Privacy Policy

Letzte Aktualisierung: 07.01.2026

1. General Provisions

This Privacy Policy and Personal Data Processing (hereinafter – «Policy») applies to all information that Memo AI may obtain about the User when using the "Memo AI" Service and during any other interaction of the User with the Service.
The Operator sets as its most important goal and condition for carrying out its activities the observance of human and civil rights and freedoms when processing Personal data, including protection of rights to privacy, Personal and family secrets.
This Operator's Policy regarding Personal data processing applies to all information that the Operator may obtain about Users of the website https://memoai.tech/en (hereinafter – «Website»), as well as about Users of the Telegram bot «Memo AI» , located at https://t.me/VoiceTextAI_bot (hereinafter – «Bot»).
This Policy defines the purposes and general principles of Personal Data processing. The Policy extends to "Memo AI".
The Operator does not verify the accuracy of Personal Data provided by the User. The responsibility for the accuracy of the provided data lies with the User.
By providing their Personal Data, the User agrees to their processing by the Operator, including for the purposes of fulfilling the Service's obligations to the User within the framework of the User Agreement, service promotion, conducting surveys, monitoring marketing activities results, and providing customer support.

2. Basic Terms Used in the Policy

Automated processing of Personal data – processing of Personal data using computer technology.
Blocking of Personal data – temporary cessation of Personal data processing (except in cases where processing is necessary to clarify Personal data).
Website – a collection of graphic and information materials, as well as computer programs and databases, ensuring their accessibility on the Internet at the network address https://memoai.tech/en.
Service - the «Memo AI» software product, which operates in the Internet and is designed for recording, transcribing (audio and video files and online meetings), summarizing (online meetings, audio and video files) using artificial intelligence, including the "Memo AI" software, the Provider's official websites: https://app.memoai.tech/en/, https://memoai.tech/en, as well as the «Memo AI» Telegram bot located at https://t.me/VoiceTextAI_bot.
Telegram bot - «Memo AI» is the software product, displayed in text, graphic, audiovisual or other form, hosted on a hardware-software complex, having a unique network address and name and operating on the Internet at https://t.me/VoiceTextAI_bot.
Personal data information system – a set of Personal data contained in databases, and information technologies and technical means ensuring their processing.
Depersonalization of Personal data – actions resulting in the impossibility of determining, without the use of additional information, the ownership of Personal data to a specific User or other Personal data subject.
Personal data processing – any action (operation) or set of actions (operations) performed using automation means or without using such means with Personal data, including collection, recording, systematization, accumulation, storage, clarification (updating, modification), extraction, use, transfer (distribution, provision, access), dePersonalization, blocking, deletion, destruction of Personal data.
Operator – a State body, municipal body, legal or natural person, independently or jointly with other persons organizing and (or) carrying out Personal data processing, as well as determining the purposes of Personal data processing, the composition of Personal data to be processed, actions (operations) performed with Personal data.
Personal data – any information relating directly or indirectly to a specific or identifiable natural or legal person (Personal Data subject).
User – a natural or legal person gaining access to the «Memo AI» Service for its use via the Internet.
Provision of Personal data – actions aimed at disclosing Personal data to a specific person or specific circle of persons.
Distribution of Personal data – any actions aimed at disclosing Personal data to an indefinite circle of persons (transfer of Personal data) or familiarizing an unlimited circle of persons with Personal data, including publication of Personal data in mass media, placement in information and telecommunication networks or providing access to Personal data in any other way.
Destruction of Personal data – any actions as a result of which Personal data are destroyed irrevocably with the impossibility of further restoration of Personal data content in the Personal data information system and (or) material carriers of Personal data are destroyed.
Confidentiality of Personal data – a requirement mandatory for compliance by the Operator or other person who has gained access to Personal data not to allow their distribution without the consent of the Personal data subject or the presence of other legal grounds.
Account – User's Personal cabinet in the Service, designed to gain access to the Service and use its functionality.
Device – any device that can gain access to the Service, such as a computer, laptop, mobile phone, smartphone or digital tablet.

3. Principles and Legal Grounds for Personal Data Processing

This Privacy Policy establishes the Operator's obligations for non-disclosure and ensuring the protection regime of confidentiality of Personal Data that the User provides when interacting with the Service, including filling out feedback forms.
Personal data permitted for processing within the framework of this Policy are provided by the User by filling out registration and special forms in the Service and/or sending by the User independently through special feedback forms located on the Website.
The User provides consent for Personal Data processing when registering an Account, by checking the checkbox next to the consent and link to the Policy, as well as when registering (pressing the «start» button) in the Bot.
The User provides consent for Personal Data processing by the fact of using the Service.
By providing their Personal Data, the User gives consent for processing, storage and use of their Personal Data based on this Policy.
Any other Personal information of the User is subject to reliable storage and non-distribution, except in cases provided for in this Policy.
The User's use of the Service means agreement with this Privacy Policy and the conditions for processing the User's Personal Data.
In case of disagreement with the Privacy Policy conditions, the User must stop using the Service and/or leave the Website.
This Privacy Policy applies only to the Service. The Service does not control and is not responsible for third-party sites to which the User may navigate in the process of interacting with the Service.
The Operator processes depersonalized data about the User if this is allowed in the User's browser settings (saving cookies and using JavaScript technology is enabled).
When conducting an online meeting on the corresponding platform (Yandex Telemost, Zoom, Google Meet and others) for recording and subsequent transcription, a special extension available in the Google Chrome browser is used. If any participant of the online meeting does not agree with the use of this extension, they have the right and opportunity to leave the meeting. Since the User uses the Service to record online meetings, they bear independent responsibility for collecting consent from all participants of the online meeting before starting recording.
The Operator performs the following actions for Personal Data processing: collection, recording, systematization, accumulation, storage, clarification (updating, modification), extraction, use, transfer (provision, access), depersonalization, blocking, deletion, destruction of Personal Data. The specified processing methods apply to all purposes of Personal Data processing.
Personal Data processing is carried out based on the principles of:
- legality and fair basis;
- limiting Personal Data processing to achieving specific, predetermined and lawful purposes;
- preventing Personal Data processing incompatible with Personal Data collection purposes.
The Operator processes Personal Data of the subject only in the presence of at least one of the following conditions:
- Personal Data processing is carried out with the consent of the Personal Data subject for processing their Personal Data;
- Personal Data processing is necessary for the execution of a Contract of which the Personal Data subject is a party, beneficiary or guarantor.

3. Processed Personal Data

The specific list of User Personal Data processed by the Operator depends on whether the User registers an Account when using the Service or not, as well as on the method of authorization and use of the Service.
The Operator does not process biometric Personal Data. This applies to all purposes of Personal Data use.
The Operator intentionally does not process Personal Data of minors. Responsibility for the actions of minors lies with their legal representatives. All Website visitors under 18 years of age must obtain permission from their legal representatives before providing any Personal information. If the Operator becomes aware that they have received Personal Data of a minor without the consent of their legal representatives, such information will be deleted promptly.
The main categories of Personal Data subjects whose data are processed include:
- Website visitors and Service Users;
- natural or legal persons who have contacted the Service with requests, messages, applications, complaints, suggestions using contact information or feedback collection means;
- natural or legal persons participating in surveys, analytical and marketing research on Service activity topics.
- The Operator collects the following User Personal Data:
- Personal information (surname, first name, patronymic);
- contact information (phone number, email addresses, pseudonyms, identifiers in social networks and communication services);
- depersonalized textual information of audio and video files;
- User electronic data automatically collected when using the Service, including: Device Internet protocol address, Device type and its unique identifiers, source of transition to the Service, operating system, geographical location, browser type and version, browser plugins, language settings, Service pages that the User visits, User's navigation paths through the Service, time and date of User's visit to the Service, as well as time spent on these pages, other data collected by the User's Device with their permission;
- information about participation in partner and bonus programs, referral promo codes, information about products and services used within the Service;
- information about professional activity;
- cookies files and web beacons;
- user analytics data collected using internet statistics services (Yandex.Metrica);
- audio and video recordings of online meetings on various platforms (Yandex Telemost, Zoom, Google Meet and others) and their content, which may include the User's voice and image depending on User settings and actions when using the corresponding platform for online meetings;
- transcript: textual information after transcription of the User's online meeting audio or video file;
- information that the User may send to the Service in their appeals and messages within feedback and support service use.

5. Purposes of Personal Data Processing

The purpose of processing User Personal Data is decryption (transcription) of audio and video files into text.
The Operator has the right to send the User notifications about new products and services, special offers and various events. The User can always refuse to receive informational messages by sending the Operator a letter to the email address hello@memoai.tech with the note «Refusal of notifications about new products and services and special offers».
Depersonalized User data collected using internet statistics services serve to collect information about User actions on the Website and Service, improve the quality of the Website and Service.
User Personal Data are processed by the Operator for:
- registration, identification and Personalization of Service Users by creating an Account and Account operation for further User interaction (conclusion and execution of Service use Contract);
- providing access to resources and Service functions available only to registered Users;
- improving Service usability for Users, improving software products, enhancing the quality of services provided by the Service;
- communicating with natural and legal persons to send them notifications, responses to requests, newsletters and informational messages, as well as marketing messages to promote Service software products, goods, works and services;
- participation of natural and legal persons in Service referral and bonus programs;
- protecting legitimate interests and rights of the Service and Users, counteracting illegal or unauthorized actions, fraud when using the Service by Users, Service software products and services, ensuring information security;
- receiving payment from the User for providing access to the Service (conclusion and execution of Contract);
- business sale or part thereof. The Service may use Personal Data for evaluation or conducting merger, alienation, restructuring, reorganization, dissolution or other sale or transfer of some or all of its assets;
- execution of labor legislation within labor and other directly related relations;
- maintaining personnel and accounting records, including for compliance with tax and pension legislation;
- establishing feedback with the User, including sending notifications, requests regarding Service use, service provision, processing requests and applications from Users;
- confirming the accuracy and completeness of Personal Data provided by the User;
- providing the User with effective customer and technical support when problems arise related to Service use.
The Operator processes Personal Data for each purpose of their processing by the following methods:
- non-automated Personal Data processing;
- automated Personal Data processing with transfer of received information via information and telecommunication networks or without such transfer;
- mixed Personal Data processing.

6. Methods, Procedure and Terms of Personal Data Processing

User Personal Data processing is carried out without time limitation, by any lawful method, including in Personal Data information systems using automation means or without using such means.
The Service has the right to transfer data to third parties in the following cases:
- User has expressed consent to such actions, including cases of the User applying settings of used software that do not limit the provision of certain information;
- transfer is necessary within the framework of the User's use of Service functional capabilities;
- transfer is required in accordance with data processing purposes;
- in connection with the transfer of the Website or Service to the ownership, use or property of such third party;
- upon request of a court or other authorized State body within the procedure established by legislation;
- to protect the rights and legitimate interests of the Service in connection with violations committed by the User.
Upon loss or disclosure of Personal Data, the Service informs the User about the loss or disclosure of Personal Data.
The Service takes necessary legal, organizational and technical measures to protect User Personal Data from unlawful or accidental access, destruction, modification, blocking, copying, distribution, as well as from other unlawful actions of third parties.
The Service, together with the User, takes all necessary measures to prevent losses or other negative consequences caused by loss or disclosure of User Personal Data.
In case of detecting inaccuracies in Personal Data, the User can update them independently by sending the Operator a notification to the Operator's email address hello@memoai.tech with the note «Personal Data Update».
The User can at any time withdraw their consent for Personal Data processing by sending the Operator a notification via email to the Operator's email address hello@memoai.tech with the note «Withdrawal of consent for Personal data processing».
Audio and video recordings of User online meetings on various platforms (Yandex Telemost, Zoom, Google Meet and others), as well as any audio and video files uploaded to the Service are destroyed immediately after completion of the transcription process. In case of an unsuccessful transcription process (processing not completed), the Operator also does not store these files.
Upon expiration of the above-mentioned processing terms, Personal Data are subject to destruction by deletion from the Operator's server.
The Operator ceases Personal Data processing in the following cases:
- the purpose of their processing is achieved;
- the fact of their unlawful processing is revealed;
- the validity period has expired or the Personal Data subject's consent for processing the specified data has been withdrawn.
User Personal Data is stored by the Operator as long as the User has an Account in the Service, except for cases specified in the Policy. This applies to Personal Data for all processing purposes. At the same time, if any of the Personal Data collection purposes is achieved earlier than the specified term, the Operator ceases processing Personal Data that were collected for this purpose.
The Service may contain links to other websites and services that are not managed by the Operator.
The Operator does not control and bears no responsibility for Personal Data processing by any third-party sites and services where the User may navigate.

7. Confidentiality and Protection of Personal Data

Protection of User Personal Data is the Operator's priority.
The Operator regularly conducts security audits of Personal Data processing processes and employee training on this topic.
In most cases, Personal Data is processed automatically without access to them by any employees. If any employee needs access to Personal Data, such access will be provided only if necessary, only to such employee and in the volume necessary exclusively for performing a specific task.
Employees do not have access to any User files, their transcripts and their content at any time except in cases where the User themselves provide the Service with such data.

8. Processing of Electronic User Data, Including Cookies

The Service, for the purposes of Personal Data processing established by the Policy, may collect electronic user data on the Website automatically, without the need for user participation and performing any actions to send data.
When visiting and using the Service, information may be stored in the browser on the User's device, allowing subsequent identification of the user or device, remembering the work session or saving some User settings and preferences. Such information after being saved in the browser and before expiration of the established validity period or deletion from the device will be sent with each subsequent request to the Website on whose behalf they were saved, together with this request for processing on the Operator's side.
Cookies data processing is necessary for correct Service operation, in particular, functions related to access of registered Users to software products, services, works and resources, User Personalization, increasing efficiency and convenience of Service operation, as well as other purposes provided by the Policy.
Besides processing cookies data set by the Service Website itself, Users may have cookies installed that relate to third-party organization websites. Processing of such cookies is regulated by policies of corresponding websites to which they relate and may change without User notification.
User acceptance of cookies processing conditions by any means, including continuing to use the Website or closing the pop-up notification, in accordance with the Policy is regarded as consent for cookies data processing.
In case the User does not agree with cookies processing, they must accept the risk that in such case Service functions and capabilities may not be available in full or leave the Website and/or refuse to use the Service.
The User can independently manage saved data through built-in browser cookies management tools, including deleting or viewing information about cookies installed by the Website.

9. Liability of the Parties

The Operator who has not fulfilled their obligations bears responsibility for losses incurred by the User in connection with unlawful use of Personal data, in accordance with legislation, except for cases provided in this Policy.
In case of loss or disclosure of Personal Data, the Operator bears no responsibility if this confidential information:
- became public domain before its loss or disclosure;
- was received from a third party before the moment of its receipt by the Operator;
- was disclosed with User consent.
The Operator bears no responsibility for possible non-target use of Personal Data and causing damage to the User that occurred as a result of:
- technical malfunctions in software and technical means and networks outside the Operator's control;
- in connection with intentional or unintentional use of the Service by the User not for its direct purpose;
- failure to ensure confidentiality of Account data;
- unlawful actions of third parties to access Account data.
The Operator bears no responsibility for processing Personal Data of third parties that the Service User communicates as their own. The risk of liability in such a case is borne by the Service User who provided unreliable data.

10. Rights and Obligations of the Parties

The User is obligated to:
- provide information about Personal Data necessary for using the Service;
- update, supplement the provided information about Personal Data in case of changes to this information.
The Operator is obligated to:
- use the received information exclusively for purposes specified in this Policy;
- ensure storage of confidential information in secret, not disclose without prior written permission of the User, and also not carry out sale, exchange, publication, or disclosure by other possible means of transferred User Personal Data except for cases provided in this Policy;
- take precautionary measures to protect confidentiality of User Personal Data according to the procedure usually used to protect such information in existing business turnover;
- block Personal Data relating to the corresponding User from the moment of appeal or request of the User or their legal representative or authorized body for protection of Personal Data subjects' rights for the period of verification, in case of revealing unreliable Personal Data or unlawful actions.
The User has the right to:
- freely make decisions about providing their Personal Data, giving consent for their processing and receiving newsletters;
- at any time withdraw consent for processing their Personal Data by sending the Operator a notification to email hello@memoai.tech with the subject «Withdrawal of consent for Personal data processing»;
- demand from the Operator clarification of their Personal Data, their blocking or destruction in case Personal Data are incomplete, outdated, inaccurate, unlawfully obtained or are not necessary for the Stated processing purpose;
Consideration of the User's request regarding their Personal Data is carried out by the Operator within 30 calendar days from the moment of such appeal, unless another term is established in the Policy or by law.

11. Dispute Resolution

Before applying to court with a claim on disputes arising from relations between the User and the Service, it is mandatory to present a claim (written proposal for voluntary dispute settlement).
The claim recipient within 30 calendar days from the day of claim receipt notifies the claim applicant in writing about the results of claim consideration.

12. Additional Conditions

The Operator has the right at their discretion to make changes to this Policy.
The User independently must study the Policy for its updates.
Any Policy changes take effect from the moment of publication of its updated version on the Website and in the Service.
In case of making changes to the Policy that will lead to additional burden or restriction of User rights, the Operator undertakes to notify Users about this.
Any suggestions and comments for making changes to the Policy should be sent to the email address hello@memoai.tech.

13. Operator Details

Memo AI

Bei Fragen schreiben Sie uns an hello@memoai.tech

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