Legal

These Terms govern your use of the SonaFact web service at sonafact.com (the "Service"). The provider of the Service ("SonaFact", "we", "us") is identified in the "Service provider" section at the end of this page. By creating an account you accept these Terms. If you do not accept them, do not use the Service.

The Service converts audio recordings into text transcripts and lets you edit, play back, export and translate them, and generate AI documents such as meeting minutes, summaries and task lists.

To use the Service you need an internet connection, a current version of a common web browser with JavaScript and cookies enabled, and an active email address.

• You must be at least 18 years old to create an account.
• You must provide a valid email address and keep your password confidential.
• You are responsible for activity on your account.
• One account is for one person, unless your plan says otherwise.

The Service is offered in plans with different limits (for example, minutes of audio per month). The current plans and limits are shown on the pricing page. Paid plans cannot yet be purchased online. Until online payments are available, no fees are charged through the Service. Before we start charging, we will update these Terms with payment, renewal and refund rules, and we will not charge you without your explicit agreement.

• You keep all rights to the recordings you upload and to the transcripts and documents created from them.
• You allow us to store and process your content only to provide the Service to you.
• You are responsible for having the right to record the people in your recordings and to upload the recordings to the Service (see also our Privacy Policy, Section 10).

• upload content that is unlawful or that you have no right to use;
• use the Service to infringe other people's rights, including privacy and intellectual property;
• attempt to break, overload or bypass the security or limits of the Service;
• access the Service by automated means other than those we provide;
• resell the Service without our written consent.

You must not:

We may suspend or block an account that breaches these Terms. Where possible, we will first tell you what the problem is and give you a chance to fix it.

Transcripts, translations and AI-generated documents are produced automatically and may contain errors. Check them before relying on them, especially for legal, medical, financial or other important decisions.

We work to keep the Service available and reliable, but we do not guarantee uninterrupted operation. We may carry out maintenance and change or remove features. We recommend that you export and keep copies of transcripts that are important to you.

To the extent permitted by law, we are not liable for indirect losses, lost profits or loss of data resulting from use of the Service. Nothing in these Terms limits our liability where the law does not allow it to be limited, in particular for damage caused intentionally, and nothing in these Terms limits the statutory rights of consumers.

You can stop using the Service and delete your account at any time in your account settings. Deleting the account ends the contract and deletes your data as described in the Privacy Policy. We may end the contract with at least 30 days’ notice sent by email, or immediately if you seriously breach these Terms. If you are a consumer in the European Union, you have the right to withdraw from the contract within 14 days of creating your account without giving a reason, by deleting your account or sending us a statement by email.

You can submit a complaint about the Service to support@sonafact.com. Please describe the problem and, if possible, how you would like it resolved. We will respond within 14 days.

We may change these Terms for important reasons, such as changes to the Service, to the law or to security requirements. We will notify you by email at least 14 days before the changes take effect. If you do not accept the changes, you can delete your account before they take effect.

These Terms are governed by Polish law. If you are a consumer, this does not deprive you of the protection given to you by the mandatory laws of the country where you live, and you may bring a claim before the courts that have jurisdiction under applicable law.

support@sonafact.com

This Privacy Policy explains how SonaFact ("SonaFact", "we", "us") handles personal data when you use the SonaFact web service available at sonafact.com (the "Service"). The provider of the Service and the controller of your account data is identified in the "Service provider" section at the end of this page. For any privacy matter, contact us at privacy@sonafact.com. This policy applies only to the SonaFact web service. It does not apply to the SonaFact desktop application, which stores all data locally on your computer and does not send it to us.

You upload an audio recording. We convert it into a text transcript with timestamps and separate speakers. You can edit the transcript, listen to it, export it, translate it, and ask our AI to produce meeting minutes, summaries or task lists.

• email address;
• password, stored only as a one-way cryptographic hash (we never see or store your actual password);
• if you sign in with Google: a Google account identifier (we do not receive your Google password);
• your plan, the date your email was confirmed, the date your account was created, and account status.

• audio recordings you upload, together with their file name, size and duration;
• transcripts, including everything said in the recording, speaker names you enter, and word timings;
• AI-generated documents (minutes, summaries, task lists) and translations.

Your content may include personal data of other people who speak in the recording. See Section 10.

To show who said what, the Service distinguishes between the voices within a single recording. It does not identify people by their voice, does not create voice profiles or voiceprints, and does not keep any characteristics of a voice after the transcription is finished. Each recording is processed independently: if the same person appears in several recordings, the Service does not link them. Speakers are labelled generically (for example "Speaker 1") unless you enter their names yourself.

• processing records (job status, processing time, errors) — without the content of your recordings;
• usage counters needed to apply plan limits (for example, minutes used);
• one-time links sent by email (account confirmation, password reset), stored only as a hash and valid for a limited time;
• technical data such as your IP address, processed by our infrastructure providers to deliver the Service and protect it from abuse.

We do not use analytics tools, advertising, tracking pixels or tracking cookies. The only cookie we set is a session cookie that keeps you signed in. It is strictly necessary for the Service to work.

We do not use your recordings, transcripts or documents to train AI models. We do not sell your data and we do not share it for advertising.

• the application server and database are located in Poland;
• recordings, exports and backups are stored in the European Union;
• transcription, AI documents and translations are processed on servers in the European Union.

All processing of your data takes place in the European Union:

We use the following providers to run the Service. Each of them processes data only to the extent needed for its task. Some of these providers are companies established outside the European Economic Area. Where their processing involves a transfer of personal data outside the EEA, we rely on appropriate safeguards required by law, such as the European Commission's Standard Contractual Clauses.

• Recordings are encrypted in storage with AES-256-GCM. Each file has its own key, and that key is itself encrypted with a master key held only on our server.
• A recording is stored unencrypted only while it is being transcribed, which usually takes a few minutes. After transcription it is encrypted. An automatic process checks for any recording that has remained unencrypted for more than six hours and either encrypts or deletes it.
• Transcripts and AI-generated documents are stored encrypted in our database.
• Backups of the database are encrypted before they leave the server and are kept in a separate storage location.
• AI processing: for transcription, the audio is sent to the processing server. For AI documents and translations, only text is sent; the recording itself is not. Processing servers are temporary and do not keep any data after the task is finished.
• Staff access to user accounts is limited to administration and support. Every administrative action on a user account is recorded (who did what and when). These records do not contain the content of transcripts.

No system is perfectly secure, but we design the Service so that your content is protected at every stage.

We keep your recordings, transcripts, AI documents and translations until you delete them or delete your account. We do not delete them automatically. When you delete your account, all data linked to it is deleted from our database and storage. Backups: we keep encrypted backups of our database for 30 days. They contain account data, information about recordings, and transcripts and documents. They do not contain audio files. Data you delete may therefore remain in backups for up to 30 days, after which it is permanently removed. Backups are used only to restore the Service after a failure; they are not used to restore individual records, so data you have deleted will not be brought back.

• access your data and receive a copy of it;
• correct inaccurate data;
• delete your data;
• restrict processing;
• receive your data in a portable format (you can also export your transcripts yourself at any time);
• object to processing based on our legitimate interest.

Depending on where you live, you have the right to:

You can delete recordings, transcripts and your whole account yourself in the Service. For any other request, write to privacy@sonafact.com. We will respond within one month. If you believe we process your data unlawfully, you may lodge a complaint with a data protection supervisory authority — in Poland, the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), or the authority in the country where you live or work.

Recordings you upload often contain the voices and statements of other people. You are responsible for having the right to record them and to upload the recording to SonaFact — for example, by informing them or obtaining their consent where the law requires it. When you use the Service for business purposes, we process the content of your recordings on your behalf and according to your instructions. Business customers who need a data processing agreement can request one at privacy@sonafact.com.

The Service is intended for people who are at least 18 years old. We do not knowingly process data of anyone younger.

We may update this policy when the Service changes. We will publish the new version on this page with a new date. If the changes are significant, we will notify you by email before they take effect.

privacy@sonafact.com

The recording is processed to turn speech into text and to separate what each speaker said.

Within a single recording, the Service distinguishes between different voices so that it can show who said what, for example "Speaker 1" and "Speaker 2". This is done only to structure that one transcript.

Once a transcription is finished, nothing about the voices in it is kept. If the same person speaks in several of your recordings, the Service does not know it is the same person. Every transcription starts from scratch, and one recording has no influence on how the next one is processed.

We do not create voiceprints or voice profiles, and we do not store any characteristics of anyone's voice.

If a transcript shows a person's name, it is because you typed it in.

For AI documents and translations, only the text of the transcript is processed, never the recording.

They are encrypted after transcription and are kept until you delete them or your account. Details are in our Privacy Policy, Sections 7 and 8.

Before uploading, make sure the people in the recording know about it or have agreed where the law requires this.

privacy@sonafact.com