SpeakLink Privacy Policy

1. Information We Collect

We collect several types of information from and about users of SpeakLink, including both personal information and non-personal information. The types of data we may collect include:

1.1 Personal Information

This is information that can identify you directly or indirectly. We only require minimal personal information to create an account, but additional data may be collected if necessary to provide the Service. Personal information we collect may include:

Contact Information: Your name and email address (collected during sign-up). We may also collect your phone number or mailing address if you choose to provide them for specific features (for example, if you provide a phone number for contact or billing purposes).

Account Credentials: When you create an account, we collect a username and password (passwords are stored in hashed form for security).

Payment Information: If you subscribe to paid features, our payment processor (e.g., Stripe) will collect your payment card details and billing information. We ourselves do not store your full credit card number or security code. However, we may retain records of your transactions, such as the last four digits of your card, the card type, payment amounts, and billing address, as provided by the payment processor for receipts and accounting.

1.2 Call and Communication Data

A core function of SpeakLink is to interpret and transcribe phone calls in real time. In providing this service, we necessarily process data related to your calls. Information we collect in this category includes:

Call Audio and Content: The audio of calls that you make or receive through SpeakLink is processed by our system to perform speech recognition and translation. We generate a text transcript of the conversation and the translated output. By default, we do not permanently store call audio or transcripts on our servers after your call ends, unless you opt to save them (see Section 6 on Your Choices). If you choose to save call transcripts or recordings via your user settings, we will store those transcripts and make them accessible to you securely when you are logged into your account.

Call Metadata: We also collect metadata about the calls facilitated through SpeakLink. This includes information such as the phone numbers or identifiers involved in the call, the start and end time of the call, the duration, and technical routing information (e.g., that a call occurred via our Twilio telephony integration). This metadata is collected for the purpose of connecting the call and for logging/billing (e.g., to calculate usage minutes).

All call and communication data is considered confidential and is accessible by you (and by us only as necessary to provide and support the Service, or as required by law).

1.3 Usage Data and Device Information

Like many online services, we collect certain information automatically about how you access and use our website and app:

Usage Data: Details of your visits to our website or usage of our app, which may include log information such as the pages or screens you viewed, the features you used (e.g., initiating a call, saving a transcript), the links you clicked, and other communication data. We may also log the referring webpage or app that led you to SpeakLink. This usage data helps us analyze and improve our Service.

Device and Network Information: Information about the device and internet connection you use to access SpeakLink. This may include your device type (e.g., phone, computer), operating system, browser type, unique device identifiers, and your IP address. We use IP addresses for purposes such as approximating your general location (e.g., city/state) to optimize call routing, prevent fraud, and enforce regional restrictions if any.

Cookies and Tracking Technologies: We use cookies and similar tracking technologies on our website to enhance your experience. Cookies are small data files stored on your browser or device. These technologies help us remember your preferences (e.g., language selection), keep you logged in, and gather information about your interactions with our site (e.g., pages visited, links clicked). We may use both session cookies (which expire when you close your browser) and persistent cookies (which remain until they expire or you delete them). For more details, see Section 6.3 below about how you can control cookies.

We do not collect any special categories of personal data such as sensitive personal information (e.g., government ID numbers, biometric data) unless you voluntarily provide such information during a call or other interaction. We do not intend to collect any personal information that is not necessary for providing our Service.

2. How We Collect Information

We collect information both directly from you and automatically through your use of SpeakLink, as well as from certain third parties:

Directly from You: You provide information to us when you create an account (for example, by filling out the registration form with your name and email), when you communicate with us (such as via customer support inquiries), or when you input data into the Service. Any time you enter or upload information into SpeakLink (such as dialing a phone number to call, or choosing to save a transcript with a custom name), those inputs are collected by us to operate the Service.

Automatically through Your Use of the Service: As described in Section 1.3, we automatically collect certain technical and usage data when you use SpeakLink. For example, when a call is initiated, our system automatically logs the necessary details (time, duration, numbers) and the AI will process the audio to generate a transcript. Our website also automatically collects usage analytics and sets cookies as you navigate pages. This automated collection is done via server logs, cookies, and third-party analytics tools.

From Third Parties: We may receive information about you from third-party services that are integrated with SpeakLink. For instance, if you make a payment, we receive confirmation and details from our payment processor (Stripe) to record your subscription status. If calls are connected via Twilio, we receive call connection records from Twilio’s system. These service providers act on our behalf to facilitate functionality, and they may collect information pursuant to their own privacy policies (see Section 4). We may also receive information from publicly available sources or marketing partners, but at this time, the primary third-party sources of user data are those necessary to deliver the SpeakLink Service (telecom and payment data).

We do not purchase marketing lists or obtain your personal data from data brokers. Any information we have about you is either provided by you, automatically collected through your interactions with SpeakLink, or received from our service providers as part of providing SpeakLink to you.

3. How We Use Your Information

We use the information we collect from you or about you for various purposes consistent with providing and improving the SpeakLink Service. The primary purposes for which we use your information include:

To Provide the Service: We use your information to operate SpeakLink and deliver its core functionality to you. For example, we use your call audio and voice data to perform real-time transcription and translation, and we use phone numbers you provide to connect calls via our telephony provider. We also use your account information to authenticate you when you log in and to manage your user account.

To Facilitate Real-Time Interpretation: This deserves special mention – the content of your calls (audio and transcript) is used strictly to facilitate the real-time interpretation service. This includes sending the audio to our speech recognition and translation engine (powered by OpenAI or similar AI APIs) and returning the translated speech/text to you and the other call participant as appropriate. We do not use your call content for any purpose other than providing you with the immediate service, maintaining records for you (if you choose), and ensuring the service works correctly.

To Process Payments and Subscriptions: If you have a paid plan or make purchases, we use personal and payment information to process those transactions. For example, we (and our payment processor) use your payment card information to charge subscription fees, and we use your email to send receipts or notifications about your subscriptions.

To Communicate with You: We use your contact information (email address, and phone number if provided) to communicate with you about your account or transactions. This can include sending service-related announcements, confirmations (like sign-up or payment confirmations), password reset emails, and responding to your customer support inquiries. We may also send you promotional communications or newsletters about new features or tips for using SpeakLink, but you can opt out of marketing emails (see Section 6.2 on Opt-Out).

To Improve and Personalize the Service: We analyze usage data and feedback to understand how our Service is used and how we can improve it. This helps us troubleshoot issues, refine our speech recognition and translation models, and develop new features or enhancements. We might use aggregate usage patterns to optimize user experience (for example, improving our user interface or reducing latency in call connections). We may also personalize aspects of the Service for you, such as remembering your preferences, default language settings, or frequently called contacts (if we introduce such features).

For Security and Fraud Prevention: We use information (especially usage and device data) to maintain the security of the Service, to investigate or monitor for fraudulent or suspicious activity, and to enforce our Terms of Service. For example, IP addresses and usage patterns may be used to detect abuse (such as repeated spam calls or attempts to hack our systems). We may use automated tools to block malicious behavior and we may report suspected illegal activities to the authorities.

To Comply with Legal Obligations: We may process and retain your information as needed to comply with applicable laws, regulations, legal processes, or enforceable governmental requests. For instance, we might retain transaction records for tax and accounting purposes or disclose information in response to a lawful subpoena or court order.

Other Purposes: If we intend to use your information for any purpose not listed above, we will describe it to you at the point of collection or obtain your consent, as required by law.

We do not use your personal information for any automated decision-making or profiling in a way that produces legal effects or similarly significant effects on you, beyond the processing intrinsic to providing the AI-based service (which is automated but under your control and for your direct benefit).

4. Disclosure of Your Information

We value your privacy and do not sell or rent your personal information to third parties for their own marketing or other purposes. However, we do share certain categories of information with third parties in the following circumstances, as necessary to provide our services and as permitted or required by law:

Service Providers and Partners: We share information with third-party service providers who perform functions on our behalf to support our business and the SpeakLink Service. This includes:

• Telecommunications Provider: We use Twilio (or similar telecom services) to connect and route phone calls. This means that call data (including phone numbers and call audio) passes through Twilio’s systems. Twilio may process that data to establish the call and is bound by its own privacy commitments to us as a service provider.
• AI Processing Provider: We integrate with OpenAI (or a similar AI engine) to perform speech-to-text transcription and language translation. The audio or text from your calls is sent to OpenAI’s API for processing, and the results (transcriptions/translations) are returned to us. We do not allow OpenAI to use your call data to train their general models (we use their enterprise settings that opt out of data retention when available, or we have agreements in place to protect your data). The AI provider only uses the data to provide the service to us (and you), not for their own purposes.
• Payment Processors: We use Stripe (and potentially other payment gateways) to handle payment transactions. When you make a payment, your payment details are provided directly to Stripe. Stripe’s use of your data is governed by their privacy policy. We receive from Stripe information such as a payment confirmation, your subscription status, and limited details needed for record-keeping (as described in Section 1.1).
• Cloud Hosting and Data Storage: We may use reputable cloud infrastructure providers (e.g., Amazon Web Services or Google Cloud) to host our application and data. Personal data (including saved transcripts, account info, etc.) may be stored on their servers, but they do not access this data except as needed to maintain the cloud service.
• Other Vendors: We might also share data with other vendors who assist with services like email distribution (for sending verification or notification emails), analytics (for usage analysis), or customer support tools. These providers are contractually obligated to handle your data only as we direct and to keep it confidential.

We ensure that all service providers are bound by appropriate confidentiality and data security obligations. They are only given the information necessary to perform their specific tasks and are not authorized to use your information for other purposes.

Legal Compliance and Protection: We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to comply with legal obligations. This includes responding to subpoenas, court orders, or other legal process. We may also share your information when we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, or as evidence in litigation in which we are involved. In summary, if we, in our judgment, must disclose data to protect our rights, enforce our Terms of Service, or protect the safety of our users or others, we may do so as permitted by law.

Business Transfers: If Think Link is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our business or assets, your information may be disclosed to the parties involved (e.g. to prospective or actual acquiring entity and its professional advisers) as part of the transaction. In such cases, we will ensure that your information remains subject to confidentiality protections and we will notify you (for example, via a notice on our website or email) of any change in ownership or use of your personal information, as well as any choices you may have regarding your personal information.

With Your Consent: We will share your personal information with third parties only with your consent in situations other than those described above. For example, if in the future we offer an integration where you explicitly allow us to share data with a third-party application of your choosing, we will do so only with your direction and consent.

De-Identified or Aggregated Data: We may share information that has been de-identified (stripped of personally identifying characteristics) or aggregated (combined with information about other users) in a manner that does not identify you personally. For instance, we may publish aggregate statistics about the number of calls per day or overall usage patterns, or share generalized insights with research partners to improve AI translation technology. Such data cannot be traced back to individual users and is not considered personal information.

Rest assured, aside from the scenarios above, we do not disclose your personal information to third parties. In particular, we do not sell lists of user email addresses or call transcripts to advertisers or other external parties.

5. Data Security

We take the security of your personal information seriously. Think Link implements a variety of administrative, technical, and physical security measures designed to protect your data from unauthorized access, use, alteration, and disclosure. These measures include encryption of data in transit (e.g., using SSL/TLS for our website and during AI API calls) and at rest (we encrypt sensitive data stored on our servers or databases). We also restrict access to personal data to authorized personnel and contractors who need to know that information in order to operate, develop, or improve the Service, and all such individuals are bound by confidentiality obligations.

Despite our efforts to secure your information, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security. For example, while we endeavor to protect our systems, we cannot guarantee that our measures will prevent every unauthorized attempt to access, use, or steal information. You should also take steps to protect your personal data – for instance, choose a strong password for your account and do not share it.

In the event of a data breach or security incident that affects your personal information, we will notify you and the appropriate authorities as required by law. We also continuously review and update our security practices to adapt to new threats and technologies.

6. Your Rights and Choices

We believe it is important that you have control over your personal information. Depending on your jurisdiction, you may have certain legal rights regarding your data. Regardless, we provide the following options and tools so you can manage your information:

6.1 Access and Correction

You have the right to access the personal information we hold about you and to request correction of any inaccuracies. Most of your basic account information (name, email) and any call transcripts you’ve saved can be accessed and updated directly by logging into your account and visiting your profile or account settings. If any personal information we have is inaccurate or outdated, please update it in your account or notify us so we can correct it.

If you need a copy of the data you have provided to us or that we have collected about you, you can request it by contacting us (see Section 12). We will provide you with a copy of your information in a common data format, on request and as required by applicable law.

6.2 Data Deletion

You have the right to request deletion of your personal information (also known as the “right to be forgotten” in some jurisdictions). You can delete certain information on your own: for example, you may delete saved call transcripts or recordings from within the SpeakLink interface at any time. You may also delete your entire account via the account settings page or by contacting customer support with a deletion request.

When you request deletion of your account or specific data, we will delete your personal information (and any stored User Content like transcripts) from our active systems within a reasonable time, except for information we are required to retain for legal or legitimate business purposes. For example, we might retain certain transactional records (payments, invoices) for financial reporting, or logs needed for security and fraud detection, for the duration necessary to fulfill those purposes. Any retained data will remain subject to the protections of this Privacy Policy.

Please note that deletion of backup copies from our backup systems may occur after a delay (we periodically overwrite backups in cycles), but we have processes to ensure that deleted data is not restored or used improperly.

Once your account is deleted, you will no longer be able to sign in or access the Service without creating a new account. If you simply uninstall the app or stop using the Service without formally deleting your account, your data may remain until you request deletion or until we purge inactive accounts according to our data retention policy.

6.3 Opt-Out of Marketing Communications

If you have subscribed to any promotional emails or newsletters from us, you have the choice to opt out. We only send you marketing emails if you have given consent or if you have an ongoing relationship with us that implies consent under applicable law. In any marketing email we send, we include an “unsubscribe” link. Click that link and follow the instructions to remove yourself from our mailing list. You can also opt out of marketing emails by adjusting your notification settings in your account (if available) or by contacting us directly with your request. Please note that even if you opt out of promotional communications, we may still send you transactional or service-related communications (such as account notifications, security alerts, password reset emails, and messages about your transactions or use of the Service).

We do not engage in telephone solicitation or text message marketing. If this changes in the future, we will obtain appropriate consent as required by law (for example, sending SMS notifications only with opt-in and providing a way to opt out).

6.4 Cookies and Tracking Choices

You have choices to manage cookies and similar tracking technologies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies or alert you when cookies are being sent. If you disable or refuse cookies, please note that some parts of the SpeakLink website might become inaccessible or not function properly (for instance, staying logged in requires cookies).

We currently use cookies for functionality and analytics, not for third-party advertising. You can also use browser extensions or settings to clear cookies or limit tracking. Additionally, some of our analytics providers may offer their own opt-out mechanisms (for example, Google Analytics offers a browser add-on to opt out of analytics tracking).

6.5 “Do Not Track” Signals

Some browsers have a “Do Not Track” (DNT) feature that signals to websites that you do not want to be tracked across different sites. Currently, SpeakLink does not respond to Do Not Track signals in the HTTP header or similar mechanisms, because there is no standard for how to interpret DNT signals. However, we treat all users’ data according to this Privacy Policy, and we do not track your activities on third-party websites or services.

6.6 International Users – Additional Rights

If you are located in certain jurisdictions, such as the European Economic Area (EEA), United Kingdom, or other regions with data protection laws, you may have additional rights regarding your personal data. These can include the right to object to or restrict processing of your data, the right to data portability (to receive a copy of your data in a structured, commonly used format), and the right not to be subject to a decision based solely on automated processing in certain circumstances. Think Link is committed to respecting these rights.

EEA/UK Residents: If you are in the EEA or UK, you have the right to lodge a complaint with your local data protection supervisory authority if you believe we have infringed your data protection rights. We encourage you to contact us first, so we can address your concerns directly.

California Residents: Although Think Link is based in Massachusetts, if California privacy law (CCPA/CPRA) applies to our operations, California residents have the right to know what personal information is collected, used, shared, or sold, the right to request deletion of personal information (subject to certain exceptions), the right to opt out of the sale or sharing of personal information (which is not applicable here as we do not sell data), and the right not to receive discriminatory treatment for exercising these rights. We will honor these rights as applicable. California residents may contact us to exercise their data access or deletion rights.

To exercise any rights your jurisdiction grants you, please contact us (see Contact Us in Section 12). We may need to verify your identity before fulfilling certain requests (for example, by confirming that the request comes from the email associated with your account or asking for additional verification info). We will respond to your request within the timeframe required by law (for instance, within 30 days for many requests, with the possibility of an extension).

7. Children’s Privacy

SpeakLink is not intended for children under 13 years of age, and we do not knowingly collect personal information from children under 13. If you are under 13, please do not use our Service or provide any personal information to us. We advise parents and guardians to closely monitor children’s online activities and/or use parental control tools.

If we learn that we have inadvertently collected personal information from a child under 13 without verifiable parental consent, we will take prompt steps to delete that information from our records. If you believe we might have any information from or about a child under 13, please contact us immediately (see Section 12), and we will promptly investigate and address the issue.

For teenagers and minors between 13 and the age of majority in your jurisdiction, we recommend using SpeakLink only with parental guidance. Certain countries may set different age thresholds for when parental consent is required; we intend to comply with those requirements. For example, if the age of digital consent in your region is higher than 13, we will observe the higher age limit.

8. Third-Party Links and Services

Our website or documentation may contain links to websites or services operated by third parties (for example, a blog post referencing an external site, or a FAQ linking to Twilio’s or OpenAI’s documentation). If you follow a link to any third-party website or service, please be aware that those third parties have their own privacy policies and practices, which may differ from ours. We are not responsible for the privacy practices or content of external websites or services. We encourage you to review the privacy policy of any website or service you visit before providing any personal information.

This Privacy Policy applies solely to information collected by Think Link through SpeakLink and our official channels. If you access any third-party services through SpeakLink (for example, if we introduce a feature that integrates with a third-party platform at your request), those third-party services are not governed by our Privacy Policy. However, we endeavor to only integrate with reputable partners and to minimize the data shared with them to what is necessary.

9. International Users and Data Transfers

Think Link is based in the United States, and our servers and operations are located in the U.S. If you are using SpeakLink from outside the United States, be aware that your information (including personal data) will be transferred to, stored in, and processed in the United States (or other countries where we or our service providers maintain facilities). Data protection laws in the U.S. or these other jurisdictions may not be as comprehensive or protective as the laws in your country of residence.

However, no matter where your data is processed, we handle it in accordance with this Privacy Policy and implement safeguards to protect it. When we transfer personal data out of regions like the EEA or UK, we take steps to comply with applicable data transfer requirements. This may include using standard contractual clauses approved by the European Commission, relying on the U.S.-EU Data Privacy Framework (if applicable), or other lawful mechanisms to ensure appropriate data protection. By using SpeakLink or providing us with information, you consent to the transfer of your personal information to the United States and other jurisdictions as described in this policy.

If you do not want your data transferred to or processed in the United States, please do not use the Service. For any questions or requests related to international data transfers, you can contact us (see Section 12).

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in practices, technologies, or legal requirements. We will update the “Last Updated” date and may provide additional notice for material changes. Continued use of SpeakLink after changes constitutes acceptance.

11. Data Retention

We will retain your personal information only for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Account Information: We retain your account information (such as your name, email, password, and profile info) as long as your account is active. If you delete your account or if it is terminated, we will delete or anonymize the personal data associated with your account within a reasonable period, except as needed to comply with legal obligations or to resolve disputes.

Call Transcripts and Content: If you have opted to save call transcripts or recordings, those will persist in your account until you delete them, or until you delete your account (whichever comes first). If you do not save transcripts (i.e., leave them as ephemeral), then once a call is completed and the transcript delivered, we do not retain the content of the call in a personally identifiable form. (Our system may keep temporary cached copies or logs for a short period for troubleshooting or quality improvement, but these are routinely purged and are not linked to your personal identifiers unless an issue is being investigated.)

Transaction and Payment Records: We will retain records of your purchases, subscriptions, and payments for at least the period required by tax and financial laws (often 7 years in the US) or longer if required by other regulations. This is necessary for accounting, audits, and compliance.

Logs and Backups: Our system logs (which may include IP addresses, call metadata, and other usage details) are generally retained for a limited period for debugging, analysis, and security purposes. These logs are typically purged or anonymized after they fulfill the purpose for which they were collected. Similarly, backup copies of our databases are encrypted and retained for disaster recovery for a finite retention cycle, after which they are deleted or overwritten.

When determining retention periods, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure, the purposes of processing, whether those purposes can be achieved by other means, and applicable legal requirements.

In some cases, we may anonymize your personal information (so it can no longer be associated with you) for research or statistical purposes. In such cases, we may use this information indefinitely without further notice to you, as it no longer constitutes personal data.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: support@speaklink.ai