Privacy policy

Who is responsible

The controller of your data is [nombre o razón social, dirección y país]. If you have any questions about privacy, write to us at privacidad@incisapp.com.

What never leaves your computer

Unless AI transcription is on, the audio of your meetings is transcribed on your computer as people speak and then discarded. It isn't saved to a file and it isn't sent to any server, ours or anyone else's.

Until a meeting finishes uploading, its transcript stays on your computer, encrypted for your Windows user. It's deleted once the server confirms it was received.

What data we store and why

• Account: your name, email address, language and preferences, so you can sign in and use Incisa. Your password is stored only as a hash: no one can read it.
• Meetings: the title, date, duration, platform and transcribed text, or the transcript you upload, so we can show them to you and build documents.
• Documents: the meeting notes and other documents you create.
• Your company's branding, if you add it: its name, logo, domain and colors, to apply them to your documents.
• Organization, if you create or join one: its name, its members and the email addresses invited.
• Calendars, if you connect them: an encrypted access token, as explained below.
• Technical logs: server usage data, such as sign-in attempts, to protect accounts and fix errors.

Google and Microsoft calendars

Connecting a calendar is optional. We only ask for read access: Incisa can see your events but can never create, change or delete them.

We read the title, time, location, description, link and your response to the invitation for your upcoming events, so we can remind you before each meeting, find the link and offer to join. We don't store those events: we request them from the provider when needed, and the only thing we store is the encrypted access token.

If you record a meeting from that reminder, its title and platform are stored as part of that meeting, and the title is sent along with the transcript if you request AI meeting notes or an AI document.

We don't use your calendar data for advertising, we don't sell it and we don't use it to train AI models.

You can disconnect a calendar at any time from Settings: we revoke access and delete the token. You can also remove access from your Google or Microsoft account.

Incisa's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Artificial intelligence

AI is optional and can be turned off in Settings. When you request meeting notes or a document, we send our AI provider, Anthropic (United States), the meeting's title, date and platform, the transcript and, if you added them, your company's name, domain, colors and logo. If you attach your own template, we send that file too, and we don't keep it. We never send the audio.

Under its commercial terms, Anthropic doesn't use this data to train its models. With AI off, nothing is sent.

AI transcription

It's optional and off by default. In a personal account, you turn it on yourself in Settings by accepting these terms. In an organization, the organizer decides and it applies to all members, who can see whether it's on in Settings but can't change it. We store the date it was accepted.

When it's on and you record, the app sends our provider, Soniox (Soniox Inc., United States), what's said into your microphone and everything playing on your computer during the recording, including the voices of other people in the meeting. Soniox tells those voices apart and the transcript labels them Person 1, Person 2: they're just numbers and don't identify anyone. The audio goes directly from your computer to Soniox, encrypted in transit, without passing through our server, and it's processed in the United States. Soniox has to receive the audio to transcribe it, so this isn't end-to-end encryption.

According to its terms, Soniox doesn't use your audio or transcripts to train, fine-tune, evaluate or improve its models or services. It says real-time transcriptions, which are what Incisa uses, are processed transiently and aren't stored, and that its logs keep only technical data with no content, such as audio duration. It also reports holding SOC 2 Type 2 and ISO/IEC 27001 certifications. These are Soniox's own statements.

If you turn it off, or if the connection fails, transcription happens on your computer and the audio doesn't leave it. The resulting text is stored like that of any other meeting.

Organizations

If you're in an organization, its members can see your name and email address. Your meetings are private, including from the organizer, until you share one. From a shared meeting, members can read and download the transcript, but not the meeting notes or documents.

The organizer sets the branding used on everyone's documents, invites and removes members, and decides on AI transcription. To invite someone, we store their email address and send them a message; the invitation expires after 14 days. If you leave, are removed or the organization is deleted, whatever you shared becomes private again.

Who we share it with

We don't sell your data or use it for advertising. It's processed only by the providers we need to run the service, under contract:

• The server that hosts Incisa, in the United States.
• Anthropic, if you use AI.
• Soniox, if you or your organization turn on AI transcription.
• The service we use to send your account emails.
• Google and Microsoft, if you connect your calendars.

Where your data is

Your account and your text are stored on servers in the United States. If you use AI, the text of that meeting is also processed there and, with AI transcription on, so is the audio. If you're outside the United States, your data is transferred there.

Why we process it

• To provide the service you requested: your account, meetings and documents.
• With your consent: connecting calendars, using AI and turning on AI transcription (in an organization, the organizer gives this consent). You can withdraw it at any time.
• For our legitimate interest: protecting accounts and the service.

How long we keep it

We keep your meetings and documents for as long as you have an account. You can delete any meeting or document at any time. If you want to close your account, write to us at privacidad@incisapp.com and we'll delete all of your data.

Your rights

You can ask us to access, correct, delete or export your data in an open format, or to restrict or object to its processing. Write to us at privacidad@incisapp.com. You can also file a complaint with the data protection authority in your country.

If other people are in the meeting

A transcript includes what other people say. You decide which meetings to transcribe, and it's up to you to let them know: in many countries you have to inform them or get their permission. With AI transcription on, also tell them their voice is sent to a provider. Incisa doesn't do this for you.

Cookies

We use a single cookie, needed to keep you signed in. Your browser also stores the language you chose and whether you have an active session. We don't use advertising cookies or analytics tools, and fonts are served from our own server.

Security

Connections are encrypted, passwords are stored as hashes and calendar access tokens are encrypted. The desktop app's session is protected by your Windows user.

Minors

Incisa is for people aged 16 and over.

Changes to this policy

If we change anything important, we'll let you know by email before it takes effect. The date of the last update is always at the top of this page.