Privacy Policy
QolSync AI is operated by CHONGS CLOUD CONSULTING SERVICE LLC ("C3S LLC"), 16113 SE 170th Pl, Renton, WA 98058, United States, which is the controller of your personal data. This Privacy Policy describes how C3S LLC handles your information. For privacy questions or support, contact support@qolsync.ai.
This Privacy Policy covers every QolSync AI service: the app for iPhone and iPad, the Zoom app, and our website, including web listening links. The retention periods in Sections 3 and 6 apply to all of them, unless a line names one service.
EU & UK Representatives
We value your privacy and your rights as a data subject and have therefore appointed Prighter Group, with its local partners, as our privacy representative under Article 27 of the GDPR (and the UK GDPR) and as your point of contact for the following regions:
- EU representative: Prighter Group — our appointed representative in the European Union.
- UK representative: Prighter Group — our appointed representative in the United Kingdom.
Prighter gives you an easy way to exercise your privacy-related rights (e.g. requests to access or erase personal data). To contact us via our representative or to exercise your data-subject rights, visit our Prighter portal, or email us at privacy@qolsync.ai.
1. Information We Collect
We collect information you give us, such as your account details, your language preferences and the content you choose to process — speech, text, documents and Q&A questions. If you connect a Zoom account, we receive your Zoom account ID and profile details such as your name and e-mail address. When you buy something, the payment is handled by Stripe, Apple or Zoom; we receive the purchase details, not your full card number. We also collect data generated when you use QolSync AI, including usage metrics, device and browser details, IP addresses and diagnostic logs, and, on our website and only with your consent, analytics as described in our Cookie Policy.
2. How We Use Your Information
We use your information to provide and improve our translation services, process billing, communicate about your account, and ensure platform security. We do not sell your personal data and do not share it for cross-context behavioural advertising. If you are in the European Economic Area, the United Kingdom or Switzerland, our legal bases are: performing our contract with you (providing the service, billing and support); our legitimate interests in keeping the service secure, preventing fraud and fixing and improving it, which we balance against your rights; your consent for optional website analytics, which you can withdraw at any time; and our legal obligations, such as keeping tax and transaction records.
3. Audio and Translation Data
Your speech is processed in real time only to transcribe and translate it, and the audio is not stored on our servers. The app stores your retained transcript and session history locally. Some live modes also keep a server transcript copy: server-routed live copies and personal archive and sync copies are kept until you delete them or your account. Original source files are deleted after processing. A completed server Content Library result remains until you delete the item or your account; incomplete jobs are kept until you delete them or your account. When you use AI summary or ask features, text is sent to our AI provider. QolSync AI does not train AI models on your content. Our AI providers process it under business API terms that exclude training.
4. Sub-processors
To deliver real-time translation we rely on a small set of trusted sub-processors. Each one receives only the data needed for its task, only for the duration of that task. We name them here so you know exactly who processes what.
- Soniox (LIVE AUDIO — real-time speech-to-text): for Tier-1 live translation, your audio streams directly to Soniox and is processed transiently to transcribe it. It is not stored.
- OpenAI (TEXT AI — translation, summaries & answers): runs server-side. QolSync AI does not train AI models on your content. Our AI providers process it under business API terms that exclude training. Recordings you upload are sent to OpenAI for transcription only when Soniox cannot transcribe them.
- Google Gemini (SPEECH & TEXT AI — speech recognition and translation): runs server-side.
- Google Speech-to-Text (LIVE AUDIO — speech-to-text for server-routed live translation): your audio is processed only to transcribe it.
- Deepgram (LIVE AUDIO — speech-to-text for server-routed live translation): your audio is processed only to transcribe it.
- Speechmatics (LIVE AUDIO — speech-to-text for server-routed live translation): your audio is processed only to transcribe it.
- AssemblyAI (LIVE AUDIO — real-time speech recognition for some English accents): your audio is processed only to transcribe it.
- Azure AI Speech (LIVE AUDIO — speech-to-text for server-routed live translation): your audio is processed only to transcribe it.
- Google Cloud Translation (TEXT AI — text translation): runs server-side.
- DeepL (TEXT AI — text translation): runs server-side.
- Azure AI Document Intelligence (DOCUMENTS — reads the text of documents you upload so they can be translated).
Microsoft Azure (INFRA — our backend & Application Insights diagnostics): hosts our backend and collects diagnostics through Application Insights. Azure also processes audio for higher-accuracy Tier-2/3 live translation and files you upload. Live and uploaded audio is not retained beyond the processing task. Transcript and Content Library result copies are kept as described in Section 6.
Stripe (PAYMENTS — purchases on our website): processes your card and payment details. We do not receive or store your full card number.
In short: live audio is processed only to translate or transcribe it and is not stored. Your live-session transcripts remain on your device. When a route needs a server copy, that copy is kept as described in Section 6. Original uploaded source files are deleted after processing.
5. Data Security
Data is encrypted in transit and protected at rest by the applicable Azure services. QolSync AI is not currently SOC 2 or ISO 27001 certified. Contractual security requirements must be confirmed in writing.
Account activity log: to protect your account, we record sign-ins and account changes, including the IP address, device and time, and keep these records for 12 months. You can see them in your account.
6. Data Retention
We apply these retention periods:
- Device-direct live modes: transcripts are stored locally on your device and are not stored on our servers.
- Server-routed live transcript: the server copy is kept until you delete it or your account.
- Personal server-routed archive and sync copy: the server copy is kept until you delete it or your account; your app history remains on your device until you delete it.
- Q&A questions: server records are kept until you delete them or your account.
- Completed server Content Library result: retained while your account is active until you delete the item or your account; incomplete jobs are kept until you delete them or your account. A copy saved in the app remains on your device until you delete it.
- Uploaded source files: deleted from our servers after processing completes.
- Zoom app: if you remove QolSync AI from your Zoom account, your Zoom account and host identifiers are deleted 7 days later. Reconnecting the same account within 7 days restores the connection.
Account data is retained while your account is active. If you delete your account, we delete or anonymize associated personal data unless we must retain specific billing or transaction records for legal, tax, fraud-prevention or dispute purposes.
7. Your Rights
You can ask to access, correct or delete your personal data, to receive a portable copy of it, and to object to or restrict how we use it, by contacting privacy@qolsync.ai. You can also delete your account in the app or on our website. We answer within one month in the European Economic Area, the United Kingdom and Switzerland, and within 45 days in California, or within any longer period the law allows for a complex request, and we will not treat you differently for using these rights. You may use an authorised agent, and we may need to verify your identity before we act on a request. If you are in the European Economic Area, the United Kingdom or Switzerland, you also have the right to complain to your local data protection authority.
8. International Transfers
Account, session and billing data are processed in the United States. For users in the European Economic Area, the United Kingdom and Switzerland we protect these transfers with the EU Standard Contractual Clauses (together with the UK Addendum and the Swiss adaptations), plus encryption and strict access controls. Where EU processing is enabled for your account, live audio is transcribed and translated in our speech provider's EU region (Frankfurt) and is not transferred to the United States; otherwise it is processed in the United States under the same safeguards.
9. Children's Privacy
QolSync AI is not directed to children under 13, and we do not knowingly collect personal data from anyone under 13. If we learn that we collected such data, we will delete it.
10. Contact
For privacy-related inquiries, contact us at privacy@qolsync.ai.