Privacy Policy

Last updated: 19/02/2026

This Privacy Policy explains how SafalSolutions.co.uk (“we”, “our”, “us”) collects, uses, and protects your personal data when you use our platform.

We are committed to protecting your privacy and complying with the UK GDPR, EU GDPR, and other applicable data protection laws.

1. Who We Are (Data Controller)

Company name: SafalSolutions.co.uk
Registered in: United Kingdom
Contact email: support@safalsolutions.co.uk

We act as the data controller for personal data processed through our service.

2. Data We Collect

Account Information

  • Name
  • Email address
  • OAuth provider ID (Google or Microsoft)

Usage Data

  • Transcription minutes used
  • AI feature usage
  • Activity logs
  • Device/browser metadata (IP, timestamps)

Billing Data

Payments are processed securely by Stripe. We do not store full card details.

  • Stripe customer ID
  • Subscription status
  • Billing cycle
  • Payment history metadata

Content Data

When you use AI features, the following content is temporarily processed:

  • Audio recordings (sent to OpenAI for transcription, not stored by us)
  • Meeting notes and text (sent to OpenAI for analysis, not stored by us)
  • Generated emails (not stored by us after delivery)

We do not store the content of your notes, recordings, or generated emails. Only usage metadata (minutes used, AI calls made) is retained.

3. How We Use Your Data

  • Provide and operate the service
  • Manage subscriptions and billing
  • Authenticate users via OAuth
  • Record acceptance of Terms and Privacy Policy for legal compliance
  • Process audio and text through OpenAI APIs to deliver AI features
  • Improve product performance and security
  • Prevent fraud or abuse
  • Comply with legal obligations

4. Legal Bases for Processing (GDPR)

  • Contract – to provide the service you signed up for
  • Legitimate interests – to secure and improve the platform
  • Legal obligation – for accounting, tax, and compliance
  • Consent – where required (e.g., cookies, marketing)

5. Data Sharing

We only share data with trusted processors:

  • Stripe — payment processing and subscription management
  • Google / Microsoft — authentication only
  • OpenAI — AI transcription, analysis, and email generation (content processed but not retained)
  • Vercel — hosting and infrastructure
  • Neon — database hosting
  • Sentry — error monitoring and diagnostics

All processors are bound by data protection agreements.
We do not sell personal data.

6. International Transfers

Because we serve users worldwide, data may be processed outside the UK/EU.

Where this occurs, we use UK/EU adequacy decisions or Standard Contractual Clauses (SCCs) to ensure GDPR-level protection.

7. Data Retention

  • Account data → while your account is active
  • Billing records → up to 6 years (UK legal requirement)
  • Usage and audit logs → up to 2 years for security and compliance
  • Content (notes, recordings, emails) → not retained after processing
  • Deleted accounts → personal data anonymised immediately, billing records retained as above

You may request deletion at any time (see Section 9).

8. Security

  • Encrypted HTTPS connections
  • Secure authentication via OAuth
  • Restricted database access
  • Payment handling via PCI-compliant Stripe

However, no system is 100% secure.

9. Your GDPR Rights

Under UK GDPR you have the right to:

  • Access — request a copy of your personal data
  • Rectification — correct inaccurate data
  • Erasure — delete your account and personal data via the dashboard, or by contacting us
  • Restriction — limit how we process your data
  • Portability — receive your data in a portable format
  • Objection — object to processing based on legitimate interests
  • Withdraw consent — where processing is based on consent
  • Complain — lodge a complaint with the UK ICO at ico.org.uk

To exercise any right, contact: support@safalsolutions.co.uk. We will respond within 30 days.

You can delete your account directly from your dashboard at any time. This will anonymise your personal data immediately.

10. Cookies

We may use essential cookies for authentication, security, and session management.
Non-essential cookies will require consent where legally required.

11. Children’s Privacy

Our service is intended for users aged 18 and over. We do not knowingly collect data from anyone under 18. If you believe a minor has provided us with personal data, please contact support@safalsolutions.co.uk immediately.

12. Changes to This Policy

We may update this Privacy Policy. We will update the “Last updated” date and, where required, notify users.

14. AI Processing Notice

Our service uses OpenAI's API to process your content (audio, notes, text). By using AI features you acknowledge that:

  • Your content is transmitted to OpenAI for processing
  • OpenAI processes data under their own privacy policy and data processing agreement
  • We have a Data Processing Agreement with OpenAI
  • Content is not used to train OpenAI models (API usage is excluded from training by default)
  • We recommend you do not include sensitive personal data in recordings or notes

For more information see OpenAI's privacy policy at openai.com/privacy.

13. Contact

SafalSolutions.co.uk
Email: support@safalsolutions.co.uk