1. Introduction
AIOcean ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our one-on-one meeting management service (the "Service").
Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. Where required by applicable law, we will obtain your explicit consent before processing your personal information.
2. Data Controller Information
Service Name: Signal Flare
Operated by: Individual Operator
Email: my.aiocean@gmail.com
3. Information We Collect
We collect the following categories of information:
3.1 Information You Provide Voluntarily (Required)
- Account Information: Name, email address, password (collected at registration)
- Profile Information: Job title, department, organization name
3.2 Information You Provide Voluntarily (Optional)
- Profile Photo: Your profile picture
- Additional Contact Information: Phone number, alternative email
3.3 Content You Create
- Meeting Content: Meeting notes, agendas, and summaries
- Action Items: Tasks and follow-up items created within meetings
- Comments and Feedback: Any text you enter within the Service
3.4 Information Collected Automatically
- Device Information: IP address, browser type, operating system
- Usage Data: Pages visited, features used, time spent on the Service
- Log Data: Access times, error logs, referring URLs
4. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA), we process your personal information based on the following legal grounds:
- Contract Performance: To provide the Service you requested and manage your account
- Consent: For marketing communications and optional features (you may withdraw consent at any time)
- Legitimate Interests: To improve our Service, prevent fraud, and ensure security
- Legal Obligation: To comply with applicable laws and regulations
5. How We Use Your Information
We use the information we collect for the following purposes:
- To provide, maintain, and improve our Service
- To create and manage your account
- To communicate with you about your account, updates, and support requests
- To monitor and analyze usage patterns to improve user experience
- To detect, prevent, and address fraud, abuse, and security issues
- To comply with legal obligations
We do not sell your personal information to third parties.
6. Automated Processing and AI Features
AIOcean uses automated processing, including artificial intelligence (AI), to provide certain features:
- Meeting Summaries: AI-assisted generation of meeting notes and summaries
- Action Item Suggestions: Automated extraction and suggestion of action items from meeting content
- Smart Reminders: Automated notifications based on your meeting patterns
These automated features are designed to assist you and do not make decisions that produce legal effects or similarly significant effects on you. You can always edit, modify, or delete any AI-generated content.
7. Information Sharing and Third Parties
We may share your information with the following categories of third parties:
7.1 Service Providers
- Cloud Infrastructure: Koyeb - for hosting and data storage
- Payment Processing: Paddle - for subscription billing (we do not store your full payment card details)
- Email Services: Resend - for transactional emails
- Analytics: PostHog - for usage analysis
7.2 Other Sharing Circumstances
- With your explicit consent
- Within your organization if you use Signal Flare as part of a team account
- When required by law, court order, or government request
- To protect our rights, privacy, safety, or property
- In connection with a merger, acquisition, or sale of assets (with prior notice)
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. Our services are hosted on Koyeb's global infrastructure, which may include servers in multiple regions.
If you are located in the EEA, UK, or other regions with data transfer restrictions, we ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses (SCCs) where applicable
- Data Processing Agreements with our service providers
- Compliance with applicable data protection frameworks
9. Data Retention
We retain your personal information for the following periods:
- Account Information: Until you delete your account, plus 30 days for backup recovery
- Meeting Content: Until you delete it or your account is terminated
- Usage Logs: 12 months from collection
- Payment Records: 7 years as required by tax and accounting laws
- Support Communications: 3 years from resolution
After account deletion, we will delete or anonymize your personal information within 30 days, except where retention is required by law.
10. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
- Access controls and authentication requirements
- Regular security assessments and penetration testing
- Employee training on data protection
However, no method of transmission over the Internet or electronic storage is 100% secure. In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law, typically within 72 hours of becoming aware of the breach.
11. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Right to Access: Request a copy of your personal information
- Right to Rectification: Request correction of inaccurate information
- Right to Erasure: Request deletion of your personal information
- Right to Restrict Processing: Request limitation of how we use your data
- Right to Data Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
How to Exercise Your Rights
To exercise any of these rights, please contact us at my.aiocean@gmail.com. We will respond to your request within 30 days. If we need more time (up to 60 additional days), we will inform you of the reason.
If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority. For EEA residents, you can find your local authority at https://edpb.europa.eu/.
12. Cookies and Tracking Technologies
We use cookies and similar technologies to collect information. Where required by law, we obtain your consent before placing non-essential cookies.
12.1 Essential Cookies (Required)
These cookies are necessary for the Service to function and cannot be disabled. They include session cookies for authentication and security cookies.
12.2 Analytics Cookies (Optional)
These cookies help us understand how you use the Service. You can opt out of analytics cookies through our cookie banner or browser settings.
12.3 Managing Cookies
You can control cookies through your browser settings. Note that disabling essential cookies may affect your ability to use certain features of the Service.
13. Children's Privacy
Signal Flare is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at my.aiocean@gmail.com. If we discover that we have collected personal information from a child under 16, we will delete it promptly.
14. Third-Party Services
The Service may contain links to third-party websites or services that are not owned or controlled by Signal Flare. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our Service.
15. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to Know: What personal information we collect, use, and share
- Right to Delete: Request deletion of your personal information
- Right to Opt-Out: Opt out of the sale or sharing of personal information (Note: We do not sell your personal information)
- Right to Non-Discrimination: We will not discriminate against you for exercising your rights
To exercise your California privacy rights, contact us at my.aiocean@gmail.com.
16. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the updated Privacy Policy on this page
- Updating the "Last Updated" date at the top
- Sending you an email notification for significant changes
Where required by law, we will obtain your consent before implementing material changes. We encourage you to review this Privacy Policy periodically.
17. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Signal Flare
Email: my.aiocean@gmail.com
We will respond to your inquiry within 30 days.
For privacy-related inquiries, please email us at my.aiocean@gmail.com