Privacy Policy

This Privacy Policy explains how Orato AI Limited ("Orato AI", "we", "us", or "our") collects, uses, and protects information when you use our software and services, including the Orato Flow application (the "Service"), whether obtained directly from us or via Microsoft Marketplace.

By using the Service, you agree to the practices described in this Privacy Policy.

1. Who we are & how to contact us

Controller:

2. What information we collect

Because of how Orato Flow is designed, we collect very little data on our servers.

2.1 Information we store on our servers

We may store the following limited information:

Account and licensing details

• Name, email address, organisation name (where provided)
• Authentication and licence identifiers
• Subscription information (e.g. plan, Marketplace subscription ID)

Support and communication data

• Emails or messages you send us
• Information you choose to share when requesting support (e.g. screenshots or logs)

Basic technical logs

• IP address and general technical information when you activate or update the software
• Error logs necessary to keep the service running securely and reliably

We do not store your event audio, transcripts, or translations on Orato AI servers.

2.2 Information stored on your local device

By design, Orato Flow stores the following locally on the machine where you run the app (or on storage controlled by your organisation):

• Audio recordings (if enabled)
• Live or saved transcripts
• Translations and caption files
• Any project files, settings, or export files you create

These files remain under your control. Orato AI does not automatically receive copies of these files.

2.3 Optional data you choose to share

If you contact us for support, you may choose to send:

• Log files
• Sample audio
• Transcript or caption files
• Screenshots or configuration details

We only use this information to diagnose and resolve your issue.

3. How we use the information we collect

We use the limited information we collect for:

Providing and managing licences

• Activating and verifying your Orato Flow licence
• Managing subscriptions, including those created via Microsoft Marketplace

Supporting you

• Responding to your support requests
• Communicating with you about updates, fixes, and important service notices

Security and reliability

• Detecting and preventing misuse or unauthorised access
• Maintaining and improving the stability and security of our systems

We do not use your event audio or transcripts for training our models or for marketing.

4. Audio, transcription, and translation data

Orato Flow is designed so that audio, transcripts, and translations are stored on your local machine (or storage controlled by your organisation).

Orato AI does not receive or store this content, unless you explicitly send it to us for support.

You and/or your organisation decide:

• What to record
• How long to keep recordings and transcripts
• Where they are stored and who has access

If you integrate Orato Flow with third-party services (e.g. cloud storage, meeting platforms, or your own APIs), their own privacy policies will apply to any data shared with them.

5. Legal basis for processing (if applicable)

Where data protection laws like the GDPR apply, we process your data on the following bases:

• Performance of a contract – to provide, activate, and support your Orato Flow licence.
• Legitimate interests – to secure our systems, prevent abuse, and improve the Service in ways that do not override your rights.
• Consent – where you explicitly choose to send us additional data (e.g. logs, audio, or transcripts for support).

6. Data retention

We keep data only for as long as needed for the purposes described above:

• Account and licensing data: kept while your licence or subscription is active and for a reasonable period afterwards (e.g. to comply with legal and tax obligations).
• Support data (including any logs or files you send us): kept only as long as needed to resolve the issue and for a short period afterwards, then deleted or anonymised.
• Audio and transcript files created by Orato Flow: stored locally under your control; Orato AI does not set or enforce retention periods for these.

7. How we share information

We do not sell your personal data.

We may share limited data:

• With service providers who help us run our business (e.g. hosting providers, email and support tools). They are bound by contractual confidentiality and security obligations.
• For legal reasons, where required by law, regulation, or a valid legal process, or to protect the rights, property, or safety of Orato AI, our users, or others.

8. Security

We use appropriate technical and organisational measures to protect the limited data we hold, including:

• Encryption in transit where possible
• Access controls based on least privilege
• Logging and monitoring of our own systems

You are responsible for securing the devices and storage where your local audio and transcript files are kept (for example, using operating system security, access controls, and backups).

9. Your rights

Depending on your location and the laws that apply, you may have rights such as:

• Accessing the personal data we hold about you
• Requesting correction of inaccurate information
• Requesting deletion of data we no longer need
• Objecting to or restricting certain uses of your data
• Withdrawing consent where processing is based on consent

To exercise these rights, please contact us at [email protected].

For data stored on your own devices (audio, transcripts, translations), you can manage, export, or delete those files directly.

You may also have the right to lodge a complaint with your local data protection authority.

10. Children's data

Our Service is intended for use by organisations and adult users. We do not knowingly collect personal data directly from children. If you believe we have unintentionally collected personal data from a child, please contact us so we can delete it.

11. Changes to this Privacy Policy

We may update this Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you via email or through the Service.

12. Contact us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact: