Privacy Policy

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

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
• Store meetings you choose to save, so you can access them later
• 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, and storing meetings you choose to save)

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

How long we keep content depends on whether you turned meeting storage on and saved the meeting. Meeting storage is off by default.

• Content processed without storage (notes, recordings, transcripts and generated emails, where meeting storage is off or you did not save the meeting) → not retained after processing; only usage metadata is kept
• Saved meetings (where you enabled meeting storage and saved the meeting) → kept in your account until you delete them, so that your history, search and journeys continue to work. There is no automatic expiry
• Meetings you delete → removed from our database, together with the analysis, embeddings, journey membership and outcomes derived from them
• Account data → while your account is active
• Billing records → retained for at least as long as UK law requires (6 years). This includes the identifiers that link your account to our payment provider, without which we could not produce your billing history
• Usage and audit logs → retained for security, billing and compliance purposes. These record which features were used and when, not the content of your meetings
• Deleted accounts → deleting your account erases your saved meetings and everything derived from them: transcripts, AI analyses, questions and answers, generated emails, embeddings used for search, Journeys and their memberships, recorded outcomes, assessments and coaching evidence. Your sign-in sessions and connected Google or Microsoft logins are removed, and your account identifiers (name, email and profile image) are anonymised. You do not need to delete your meetings first
• What remains after account deletion → an anonymised account record, your billing history and your usage and audit logs, kept for the legal and operational purposes described above. Feedback you submitted is kept with your email address and the message text removed

We do not delete saved content automatically after a fixed period while your account is open. You may request deletion at any time (see Section 9), and we will action it.

Deletion applies to our live systems. Our database provider keeps routine encrypted backups for a limited period so that the service can be recovered after a failure, so erased content may remain in a backup until that backup expires. We do not retrieve deleted content from backups, and we cannot state a single fixed figure for how long every backup is held. If a backup ever has to be restored after a failure, content deleted shortly beforehand may reappear in our systems; if that happens, tell us and we will remove it again.