Privacy Policy for AudioDiary

Effective Date: April 21, 2025

Version: 1.0

Introduction

At AudioDiary, your privacy is not just a legal requirement — it’s a core part of what we believe in. We understand that your diary entries are deeply personal, and we treat them with the respect and confidentiality they deserve. This policy explains how we handle your data, what we collect, and how we protect it in clear language. AudioDiary is a service provided by Soliloquy Apps Limited. We aim to handle your personal information in accordance with applicable data-protection laws. If you have any questions about this policy, please don’t hesitate to email us at privacy@audiodiary.ai

What Data We Collect

Account and Profile Information: Your email address, name, profile photo, date of birth where provided, sign-in identifiers and saved preferences, used to manage and personalise your account.
Audio Recordings: Daily audio diary entries recorded by you.
Photos: Images you upload or attach to your diary entries.
Mood Data and Text Entries: Optional data provided alongside audio recordings.
Goals and Relationships: Goals, their status and reminder settings, and names or relationship information you include in your diary.
Transcriptions and Analysis: Generated from your recordings and diary content using third-party AI services.
AI Memories and Search Data: Saved details derived from your entries to personalise AI responses, along with portions of diary text and numerical representations of that text used to find relevant entries. These remain associated with your account.
Technical Information: Your IP address, approximate country inferred from it, device platform and app version, used to operate, troubleshoot and secure the service.
Subscription and Purchase Records: Subscription status, purchase receipts, transaction and product identifiers, renewal or expiry information, cancellation status, and payment amounts and currencies where available, used to verify purchases and manage access to paid features.
Calendar Connection Information: If you connect Google Calendar, we store authorisation credentials (access and refresh tokens) and your calendar reminder preferences so AudioDiary can add your goals to your calendar.
Usage Data: We record some interactions with AudioDiary, such as which diary sections you open, on our own servers. These records are associated with your account. See Device Storage and Analytics below for more information.

If you sign up using Google or Apple, we receive your name, profile photo, and email address from the provider to create your account. Authentication is handled securely via OAuth — we do not access your password.

Confidentiality of Entries

Your diary is private (unless you choose to share an entry). We do not routinely read your entries or listen to your recordings. Our technology providers process your content automatically to deliver features such as transcription and AI insights. If resolving a support request requires us to access an entry, we will ask for your permission first. We may also disclose information where required by law.

Sharing Entries

If you enable sharing for an entry, anyone with its link can access it without an AudioDiary account or login. Depending on the entry, this can include its text, transcript, audio or image, question, date and related entry details, together with your first name. People you send the link to can forward it to others.

You can turn off sharing for the entry in the app to revoke access through its sharing link. A media download link already issued may remain valid briefly until it expires. Turning off sharing does not remove copies, downloads or screenshots that recipients have already kept.

Lawful Basis for Processing

We process the personal information necessary to provide the AudioDiary features you request on the basis of performing our contract with you.

Data Type	Lawful Basis
Email Address	Contract
Audio Recordings	Contract
Mood/Text Entries	Contract
Transcription/Analysis	Contract

If your entries contain sensitive data (such as information about your health or mental state), you are choosing to provide that data voluntarily and it is processed solely to deliver the service to you.

Children’s Data

AudioDiary is not intended for anyone under 16.

How We Use Your Information

To provide and maintain your personal audio diary service.
To generate transcriptions and insights solely for your use.
To personalise AI responses and help you find relevant diary entries.
To manage goals and reminders, including adding goals to Google Calendar when you connect it.
To verify subscriptions, provide paid features, and operate, troubleshoot and secure the service.
To send essential communications via Postmark.

Data Sharing and Third Parties

We use service providers to host AudioDiary, store your data, deliver AI features, and send emails:

DigitalOcean: Hosting of our application and database, including account information, diary text and transcriptions, goals, relationships, AI memories, search data, subscription records and Calendar authorisation credentials.
Amazon S3: Storage of audio files, uploaded photos and database backups. Backups may contain the personal information held in our database.
AI service providers: We share audio recordings, diary text and relevant diary context with third-party providers of speech recognition, generative AI and speech synthesis to produce transcriptions, summaries, insights, search features and spoken responses. The provider used may vary by feature and service availability, including when a backup provider is needed.
Postmark: Email communications.
Google Calendar: If you connect your calendar, Google's granted permission allows viewing and editing calendar events, including deleting them. AudioDiary uses this connection only to retrieve your calendar's timezone and add the goals you choose to your calendar; we do not retrieve or store the contents of existing events. We store access and refresh tokens to maintain this connection. You can disconnect Calendar in AudioDiary, which removes our stored tokens and attempts to revoke Google's authorisation, or revoke access in your Google account. Events already added remain in your calendar and must be managed or deleted there.

International Data Transfers

Your data may be processed outside the UK and EU. We use hosting, storage, email and AI service providers, including providers in the United States. AWS, DigitalOcean, and Postmark include GDPR-compliant Data Processing Addendums (DPAs) in their service terms. We have also signed a DPA directly with OpenAI (view PDF).

You can contact privacy@audiodiary.ai for information about our current AI service providers, their data-processing arrangements and the safeguards applicable to international transfers.

Data Security

We use security measures, including encryption and access controls, to help protect your data from unauthorized access or misuse.

Data Retention

We keep your account information and diary entries while you use AudioDiary. You can delete your account in the app or request deletion at any time by contacting us at help@audiodiary.ai. Account deletion removes your account and diary records from our active database. Photos and uploaded recordings are cleaned up separately, so removal of these files may not be immediate.

Backups: Database backups expire automatically after seven days. Information deleted from the active database may remain in an existing backup until that backup expires.
Diary exports: Download links expire after 24 hours. Temporary export files are removed by scheduled cleanup after they are more than 24 hours old. Copies you download remain under your control.
Recording uploads: After a recording is successfully processed, its original upload files become eligible for cleanup after two hours; the processed recording remains available in your diary. Unfinished uploads that have been inactive for seven days also become eligible for cleanup. If processing fails, we keep the original files to allow recovery until the recording is successfully processed or the entry or account is deleted. Cleanup runs in the background and may take longer if retries are needed.

Marketing Communications

We may use your email address to send you updates and marketing materials about AudioDiary, but only if you have given us your explicit consent or if you are an existing customer and have not opted out.

You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in the email or by contacting us at help@audiodiary.ai.

Device Storage and Analytics

AudioDiary stores information on your device or in your browser to keep you signed in and remember preferences such as your theme, language and audio settings. This includes secure device storage in the mobile app and local storage in the web app. Clearing this storage may sign you out and reset saved preferences.

We use usage information to understand how AudioDiary is used and improve the service. Depending on your app version, analytics and feature-testing service providers may also process this information.

Usage information may include app interactions, platform and app version information, and account attributes such as language, subscription status, settings, diary entry count and date of birth. It may be linked to your account through an account identifier or an identifier derived from your email address.

You can contact privacy@audiodiary.ai to request access to or deletion of usage information associated with your account, including information held by our service providers, or to ask about its retention.

Government Requests

We may disclose personal data if legally compelled to do so. All requests are reviewed and, where appropriate, challenged. Where possible, we will notify you before any disclosure.

Your Rights (UK and EU Users)

Access your data
Correct inaccuracies
Delete your data (“right to be forgotten”)
Restrict or object to processing
Withdraw your consent
Request data portability
Lodge a complaint with a supervisory authority

Your Right to Complain

You have the right to complain to a data-protection supervisory authority about how we handle your personal information. In Ireland, this is the Data Protection Commission:

Data Protection Commission (Ireland)
Contact the Data Protection Commission
Address: 6 Pembroke Row, Dublin 2, D02 X963, Ireland

You may also contact the relevant supervisory authority where you live or work, or where an alleged infringement occurred. UK users can contact the Information Commissioner’s Office.

Notice to California Residents (CCPA/CPRA)

If you are a California resident, you have the following rights:

Access, correct, or delete your data
Know whether your data is sold or shared (it isn’t)
Non-discrimination for exercising your rights

To exercise your rights, contact us at help@audiodiary.ai.

Contact Us

Email: help@audiodiary.ai
Postal Address: Affane, Ballinorig East, Tralee, Co. Kerry, Ireland V92 Y076

Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the app or by email. We recommend reviewing the policy periodically.