at any time. Legal obligation (Article 6(1)(c)): Retaining billing records as required by the Danish Bookkeeping Act (bogføringsloven).

6. Third-Party Service Providers

We share data with the following processors solely to provide the service:

We do not sell your data to any third party. We do not use your data for advertising. All third-party processors process personal data under their published data processing terms, which include confidentiality obligations.

7. Data Retention

• Account data: Retained for the duration of your account. Deleted within 30 days of account deletion request.
• Audio recordings (raw): Deleted from our servers within about 48 hours after transcription. Recordings that were never transcribed are removed after at most 90 days. The recording device keeps a local copy for about 30 days, purged the next time the app is opened; after that local window, re-transcription is no longer available. This is a privacy measure (data minimisation): the audio exists only to produce your transcript.
• Transcripts, summaries, notes, bookmarks and photos: Retained until you delete them, or immediately removed on account deletion.
• Location labels: Stored with the session until the session is deleted.
• Billing records: Retained for 5 years as required by the Danish Bookkeeping Act (bogføringsloven); records contain only payment metadata, not card details.
• Analytics and crash data: Not collected. The app contains no analytics or advertising SDKs.
• Deleted data: When you delete a session or your account, data is removed from our active database. Encrypted database backups are retained for a short rolling window (currently up to 7 days).

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Access, portability and deletion can be exercised directly in the app (Settings → Data & privacy) with immediate effect. For all other rights, or if you prefer, email hello@conferenceink.com — we will respond within 30 days (GDPR standard). We may need to verify your identity before acting on a request.

9. Cookies and Local Storage

The Conference Ink mobile app uses authentication tokens to keep you signed in. The marketing website (conferenceink.com) does not currently provide account sign-in and does not use analytics or advertising cookies. If website checkout or account features launch, this section should be updated before release. We do not use Google Analytics, Facebook Pixel, or any third-party tracking services on our website.

10. Children's Privacy

Conference Ink is not directed at children under 13 (or under 16 in the EEA). We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, contact us immediately at hello@conferenceink.com and we will delete it promptly.

11. Data Security

We implement the following measures to protect your data: - All data transmitted between your device and our servers is encrypted using TLS 1.2 or higher. - Data at rest in Supabase is encrypted using AES-256. - Authentication is handled by Supabase Auth with industry-standard session token management. - Row Level Security (RLS) policies in our database ensure that every query is scoped to the authenticated user. No user can access another user's data. - API keys for third-party services are never embedded in the app binary. They are accessed via server-side Supabase Edge Functions. For more detail, see our Security page at conferenceink.com/security.

12. International Data Transfers

We are based in the EU and use Supabase on EU-region infrastructure (AWS eu-central-1, Frankfurt). On supported iPhones, transcription (the iOS 26 default), live translation, photo text recognition, and optionally AI summaries run entirely on the device, in which case that content is not transferred to any processor at all. When the cloud is used, audio transcription (Deepgram) and read-aloud voice (Google Cloud) run on EU endpoints, so your audio stays in the EU. Deepgram's US API is used only to mint short-lived access keys; no audio is sent to it. Some processing does involve transfers to the United States: Anthropic (AI summaries; requests may be routed globally), RevenueCat (subscription management), and Stripe once website payments launch. For transfers from the EEA to the USA, we rely on Standard Contractual Clauses (SCCs) as the legal mechanism, as incorporated into each provider's data processing terms.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable law. When we make material changes, we will notify you by email (to the address associated with your account) and update the "Last Updated" date at the top of this page. Continued use of the app after the effective date of changes constitutes acceptance of the updated policy.

14. Contact and Supervisory Authority

For privacy questions, requests, or complaints: Email: hello@conferenceink.com Website: https://conferenceink.com If you are located in the EU/EEA and are not satisfied with our response, you have the right to lodge a complaint with your local data protection supervisory authority.