Privacy Policy

01Who we are

AiX Track ("the Service") is operated by AiExtensive ("we", "us", "our"), Ahmedabad, Gujarat, India. This policy explains what personal data the Service collects, why, who it is shared with, and the choices you have.

We aim to handle personal data in line with applicable Indian law, including the Digital Personal Data Protection Act, 2023.

02Information we collect

• Account details: email address and name. If you sign in with Google, we also receive your Google profile picture.
• Payment details: card, UPI and bank details are handled by Razorpay. We do not receive or store them. We keep the payment reference, amount and date.
• Conversation content: the audio or video you record or upload, the transcript (including speaker labels), the minutes, action items, attendee names and email addresses you enter, and any notes or images you add as context.
• Usage and payment records: credits bought and used, conversation length, processing cost, payment and invoice records.
• Technical data: IP address, browser type, sign-in times and server logs, used to run and protect the Service.
• Consent records: when you confirm that participants know a conversation is being recorded, we log the time, your account, IP address and browser.

03How we use it

• To sign you in and manage your account.
• To transcribe your conversations and prepare minutes and action items.
• To send emails you ask for: sign-in codes, minutes to attendees, action-item reminders.
• To process payments and add credits.
• To send service emails, such as low-balance alerts and important changes.
• To keep the Service secure, prevent misuse and fix problems.

We do not sell your data. We do not use your conversation content to train AI models. Our staff open conversation content only when you ask for support, or when needed to investigate a security or legal issue.

04Recording consent

Before you record or upload a conversation, you must tell everyone taking part that it is being recorded and will be processed to prepare minutes. You must have their agreement where the law requires it. The Service asks you to confirm this each time and keeps a record of that confirmation.

If you are a participant and believe you were recorded without being told, contact us using the details in section 12.

05Service providers we share data with

We share data only with the providers needed to run the Service, and only for that purpose:

• Sarvam AI: speech-to-text transcription and speaker separation (audio).
• OpenAI: structuring the transcript before the minutes are written (transcript text).
• Anthropic: writing the minutes and action items (transcript text).
• Razorpay: payment processing.
• Google: sign-in with Google (email, name, profile picture).
• Our email provider: delivering sign-in codes, minutes and notifications.
• Our hosting and database providers: storing the application data and files.

Some of these providers may process data outside India. Each provider handles the data under its own terms and security commitments. We may also disclose data when required by law, or to protect the rights and safety of our users or the Service.

06How long we keep data

• Recordings, transcripts and minutes: kept until you delete the conversation or close your account. Deleting a conversation also deletes its recording file from our server.
• Backups: database backups are kept for up to 14 days, so deleted data may remain in a backup for that period before it is overwritten.
• Payment records and the credit ledger: kept for as long as tax and accounting rules require, even after an account is closed.
• Consent records and security logs: kept for a limited period to resolve disputes and protect the Service.

07Security

• All traffic is encrypted in transit with HTTPS.
• Sign-in is passwordless: Google sign-in or a one-time email code, stored only in hashed form and valid for 10 minutes.
• Each account can see only its own conversations. Admin access is limited and checked on the server.
• Repeated sign-in attempts and uploads are rate-limited.
• Service keys are kept on the server, never in the browser.

No system is completely secure. If we become aware of a breach affecting your personal data, we will inform you and the relevant authorities as required by law.

08Your rights and choices

• Access and correction: view and edit your conversations and minutes in the app. Update your name at any time.
• Deletion: delete any conversation from Records, or your whole account from Profile. Account deletion removes your conversations, recordings and transcripts. Records we must keep by law, such as payment records, are retained.
• Withdrawing consent: you can stop using the Service and delete your data at any time.
• Questions or complaints: write to us using the details below. We aim to respond within 30 days.

09Cookies

We use one essential cookie to keep you signed in, and a short-lived cookie to record a referral link you followed. We do not use advertising or tracking cookies. Your theme choice is saved in your browser.

10Children

The Service is meant for professional use and is not intended for anyone under 18.

11Changes to this policy

We may update this policy as the Service changes. We will change the effective date above. For significant changes, we will tell you by email or in the app.

12Contact and grievances

For privacy questions, data requests or complaints, contact:

• Email: notification@aiextensive.com
• Address: AiExtensive, Ahmedabad, Gujarat, India