Privacy Policy

1. Who We Are and What This Policy Covers

AIKONIC FUTURE TECHNOLOGY PTE. LTD. ("AIKONIC," "we," "us," or "our") is responsible for the personal information we collect and process as described in this Privacy Policy.

This policy explains how we collect, use, share, retain, and protect personal information when you visit our official website or online store, purchase our products or services, or use AIKONIC AI Note, EarNote, the AIKONIC App, our web application, or our Apple Watch application and related services (collectively, the "Services").

You can contact us about this policy or your personal information at info@aikonic.me.

2. Information We Collect

The information we collect depends on the products and features you use and the information you provide.

Account Information

We collect information used to create, authenticate, and manage your account, such as your email address, display name, and account authentication information.

If you choose to sign in with Google or Apple, we receive the account information needed to support that sign-in, subject to the information made available by the provider and your authorization settings.

Order, Transaction, and Support Information

We collect information needed to process purchases and provide support, including the recipient's name, contact details, shipping address, order details, payment status, transaction records, and communications relating to support, returns, refunds, or warranty requests.

Recordings and Other Content

Depending on the features you use, we process audio recordings, transcripts, summaries, translations, notes, and other content you submit or generate through the Services. Collection of this information does not mean that recordings stored on your device are automatically uploaded to the cloud. Section 4 explains the relevant workflows.

Device and Usage Information

We collect information such as device model, operating system version, IP address, device identifiers, feature usage, and error or diagnostic logs to operate and protect the Services and troubleshoot problems.

Website Tracking Information

Website tracking tools may collect browsing activity, shopping and conversion events, and device or browser information. See Section 8 for information about cookies, advertising tools, and marketing communications.

3. Payment Processing

Payments for products, memberships, and digital services are processed by third-party payment providers. We receive transaction information needed to process orders, confirm payments, manage subscriptions, and issue refunds, such as payment status, transaction amounts, and transaction records.

AIKONIC does not store your full payment card number or card security code. These details are handled by the payment providers.

4. Recordings, Cloud Processing, and AI Services

AI Note Recordings

Recordings made with AI Note are initially stored on the device. Transferring a recording to the AIKONIC App does not automatically upload it to the cloud.

When you initiate transcription, summarization, or another AI processing task, the relevant recording and information needed to complete the task are uploaded for cloud processing. Cloud content can also be accessed through our web application using the same account.

Real-Time Translation

When you enable real-time translation, audio is transmitted to the cloud in real time to provide the translation service. This audio is not retained in the cloud after processing.

Real-time translation also supports recording. The App displays a dialog asking whether you want to save the recording. If you choose to save it, the recording is saved in the AIKONIC App on your phone.

The non-retention statement above applies to audio processed for real-time translation. Recordings subsequently submitted for transcription, summarization, or other AI tasks are handled under the corresponding processing and retention practices in this policy.

No Model Training

Neither AIKONIC nor our third-party AI service providers use your recordings, transcripts, or generated content to train models. We use these contents only to provide the services you request.

Third-Party AI Processing

Our third-party AI service providers do not conduct human review of the recordings, transcripts, or other content submitted for AI processing. They delete the input content and processing results once processing is complete and do not retain them.

This does not affect content saved in your AIKONIC account under Section 10. AI processing providers and the cloud infrastructure used to store your saved account content perform different functions.

5. How We Use Information

We use personal information for the following purposes:

• Account services: registration, sign-in, account management, and service notifications.
• Purchases and after-sales services: payments, shipping, refunds, warranty support, and financial reconciliation.
• Requested content services: recording management, translation, transcription, summarization, and other features you choose to use.
• Service operation and security: maintaining the Services, diagnosing errors, resolving technical issues, and protecting system and account security.
• Marketing communications: sending marketing emails you have subscribed to receive.
• Advertising measurement: measuring website activity, purchase conversions, and advertising performance, subject to applicable privacy requirements and choices.
• Legal compliance: meeting applicable legal obligations and responding to legally binding requests.

6. Grounds for Processing

Where applicable data protection law requires a legal basis for processing, we rely on the basis appropriate to the purpose:

• Performance of a contract or steps you request before entering into a contract: providing account services, requested AI processing, purchases, and after-sales services.
• Consent: sending subscribed marketing emails and carrying out non-essential tracking where consent is required. You may withdraw consent for the relevant processing.
• Legal obligations: retaining records where required by law and responding to legally binding requests.
• Legitimate interests, where permitted: maintaining security, preventing misuse, and troubleshooting the Services, after considering the effects on your rights and interests. We do not rely on this basis where your rights and interests override those interests.

Using the Services does not, by itself, constitute consent to every type of information processing described in this policy.

7. How We Share Information

Service Providers

We share information needed to deliver the Services with relevant providers, including:

• Cloud infrastructure and AI providers that support storage, transcription, translation, summarization, and content generation.
• Payment providers that process payments, subscriptions, and refunds.
• Shipping and logistics providers that deliver orders.
• Customer support and technical service providers that assist with inquiries and technical issues.

We limit information shared with these providers to what is necessary for the relevant service and require them to process it for agreed purposes and in accordance with applicable data protection requirements. The additional restrictions on AI processing providers are described in Section 4.

Advertising-related disclosures are addressed separately in Section 8.

Legally Required Disclosures

We may disclose necessary personal information where required by applicable law or in response to legally binding judicial or regulatory requests.

Business Changes

If we are involved in a merger, acquisition, restructuring, or transfer of business assets, relevant personal information may be disclosed or transferred as part of that transaction. We will limit the information to what is needed for the transaction, require the recipient to undertake appropriate data protection obligations, and provide notice or obtain consent where required by applicable law.

8. Cookies, Advertising, and Marketing Emails

Cookies and Advertising Tools

Our website uses cookies and similar technologies to support website functions. We also use advertising tracking tools to measure website visits, purchase conversions, and advertising performance. These tools may transmit browsing or transaction events and device or browser information to the relevant providers, depending on the tools and features in use.

We do not upload customer email or telephone lists to advertising platforms for customer-list matching, remarketing audiences, or similar-audience targeting. We also do not enable automated customer-matching features that transmit email addresses or telephone numbers to advertising platforms. This does not mean that advertising tools receive no information about website activity or conversions.

Your browser may allow you to block or delete cookies. Blocking some cookies can affect website functions. Browser cookie controls do not necessarily prevent every form of data collection or sharing. For privacy questions or requests concerning advertising-related processing, contact info@aikonic.me.

Marketing Emails

We send marketing emails only when you subscribe to receive them. You can unsubscribe at any time using the unsubscribe link included in each marketing email.

Unsubscribing from marketing emails does not affect essential communications about your orders, account security, or services. Cookie choices and email marketing subscriptions are separate choices.

9. App Permissions

Depending on the feature, device, and operating system, the App may request permissions such as:

• Microphone access for recording and real-time translation.
• Bluetooth or nearby-device access to connect to supported AIKONIC devices.
• Notifications for service reminders and updates.
• Camera, photo, or file access for relevant features, such as selecting a profile image or importing or exporting content, where supported.

Permissions depend on the features you use; not every permission is required for every feature. You can manage available permissions through your device's settings. Disabling a permission may prevent the associated feature from working.

10. Retention and Deletion

Content in an Active Account

While your account remains in normal use, we retain your uploaded recordings, transcripts, summaries, and other saved content unless you delete it. The expiration of a membership does not, by itself, cause this content to be deleted.

Deleting a Recording

When you delete a recording, the original recording stored in the cloud and its associated transcript and summary are deleted immediately.

Deleting Your Account

You can delete your account directly in the AIKONIC App or contact info@aikonic.me for assistance.

After account deletion, the associated account and content data, including saved recordings, transcripts, and summaries, are retained for no longer than 90 days, after which they are deleted. This period begins when the account is deleted, not when a recording is uploaded or content is created.

Transaction and After-Sales Records

Order, payment, refund, invoice, and warranty records are handled separately from account content. We retain relevant transaction and after-sales records after account deletion as needed for financial reconciliation, refunds, warranty handling, and applicable legal recordkeeping requirements. These records are not subject to the 90-day account-content deletion period.

Their retention period is determined by the relevant purpose and applicable requirements, rather than an indefinite retention period.

11. Where Information Is Processed

We use servers in different countries or regions according to users' regions and service needs. Depending on the service and our providers' deployment arrangements, your information may be processed outside the country or region where you live.

Where information is transferred across borders, we will apply appropriate safeguards in accordance with applicable data protection laws.

12. Security and Access Controls

We use encryption in transit and at rest, together with access controls, to protect your information.

Employee access to user data is restricted to authorized personnel who need access to provide services, handle support requests, troubleshoot issues, or perform other necessary service-related tasks.

If a security incident affects personal information, we will coordinate an investigation and take remedial measures. Where notification to affected users is required, we will notify them by email or through the App, explaining the incident and recommended steps as appropriate.

13. Your Privacy Rights and Requests

Depending on your location and applicable law, you may have rights to access, correct, or delete your personal information; obtain a copy of your data; withdraw consent; and restrict or object to certain processing.

To submit a privacy request or raise a privacy question, contact info@aikonic.me. We will coordinate your request internally and handle it in accordance with applicable law. Where appropriate and permitted, we may request information reasonably necessary to verify your identity before fulfilling a request.

We will not treat you unfairly for exercising your privacy rights under applicable law.

Account deletion is also available in the App, as described in Section 10. Marketing emails include an unsubscribe link, as described in Section 8.

14. Minors' Privacy

Minors may use the Services with the consent and guidance of a parent or legal guardian, subject to applicable age and parental-consent requirements. Parents and guardians should help minors understand the information they provide and the features they use.

If you are a parent or guardian with questions or requests about a minor's personal information, please contact info@aikonic.me.

15. Information About Other People

When you record or upload content containing another person's personal information, please ensure that you have the right to make the recording and submit the content for processing. Where required by applicable law, inform the relevant people and obtain the necessary consent.

We handle this content in accordance with this Privacy Policy.

16. Third-Party Websites and Services

The Services may include links to third-party websites or integrations with third-party services, such as video playback, account sign-in, and payment processing. When you use these features, the relevant third parties may process your information under their own privacy policies. We encourage you to review their privacy notices to understand their practices and available privacy choices.

Where a provider processes information on our behalf, the service-provider protections described in this policy continue to apply.

17. Changes to This Policy

We may update this Privacy Policy to reflect changes to the Services and applicable requirements. The latest revision date will appear at the top of this page.

For material changes affecting how we process personal information or your rights, we will notify you through the App or by email. Where your consent is required, we will obtain it before implementing the relevant change.

18. Contact Us

For privacy questions, requests, or concerns, contact:

AIKONIC FUTURE TECHNOLOGY PTE. LTD.
Email: info@aikonic.me