Say2Prompt Privacy Notice (how your data is processed)

Version: 2 (matches the in-app data notice, version 2)
Effective date: [to be filled in]
Operator: SHIJIA (HONGKONG) CONSULTING SERVICE CO., LIMITED (世嘉(香港)咨詢服務有限公司), a private company limited by shares incorporated in Hong Kong (Business Registration No. 77434606), registered office [address]
Data access and correction requests: [name / title], [email]

This notice describes what Say2Prompt actually does with your data. There are three ways to use it, and your data goes to different places:
- Say2Prompt Cloud (signed in to an account): audio and text are relayed through our servers to the speech recognition and cleanup providers in real time. We do not store the audio or the text.
- Your own API keys: the app connects directly to the providers you signed up with; requests do not pass through our servers.
- Local mode: with an on-device speech model and cleanup off, neither audio nor text leaves your computer.

1. What we collect, and why
1.1 Account (only if you sign in): your email address (to sign you in and contact you); the computers you signed in on (a name you give, and an installation id the app generates at random — not hardware information — used to recognise the same computer and to stop free minutes being claimed twice).
1.2 Cloud usage records (Say2Prompt Cloud only): start and end time and length of each dictation, the provider and model used, the number of cleanup requests, the provider's cost and your remaining minutes. Used to count your allowance, settle usage and control cost. These records contain nothing you said and no text.
1.3 Abuse prevention: a keyed one-way hash of your IP address (the address itself is not stored) and the type of network (for example a data centre), used for rate limits and to stop mass sign-ups for free minutes. The verification challenge is run by Cloudflare Turnstile under Cloudflare's privacy policy.
1.4 Payments (once paid plans are on sale): processed by Stripe. We receive subscription status and payment and refund records, never card numbers.
1.5 Update checks: at start-up (and when you click "Check for updates") the app fetches the latest version information from dl.say2prompt.com; when a new version exists, you decide whether to install it. The request contains no recordings, text, settings or account identifiers. As with any website, Cloudflare, which hosts the download service, processes your IP address; we do not use it for statistics. Can be turned off in Settings > Advanced.
1.6 We collect no usage statistics, crash reports or telemetry, never train models on your content, and sell no data.

2. Data sent to providers (only after you accept this notice)
2.1 Speech recognition
- Say2Prompt Cloud: while you hold the hotkey, microphone audio is relayed through our servers to Soniox in real time, with your glossary (up to 200 characters).
- Your own Soniox key: audio is streamed directly to Soniox, with your glossary.
- Groq Whisper: after you release the hotkey, the recording is uploaded to Groq. Recordings without detectable speech are not uploaded.
- Fallback: if real-time recognition fails and you set your own Groq API key, that recording is transcribed by Groq Whisper instead.
- Retry: retrying a failed recording from History uses the recognition you have selected (on Say2Prompt Cloud, a retry counts toward your cloud minutes).
- Local model: audio never leaves your computer.
2.2 Text cleanup (can be turned off in Settings)
- Say2Prompt Cloud: the recognized text (not audio) and your glossary are passed through our servers to Groq, only for your own cloud dictations.
- Your own keys: sent to the cleanup provider you choose (Groq, Cerebras, Anthropic, OpenAI, DeepSeek, Alibaba Cloud Model Studio, or an address you configure). If the chosen model is rate limited, another model of the same provider is used.
2.3 Soniox, Groq and Cloudflare, which we use, are located outside mainland China. By using these cloud features you agree to your speech and text being transferred abroad for processing. Each provider processes data under its own terms and privacy policy.
2.4 Connection warm-up: with your own keys, the app opens connections to the providers at start-up and after each dictation (no audio or text is sent). On Say2Prompt Cloud only the connection to our servers is opened early.

3. How long we keep data
- Cloud audio and text: exist only in memory while being relayed; never written to storage.
- Account and signed-in computers: until you ask us to delete your account.
- Cloud usage and cost records: while your account exists and afterwards for as long as accounting and tax law requires (generally no more than 7 years).
- Abuse prevention: rate-limit records 2 days; risk events 12 months.
- Sign-in codes: valid for 10 minutes, deleted when used or expired.

4. Data kept on your computer
- Settings: %APPDATA%\com.say2prompt.desktop\
- API keys and your sign-in: Windows Credential Manager (API keys may also come from environment variables); never written to settings files or logs.
- History: off by default. When on, recognized and cleaned text is kept; audio only if "Keep recordings" is also on.
- Recordings of failed dictations: kept for 24 hours so they can be retried, then deleted automatically. Can be turned off in Settings (turning it off deletes the ones already kept).
- Logs: %LOCALAPPDATA%\com.say2prompt.desktop\logs\ for troubleshooting; they do not contain what you said or the cleaned text.
- Performance log: off by default; durations and counts only, no text.

5. Your rights
- Under the Hong Kong Personal Data (Privacy) Ordinance you may request access to and correction of personal data we hold about you. If you are in mainland China, the Personal Information Protection Law also gives you rights to be informed, decide, access, copy, correct, delete and withdraw consent; in the EU/UK you have the corresponding GDPR rights. Contact us at the address above; we reply within the time limits set by law.
- Deleting your account: write to us from your account's email address. We delete your data except settlement records the law requires us to keep.
- For data held by a provider, also contact that provider.

6. Your choices
- Do not accept: choose "Local only" to use a local recognition model with cleanup off; your recordings and text never leave your computer (update checks are described in section 1.5 and can be turned off separately).
- Withdraw consent at any time under Settings > Data & privacy; the app then contacts no recognition or cleanup service until you accept again.
- Sign out under "Account & plan"; the sign-in is removed from this computer.
- Delete local data: delete entries on the History page; uninstall and delete the folders above to remove all local data; delete the Say2Prompt/... credentials in Credential Manager to remove API keys and your sign-in.

7. Children
The app is intended for adults aged 18 or over.

8. Changes
When data processing changes, this notice is updated and you are asked to confirm again before further use.

Questions: [email]