Privacy Policy

This privacy policy should be read in conjunction with our Licence and Website terms of use.

This privacy policy ("Policy") informs you of our practices when handling your Personal Information through the Services (both as defined below).

In this Policy, "ZoneScribe.ai" or Zone Scribe refers to Actualised Living's AI-powered scribing software solution designed to support people and organisations in efficiently capturing, structuring, and managing spoken or written content. Zone Scribe enables secure, on-the-go access including from a mobile device, allowing users to interact with AI-driven scribing tools, review notes or transcripts, and manage data associated with their sessions.

Zone Scribe is licensed to users by Actualised Living Limited, a company registered in England and Wales with its registered address located at 55 Loudoun Road London NW8 0DL. References to "we" "us" "our" are references to Actualised Living Limited.

Actualised Living Limited acts as either (a) a data controller (for individual and self-serve accounts) or (b) a data processor on behalf of an organisational customer (for business workspaces, Pro and Enterprise plans, including white label deployments). Where we act as a processor, the organisational customer is the controller and our processing is governed as set out later in this policy.

For the purpose of this Policy, "Personal Information" means any information relating to an identified or identifiable individual. This includes Personal Information you provide or generate when you use the Zone Scribe Website and/or App (the "App")

By accessing our website or using Zone Scribe as a licensee you are consenting to the way we collect, process, use, and store your Personal Information as described in this Policy. If you disagree then you must cease to use the website and if applicable Zone Scribe.

Licence based processing and transcription vendors

Zone Scribe processes your audio and text to provide transcription and document generation. The transcription provider used depends on your plan: Free, Basic and Plus use Groq (including Whisper speech-to-text); Pro and Enterprise use Speechmatics. These providers process Zone Scribe Content only to provide the relevant service functionality and on the terms of their contract with us.

INFORMATION WE COLLECT

We will collect and use the following Personal Information about you:

Information you provide to us

• Registration Information. When you create an account on our Services, you will be asked to provide your name, email, and depending on your mode of access, a password. For paid Services, our payment processing partner Stripe, Inc. may also collect your name, billing address, and payment information. Payment information is not shared with us and is maintained by Stripe.
• App Information. When you use Zone Scribe, you provide us with all or any of the following: your audio recordings ("Audio Recordings"), any text, images or videos that you upload or provide to us.
• Communication Information. When you contact us, you provide us with your phone number, email, and any other information you choose to provide over such communication, including information about your query.
• For Terms and Conditions related to the use of the Zone Scribe website, please refer to the Zone Scribe Website Terms & Conditions

Information you provide us about others

• If you choose to collaborate on a task with your colleagues or friends, or refer us to them, you provide us with the email address and contact information of your colleagues or friends.
• If you provide an Audio Recording, this may contain the Personal Information of third parties.
• Before you provide us with any of the above, please make sure you have the necessary permissions from your colleagues, friends or other third parties before sharing Personal Information or referring them to us.

Information we automatically collect or is generated about you when you use Zone Scribe

• Usage Information: When you use Zone Scribe, you generate information pertaining to your use, such as timestamps, access, record, share, edit and delete events, app use information, taken during the meeting, interactions with our team, and transaction records.
• Device Information: We assign a unique user identifier ("UUID") to each mobile device that accesses Zone Scribe. When you use Zone Scribe, you provide information such as your IP address, UUIDs, device IDs, web beacons and other device information (such as carrier type, whether you access from a desktop or mobile platform, device model, brand, web browser and operating system).
• Cookies: We use Cookies and other similar technologies ("Cookies") to enhance your experience when using the Service. For more information about our Cookies policy, see our website and app terms of use
• Location Information: When you use Zone Scribe, we receive your approximate location information. For example, we infer your approximate location by using your IP address.

Information received from third parties.

• Information we receive from third party platforms: When you connect with third party platforms apps or providers (such as Google Calendar, iCal or other calendar programs, Google Contacts. Microsoft 365 and similar or Zoom), or when you register through a third party account (such as Google or Microsoft), we receive Personal Information that includes your username, profile picture, email address, time, location, calendar information, contact information from such third parties and any information you choose to upload to such third party platforms ("Platform Information").
• Information from platforms Zone Scribe relies on to facilitate your use: We receive transaction information from our payment processor Stripe, Apple App Store, Google Play Store.
• Other third parties. We may receive additional information about you, such as demographic or interest attributes from third parties such as data or marketing partners and combine it with other information we have about you.

We also collect and use aggregated data such as statistical or demographic data for our purposes. Aggregated data may be derived from your Personal Information but is not Personal Information as this data will not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your Personal Information so that it can directly or indirectly identify you, we will treat the combined data as Personal Information which will be used in accordance with this Policy.

HOW WE USE YOUR PERSONAL INFORMATION

We use your Personal Information to:

• Set up your account. We use your registration information, device information and information received from third parties such as Sign in with Google or Sign in with Apple (e.g. name & email address) in order to set up an account for you to use Zone Scribe. We do so in accordance with our obligations to you in order to provide you with an account facilitating access to and use of Zone Scribe.
• Provide you with access to and use of Zone Scribe. We use your audio recordings, usage information and platform information in order to improve your Zone Scribe experience. In addition, we use your communication information to facilitate support (e.g. retrieval of a forgotten password).
• Improve and monitor the Services. We use information we automatically collect or generate about you when you use Zone Scribe, as well as information about your device such as device manufacturer, model and operating system, and the amount of free space on your device, to analyse the use of and improve our Services.
• Communicate with you. If you contact us, we will use your contact information to communicate with you and, if applicable, your usage information to support your use of Zone Scribe.
• Prevent fraud, defend Actualised Living and Zone Scribe against legal claims or disputes, enforce our terms and to comply with our legal obligations. It is in our legitimate interest to protect our interests by (1) monitoring the use of Zone Scribe to detect fraud or any other user behaviour which prejudices its integrity of, (2) taking steps to remedy aforementioned fraud and behaviour, (3) enforcing our terms and policies. When doing so, we will process the Personal Information relevant in such a case, including information you provide us, information we automatically collect about you, and information which is provided to us by third parties.

WITH WHOM WE SHARE YOUR PERSONAL INFORMATION

Third party services we use are not owned or controlled by Actualised Living Limited or Zone Scribe and third parties may have their own policies and practices for collection, use and sharing of information. Please refer to third party privacy and security policies for more information before using such services, as highlighted below. We share your Personal Information with selected third party vendors and service providers including the following categories:

• Cloud service providers who we rely on for processing and data storage, including Amazon Web Services, based in the United Kingdom.
• Quality assurance providers who may help us evaluate and improve product performance (for example, testing and reviewing outputs). Where possible, we use aggregated, anonymised or minimised data and apply contractual confidentiality and security restrictions.
• Artificial intelligence and transcription service providers that provide backend support for certain ZoneScribe product features, including Groq (used for Free, Basic and Plus transcription you can learn about Groq's practices by going to https://groq.com/privacy-policy) and Speechmatics (used for Pro and Enterprise transcription, you can learn about Speechmatics practices by going to https://www.speechmatics.com/legal/privacy-policy).
• Analytics providers who provide analytics, segmentation and mobile measurement services and help us understand our user base. We work with a number of analytics providers, including Google LLC, which is based in the U.S. You can learn about Google's practices by going to https://www.google.com/policies/privacy/partners/, and opt-out of them by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.
• Payment processors, such as Stripe. These payment processors are responsible for the processing of your Personal Information, and may use your Personal Information for their own purposes in accordance with their privacy policies. More information is available here: https://stripe.com/gb/privacy.
• Law enforcement agencies, public authorities or other judicial bodies and organizations. We disclose Personal Information if we are legally required to do so, or if we have a good faith belief that such use is reasonably necessary to comply with a legal obligation, process or request; enforce our terms of service and other agreements, policies, and standards, including investigation of any potential violation thereof; detect, prevent or otherwise address security, fraud or technical issues; or protect the rights, property or safety of us, our users, a third party or the public as required or permitted by law (including exchanging information with other companies and organizations for the purposes of fraud protection).

If there is a change of corporate ownership and we are involved in a merger, acquisition, bankruptcy, reorganization, partnership, asset sale or other transaction, we may disclose your Personal Information as part of that transaction.

We maintain a list of key sub processors used to process Zone Scribe Content for and, where required, we will provide notice of material changes for Enterprise customers in accordance with our contractual commitments.

A specific list of all sub-processors is available on request.

HOW LONG WE STORE YOUR INFORMATION

We retain Personal Information and Zone Scribe Content for as long as needed to provide you with access to and use of Zone Scribe, to meet our legal and contractual obligations, resolve disputes, and enforce our agreements. Data that is entered by users into their account includes: User account Information; Recordings; Uploaded files; Templates; Documents; Notes; Common phrases & Tags.

On account deletion which is initiated by the user, Zone Scribe will offer the ability to download all of the user's content. On termination of a paid subscription, data generated during the period of the paid subscription will be retained for a 3 month period, at which point it will then be deleted. Throughout this period the user will still have access to their account and the ability to download their data should they want to retain it

For Enterprise customers we may agree specific retention periods failing which the above will apply. Audio and transcript data may also be processed and temporarily stored by our transcription vendors (Groq for Free/Basic/Plus; Speechmatics for Pro/Enterprise) in accordance with their contractual and security commitments.

YOUR RIGHTS

In certain circumstances you have the following rights in relation to your Personal Information that we hold.

• Access. You have the right to access the Personal Information we hold about you, and to receive an explanation of how we use it and who we share it with by making a subject access request.
• Correction. You have the right to correct any Personal Information we hold about you that is inaccurate or incomplete.
• Erasure. You have the right to request for your Personal Information to be erased or deleted.
• Object to processing. You have the right to object to our processing of your Personal Information.
• Restrict processing. You have a right in certain circumstances to stop us from processing your Personal Information.
• Portability. You have the right to receive, in a structured, commonly used and machine-readable format, Personal Information that you have provided to us if we process it on the basis of our contract with you, or with your consent, or to request that we transfer such Personal Information to a third party.
• Withdraw consent. You have the right to withdraw any consent you previously applied to us. We will apply your preferences going forward, but this will not affect the lawfulness of processing before your consent was given.

Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may require additional information (for example, why you believe the information we hold about you is inaccurate or incomplete) and may have valid legal reasons to refuse your request. We will inform you if that is the case. For more information on how to exercise your rights, or to exercise your rights, please email support@zonescribe.ai.

CONTACT & COMPLAINTS

For enquiries or complaints regarding this Policy, please first contact us at support@zonescribe.ai and we will endeavour to deal with your complaint as soon as possible. This is without prejudice to your right to launch a claim with the appropriate jurisdictional data protection authority.

You may also make a complaint to the UK's ICO (on +44 303 123 1113 or via https://ico.org.uk/make-a-complaint/), or to the supervisory authority where you are located.

DATA SECURITY

Zone Scribe maintains and implements physical, administrative, and technical safeguards to protect the confidentiality, integrity, and availability of personal information. However, the transfer of Personal Information through the internet will carry its own inherent risks and we do not guarantee the security of your data transmitted through the internet. You make any such transfer at your own risk.

The Website may provide features or links to websites and services provided by third parties. Any information you provide on Apps, third-party websites or services is provided directly to the operators of such websites or services and is subject to their policies governing privacy and security, even if accessed via our Website or in connection with our Service.

CROSS-BORDER DATA TRANSFERS

We may process Personal Information with our partners and service providers in the UK/EEA and, depending on your plan and enabled features, in other jurisdictions (for example, the United States). Where required, we rely on appropriate safeguards for international transfers as set out in our licence issued to Zone Scribe users and the UK International Data Transfer Addendum, as applicable).

CHANGES

Where required, we will update this Policy from time to time. When we do so, we will make it available on https://www.zonescribe.ai/privacy-policy and indicate the date of the latest revision. Please check this link frequently to see any updates or changes to this Policy.

ABOUT US

If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at support@zonescribe.ai