1. Who we are and what this covers
This Privacy Policy explains how ONA AI Labs ("Ona", "we", "us") handles personal information when you use our website, the Ona apps for iOS, Android, Mac, Windows and the web, Ona hardware such as the Ona Band and Ona RecordPen, and the related cloud services (together, the "Services").
If you use Ona through a workspace your organization manages, your organization controls that workspace and may have its own policies. We process workspace content on its behalf, and its admins can see what members share with the workspace.
This policy does not cover third-party services you connect to Ona. Their own privacy policies apply to them.
2. Information we collect
We collect information you give us, information created when you use Ona, and a limited amount collected automatically.
- Account information. Your name, email address, profile photo and sign-in details, including the basic profile Google shares if you sign in with Google.
- Recordings and content. Audio you record with Ona, which is deleted once it is transcribed, and what Ona makes from it: transcripts, summaries, action items, mind maps, notes, folders, tags, and the questions you ask Ask Ona along with its answers.
- Connected services. If you connect a calendar, Notion, Slack or another integration, the data Ona needs from it to do what you ask, such as event titles, times and attendees, or the page you asked Ona to write to.
- Device information. For Ona hardware, the device identifier, firmware version, battery level and pairing state, synced over Bluetooth through the app. For apps and browsers: device type, operating system, app version, IP address, crash reports and diagnostic logs.
- Usage information. Which features you use and when, pages viewed on our website, and referral links you open or share.
- Purchase information. For subscriptions and hardware orders: your plan, order history, shipping address and billing contact. Card details are handled by our payment providers and app stores, and we never see your full card number.
- Communications. What you send us through support, surveys or email.
Ona only accesses your microphone when you start a recording, or when you turn on a feature that clearly needs it. It does not record continuously by default. We do not collect precise location, and we do not create voiceprints or other biometric identifiers.
3. How we use your information
- To provide the Services: record, transcribe, summarize, search your meetings, answer your questions, run your Routines, and act in the tools you connect.
- To run your account: sign-in, billing, subscriptions, hardware orders and shipping, referral rewards, and customer support.
- To keep Ona secure: detect abuse, fraud and unauthorized access, and debug errors.
- To improve Ona using usage and diagnostic data. We do not use the content of your recordings for this unless you send it to us, for example in a support request.
- To send you service messages, and product news if you have not opted out.
- To comply with the law and enforce our Terms and conditions.
Where the GDPR or UK GDPR applies, we rely on these legal bases: performance of our contract with you (providing the Services), our legitimate interests (security, product improvement, limited marketing), your consent (optional analytics cookies, marketing where consent is required, and connecting integrations), and legal obligation.
4. How Ona uses AI
Ona uses speech-to-text and large language model providers to make transcripts, summaries and Ask Ona answers. When you record or ask a question, we send the audio or the relevant transcript excerpts to these providers to produce the result, then store the result in your account. The speech-to-text provider deletes its copy of the audio too.
These providers act as our service providers. Our contracts with them forbid them from using your content to train their models. We do not use your recordings, transcripts or chats to train AI models. If we ever offer a way to contribute data to improve Ona, it will be off unless you turn it on.
AI output can be wrong or incomplete. Check anything important before you rely on it.
7. Your privacy choices
You control what Ona records and keeps. You can:
- Start, pause or stop any recording. Ona shows a visible indicator whenever it is recording.
- Delete any meeting, or your whole account, from Settings in the app.
- Export your meetings, transcripts and summaries.
- Disconnect any integration at any time. We then stop accessing it and delete the tokens we held.
- Turn off push notifications and microphone or Bluetooth permissions in your device settings.
- Unsubscribe from product emails using the link in any of them. Service emails such as receipts and security alerts still arrive.
- Switch off analytics on this website using the setting below.
Off. This browser no longer sends analytics events to Ona.
We do not sell or share personal information for cross-context behavioral advertising, as those terms are defined under California law. To make any other request, email info@onavoice.ai.
8. How long we keep information
We do not keep your audio: it is deleted once it is transcribed, and never stays on our servers longer than 24 hours. We keep your transcripts, summaries, notes and chats until you delete them or delete your account. When you delete a meeting, it disappears from your account immediately and is permanently removed from our systems within 30 days. Backups roll over on a fixed schedule, and copies in backups are overwritten within a further 30 days.
We keep billing and order records for as long as tax and accounting law requires. Diagnostic logs and analytics events are kept for up to 12 months. If your account stays inactive for a long time, we will contact you before we delete anything.
9. How we protect information
We encrypt your data in transit with TLS 1.2 or newer and at rest with AES-256. Only the few people who need production access have it, and every access is logged. Outside reviewers test our security. You can read more on our Privacy and Security page.
No system is perfectly secure. If a breach affects your information, we will notify you and the relevant authorities as the law requires. To report a vulnerability, see our disclosure policy or email info@onavoice.ai.
10. Your rights
Depending on where you live, including the EEA, the UK, California and other US states, you may have the right to:
- Access the personal information we hold about you and get a portable copy of it.
- Correct information that is inaccurate.
- Delete your information.
- Object to or restrict certain processing, and withdraw any consent you have given.
- Opt out of the sale or sharing of personal information, and of targeted advertising. We do neither.
- Not be treated differently for exercising any of these rights.
Most of this you can do yourself in the app. For anything else, email info@onavoice.ai. We will verify your identity, reply within the time the law allows (usually 30 days, or 45 days in California), and tell you if we cannot fulfil a request and why. You can use an authorized agent to make a request for you. If we decline your request, you can appeal by replying to our decision. In the EEA or UK you can also complain to your local data protection authority.
11. International transfers
Ona is operated from the United States, and our providers may process information in the US and in other countries. When we transfer personal information out of the EEA, the UK or Switzerland, we use safeguards the law recognizes, such as the European Commission's Standard Contractual Clauses.
12. Children
Ona is not meant for children. You must be at least 18 years old to create an account. We do not knowingly collect personal information from children under 16. If you believe a child has given us information, email info@onavoice.ai and we will delete it.
13. Changes to this policy
When we update this policy, we change the effective date at the top of this page. If a change is material, we tell you by email or in the app before it takes effect. We will not use content we have already collected in a materially different way without your consent.
14. Contact us
Questions or requests about privacy: info@onavoice.ai.
ONA AI Labs.