Privacy Policy

This Privacy Policy describes how PonderOS Labs LLC (“Company”, “we” or “us”) collects, uses, discloses, and retains information in connection with the PonderOS service (the “Service”). It applies to information processed through the Service and through our website. It forms part of, and is incorporated into, our Terms of Service.

1. Information We Collect

1.1 Account information

When you register, we collect your email address and, where provided by your identity provider, your display name. Authentication is performed through Google sign-in or a one-time code sent to your email address; we do not collect or store passwords. We also maintain records of your subscription plan and usage against the limits applicable to it.

1.2 Customer Content

We process the documents, tasks, projects, comments, recordings, transcripts, and files that you or your authorized users submit to or generate through the Service (“Customer Content”). We process Customer Content in order to provide the Service and only as described in this Policy.

1.3 Usage information

We collect information about how the Service is used, consisting of event names, counts, durations, and pseudonymous identifiers. This information does not include the substance of Customer Content. Usage analytics are not collected where your browser transmits a Do Not Track signal, and are not collected at all where the Service is operated locally on your own device.

1.4 Technical information

Our infrastructure providers record standard technical information, including IP address, browser type, requested URL, and response status, together with diagnostic information generated when an error occurs. Our website measures aggregate page views and referral sources without attributing them to an identified individual.

1.5 Cookies and similar technologies

We use cookies that are strictly necessary to operate the Service, including to maintain your authenticated session and to record your preferences. We use first-party analytics cookies to measure how the Service is used, as described in Section 1.3; those are not set where your browser transmits a Do Not Track signal. We do not use third-party advertising cookies and we do not permit third parties to use cookies on the Service for advertising purposes. You may block or delete cookies through your browser, though the Service will not function without those that are strictly necessary.

1.6 Recording participants

Where you use the recording features, the resulting audio and transcript may contain the personal information of meeting participants who are not users of the Service, including their voice and the content of their speech. We process that information solely on your instructions in order to produce and store the recording and transcript for you. You are responsible for obtaining the consents and providing the notices required by applicable law, as set out in our Terms of Service, and for responding to requests from participants regarding that information. We do not use voice data to identify or authenticate any individual, and we do not create or store voiceprints or other biometric identifiers.

2. How We Use Information

We use the information described above to:

• provide, operate, maintain, and secure the Service;
• authenticate users and administer accounts and workspaces;
• process payments and administer subscriptions;
• provide customer support and respond to your inquiries;
• monitor, diagnose, and improve the performance and reliability of the Service;
• detect, prevent, and address fraud, abuse, and security incidents; and
• comply with legal obligations and enforce our agreements.

We do not sell personal information, we do not share personal information for cross-context behavioral advertising, and we do not use Customer Content to train artificial-intelligence models.

3. Legal Bases for Processing

To the extent the General Data Protection Regulation or the UK GDPR applies to a particular processing activity, we process personal information on the following bases: performance of a contract, for provision of the Service; our legitimate interests, for securing and improving the Service and for usage analytics; compliance with a legal obligation; and consent, where consent is required and has been given.

4. Artificial Intelligence Processing

Where you use the assistant, the content of your request, together with the Customer Content necessary to respond to it, is transmitted to third-party model providers identified in Section 5 and processed in order to generate a response. Where you create a recording, the audio is transmitted to a speech-to-text provider in order to generate a transcript. This processing occurs only in response to actions you initiate. We engage these providers under their business terms and not through their consumer offerings.

5. Service Providers

We engage the following categories of service provider to process information on our behalf, in each case under written terms requiring them to process it only for the purposes we specify and to maintain appropriate safeguards.

We may also disclose information where required by law, in response to valid legal process, to protect the rights, property, or safety of Company or others, or in connection with a merger, acquisition, or sale of assets, subject to the protections of this Policy.

6. Sharing Within Workspaces

The Service supports shared workspaces. Customer Content stored in a workspace is accessible to the members and administrators of that workspace. Where you generate a public sharing link for a document, that document is accessible to any person holding the link until the link is revoked.

7. Retention

We retain Customer Content for so long as your account remains active. Content that you delete within the Service is removed from your workspace. Documents retain a revision history, so earlier versions of a document’s content remain available to you until the document itself is deleted, at which point the document and its revision history are both removed.

Upon deletion of your account, we delete Customer Content from our production systems; residual copies may persist in encrypted backups until those backups expire in the ordinary course. We retain transaction records for the period required by applicable tax and accounting law, and retain aggregated information that does not identify you.

8. Security

We maintain administrative, technical, and organizational measures designed to protect information against unauthorized access, disclosure, alteration, and destruction. Further detail is available on our Security page. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Where a security incident affecting your personal information occurs, we will notify you without undue delay and in accordance with applicable law.

9. International Transfers

The Service is intended for use by customers located in the United States. We do not target the Service to individuals in the European Economic Area or the United Kingdom.

The Service is operated from, and information is stored in, the United States. If you access the Service from another jurisdiction, you acknowledge that your information will be transferred to and processed in the United States. Where required, such transfers are made pursuant to appropriate safeguards, including standard contractual clauses.

10. Your Rights

Subject to applicable law, you may request access to, correction of, deletion of, or a portable copy of your personal information, and may object to or request restriction of certain processing. The Service provides a self-service export function permitting you to obtain a copy of your documents, tasks, projects, comments, and cycles in standard file formats. Audio recordings, transcripts, and uploaded media files are not included in that archive and may be requested by contacting support@ponderos.com. Where the size of a workspace exceeds the limits of a single download, we will provide the export by alternative means on request.

Individual documents, tasks, and other items may be deleted directly within the Service. Deletion of your entire account is handled by request: contact support@ponderos.com and we will delete the account and its Customer Content.

To the extent the General Data Protection Regulation or the UK GDPR applies to a particular processing activity, you also have the right to lodge a complaint with your supervisory authority. Where the California Consumer Privacy Act applies, we do not sell or share personal information as those terms are defined by that statute, and we will not discriminate against you for exercising any right under it.

To exercise any right, contact support@ponderos.com. We will respond within the period required by applicable law, and will notify you where an extension permitted by that law is necessary. We may require information reasonably necessary to verify your identity.

11. Children’s Privacy

The Service is not directed to children under sixteen (16) years of age, and we do not knowingly collect personal information from them. If we become aware that we have done so, we will delete that information.

12. Changes to this Policy

We may update this Policy from time to time. Updates become effective on the date indicated at the top of this page. Where a change materially affects the manner in which we process personal information, we will provide notice before it takes effect.

13. Contact

Inquiries regarding this Policy may be directed to support@ponderos.com.