Privacy Policy

Our Commitment to Your Privacy

At HarkenAI, we understand that your conversations, contacts, and business relationships are deeply personal and confidential. We are committed to protecting your privacy and handling your data with the utmost care and transparency.

🔒 Data Security

Encryption: All your data is encrypted both in transit (using TLS 1.3) and at rest (using AES-256 encryption). Your recordings, transcripts, and contact information are protected with enterprise-grade security.

Secure Storage: Audio recordings are stored on AWS S3 with encryption enabled. All other data is stored in MongoDB Atlas with encryption at rest.

Access Control: Only you can access your data. We use secure authentication (JWT tokens) to ensure your account is protected.

📊 What Data We Collect

Account Information: Email address, name, and authentication credentials.

Event Data: Event names, dates, locations, and notes you create.

Audio Recordings: Voice recordings you choose to capture during events.

Transcripts & AI Insights: Text transcriptions and AI-generated summaries, action items, and insights from your recordings.

Contact Information: Names, companies, roles, and other details about people you meet.

🤖 AI Processing & Third Parties

Deepgram: We use Deepgram's API to transcribe audio. Deepgram is SOC 2 compliant and does not retain your audio after processing.

OpenAI: We use OpenAI's API to generate insights. OpenAI does not use your data to train their models. Transcripts are processed securely and are not retained by OpenAI beyond the processing period.

AWS: We use Amazon Web Services for secure cloud storage. AWS complies with SOC 2, ISO 27001, and other security standards.

No Training on Your Data: We never use your conversations, recordings, or contacts to train AI models or for any purpose other than providing you with the service.

🗑️ Your Data, Your Control

Delete Anytime: You can delete individual recordings, events, contacts, or your entire account at any time. Deletion is permanent and irreversible.

Export Your Data: You can request a copy of all your data in a portable format.

Data Retention: We retain your data only as long as your account is active. Deleted data is permanently removed from our systems within 30 days.

🌍 Data Location

Your data is stored on secure servers in the United States. We comply with applicable data protection laws including GDPR and CCPA.

📧 How We Use Your Data

We use your data solely to provide and improve the HarkenAI service:

• Transcribe your audio recordings
• Generate AI insights and summaries
• Help you manage contacts and follow-ups
• Improve app functionality and user experience
• Send you important service updates

We will never sell, rent, or share your personal data with third parties for marketing purposes.

👥 Sharing & Collaboration

Your data is private by default. We do not share your recordings, transcripts, or contacts with anyone unless you explicitly choose to do so through sharing features.

🔐 Administrative Access

HarkenAI administrators have technical access to backend systems, including databases and cloud storage where your data is stored. This access may be used for:

• Troubleshooting technical issues
• Providing customer support when requested
• Responding to legal requirements
• Ensuring service security and integrity

We do not routinely review, listen to, or read user recordings, transcripts, or personal data. Access is limited to what is necessary for the purposes described above.

🔔 Recording Consent

Your Responsibility: You are responsible for obtaining consent from all participants before recording conversations. Laws regarding recording consent vary by location. Please ensure you comply with applicable laws in your jurisdiction.

🛡️ Security Measures

• Industry-standard encryption (AES-256, TLS 1.3)
• Secure authentication with JWT tokens
• Regular security updates and monitoring
• Secure API communications
• No storage of plain-text passwords

📱 Children's Privacy

HarkenAI is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children.

🔄 Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by email or through the app. Your continued use of HarkenAI after changes constitutes acceptance of the updated policy.

📞 Contact Us

If you have questions about this privacy policy or how we handle your data, please contact us:

Email: privacy@harkenai.com

Website: www.harkenai.com

⚖️ Your Rights

Depending on your location, you may have the following rights:

• Access your personal data
• Correct inaccurate data
• Delete your data (right to be forgotten)
• Export your data (data portability)
• Object to data processing
• Withdraw consent

To exercise these rights, please contact us at privacy@harkenai.com.