This Privacy Policy describes how epsacon LLC d/b/a Speq ("epsacon," "Speq," "we," "us," or "our"), collects, uses, stores, and protects your information when you use the Speq application, website at speq.bot, and related services (collectively, the "Service").
epsacon LLC is a limited liability company registered in Texas, United States, with its principal place of business in Houston, Texas. For the purposes of EU/UK data protection law, epsacon LLC is the data controller of your personal data.
For any privacy-related questions or requests, contact us at: support@speq.bot
When you create an account, we collect your email address and a hashed version of your password. We do not store your password in plain text. If you subscribe to a paid plan, our payment processor (Stripe) collects your payment information — we do not store credit card numbers or bank details on our servers.
When you start a meeting, Speq sends a bot to join your call (Teams, Zoom, or Google Meet) via a third-party meeting bot provider. The bot captures audio and streams it to our transcription provider for real-time transcription. Audio is processed in transit for transcription. We do not store audio files, and our meeting bot service is configured not to keep recordings. Our service providers may keep limited data for a short time under their own terms, for example for security or abuse monitoring.
We store the text-based outputs generated from your meetings, including: transcripts (text produced by the transcription service); AI-generated advisory analysis, summaries, and debriefs; questions you ask and answers generated by the AI; speaker labels and names you assign; meeting names, labels, and metadata (start time, duration, number of transcript lines); and screenshots you capture manually using the screenshot feature.
While a screen is shared in a meeting, Speq automatically captures images of the shared screen when its content changes. These automatic captures may show content shared by any participant. They are analyzed by our AI provider to generate live advice and are deleted shortly after analysis; they are not kept with the meeting.
When a meeting ends, Speq may automatically ingest the meeting transcript and debrief into project folders assigned to the bot profile used in that meeting. These ingested documents are stored as separate copies in the project folder, processed into searchable text chunks with embeddings, and become part of the knowledge base available for future AI coaching and retrieval. This means your meeting content may exist in both the meeting record and in one or more project folders. Deleting a meeting removes the meeting record; copies already added to project folders remain in those folders until they are deleted there by an organization administrator.
You may upload documents (PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), or text-based files such as TXT, CSV, Markdown, HTML, JSON, XML or YAML) to bot profiles or to project folders. Uploaded documents are stored securely and processed into searchable text chunks (embeddings). We do not use documents you upload to train any general AI models.
Documents uploaded to bot profiles are scoped to the specific bot profile and are not shared across profiles or with other users. Documents in project folders may be accessible to multiple users within your organization if an administrator has granted them access to that folder. You can delete documents from your bot profiles at any time, which removes the document and all associated processed data. Documents in project folders, including auto-ingested meeting transcripts and debriefs, can be deleted by your organization's administrators.
As described in Section 2.3, meeting transcripts and debriefs may be automatically ingested into project folders. These auto-ingested documents are treated the same as manually uploaded folder documents for the purposes of storage, processing, access, and deletion.
We store your Service preferences, including custom AI prompts, interval settings, and display preferences.
We store your subscription plan, billing status, usage minutes, and billing period dates. Payment card details are handled entirely by Stripe and are never stored on our servers. We store the Stripe customer ID associated with your account to manage your subscription.
Our servers automatically log basic connection information when you use the Service, including IP addresses, connection timestamps, and WebSocket connection events. This information is used solely for security monitoring and debugging purposes. We do not use tracking pixels, analytics scripts, or third-party tracking technologies on our website or in our application. We use only strictly necessary storage in your browser (cookies or local storage) required for sign-in and functionality. Our pages load web fonts from a font provider, which receives your IP address when a page loads.
When you connect your Google Calendar or Microsoft Outlook calendar, we request read-only access to your calendar events and your account email address. The calendar connection is held by our meeting bot service provider, which keeps a synchronized copy of your upcoming events (event titles, times, and meeting links) so that we can show your upcoming meetings in the Speq dashboard and let you send the bot to them. Your email address is used only to identify the connected calendar.
We do not store calendar events in our database. Event titles and meeting links may appear in our server logs, which are kept for a limited time (see Section 7). We never modify your calendar, and we do not use calendar data for any other purpose or share it with anyone other than the service provider described above. You can disconnect your calendar at any time, which revokes our access and removes the connection at our service provider.
Speq's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data received from Google APIs is not used for advertising, is not sold, is not used to train AI models, and is not read by humans except with your permission, for security purposes, or to comply with the law.
If you are part of an enterprise organization, we store organization membership information including your role (admin or member), the organization you belong to, and invitation records (email address, status, expiration). Organization administrators can:
— view the member list and each member's email address and usage (meeting minutes, AI usage, meeting counts);
— manage project folders, including viewing folder documents and their AI-generated summaries; this includes meeting transcripts and debriefs automatically added to those folders;
— grant folder access to members, including themselves, and use Knowledge Chat to ask questions across those folders.
Administrators cannot open members' individual meeting records (such as live transcripts, advisory, or Q&A) unless they were a participant in the meeting. Meeting content that has been added to a project folder, however, is available to the folder's members and the organization's administrators, and remains in the folder if the member who ran the meeting later leaves the organization.
The Knowledge Chat feature allows you to ask questions against documents stored in your project folders outside of meetings. We store your chat history (questions and AI-generated answers) and track per-user token usage for billing purposes. Chat history is associated with your account and is not shared with other users or organization members.
If you take part in a meeting that a Speq user has invited the Speq bot to, this section applies to you even if you don't have a Speq account. The bot appears in the participant list and posts a notice in the meeting chat when it joins.
— What is captured: what you say, transcribed into text (audio is not stored); your name as displayed in the meeting; and images of any screen shared in the meeting. Automatic screen captures are analyzed and deleted shortly after; the Speq user can also capture and keep individual screenshots.
— How it is used: to give the Speq user a transcript, notes, a debrief, and live advice during the meeting. If the Speq user's organization uses project folders, the transcript and debrief may be added to the organization's project knowledge, where they are available to its members and kept until the organization deletes them.
— Who can see it: the Speq user who invited the bot, other Speq users who took part in the meeting, and, for meetings added to project folders, members and administrators of that organization. We do not sell this information or use it to train AI models (see Section 4).
— Your choices: you can ask the meeting host to remove the bot, or ask the Speq user to delete the meeting. You can also contact us at support@speq.bot to ask about or request deletion of content about you; we will work with the account holder to handle your request.
We use the information we collect for the following purposes and no others:
— To provide the Service: processing your audio for transcription, generating AI analysis and summaries, storing your meeting data, and managing your account.
— To manage billing: processing subscription payments, tracking usage against your plan limits, and communicating billing-related information.
— To communicate with you: responding to support requests, sending account-related notifications (such as subscription confirmations or payment failures), and providing notice of changes to our Terms or this Privacy Policy.
— To maintain and improve the Service: monitoring system performance, debugging errors, and ensuring security and availability.
— To comply with legal obligations: responding to valid legal processes and enforcing our Terms of Service.
We want to be explicit about what we will never do with your information:
— We do not sell, rent, lease, or trade your personal data or meeting content to any third party, for any reason.
— We do not use your meeting content, transcripts, audio, or any user-generated data to train, fine-tune, or improve any machine learning or artificial intelligence models, whether our own or those of any third party.
— We do not display advertisements in the Service or share your data with advertisers.
— We do not use cookies for tracking, advertising, or analytics. We use only strictly necessary session cookies for authentication and functionality.
— We do not combine your data with data from other users for profiling, analytics, or marketing purposes.
— We do not share your meeting content with other users, except within your organization as described in Sections 2.3 and 2.9: when a bot profile is connected to a project folder, the transcripts and debriefs of meetings run with that profile are automatically added to the folder and become available to its members and your organization's administrators.
We use the following categories of third-party service providers to operate the Service. These providers process your data to deliver their services to us, under their terms for business customers. We choose providers whose terms for business customers limit how they can use the data we send them.
| Provider category | Purpose | Data processed |
|---|---|---|
| Meeting bot service | Joining meeting calls to capture audio and shared screens; calendar connection and event sync | Meeting URL, bot name and chat notice, audio and screen stream (processed in transit, not stored), participant display names, calendar connection and upcoming events |
| Speech-to-text transcription | Real-time audio transcription with speaker diarization | Audio stream (processed in transit, not stored) |
| Large language model | AI advisory, summaries, debriefs, Q&A | Transcript text, summary context, document chunks, screenshots (automatic and manual) |
| Embeddings service | Search indexing of documents and meetings | Uploaded document text, auto-ingested transcripts and debriefs, and search questions (converted into search vectors) |
| Calendar provider | Displaying upcoming meetings in user dashboard | Calendar event titles, times, and meeting URLs (synchronized by the meeting bot service; not stored in our database) |
| Database and hosting | Data storage, user authentication, file storage | Account data, meeting content, uploaded documents, screenshots |
| Application hosting | Running the backend application | Application logs, connection metadata |
| Payment processing | Subscription billing and payment management | Email, payment method (handled by Stripe directly) |
| Transactional email | Sending organization invitations | Invitee email address, organization name |
| Web fonts | Displaying text on our website and application | Your IP address and browser information when a page loads fonts |
A current list of the specific service providers we use (our subprocessors), including where they process data, is available on request at support@speq.bot. We do not disclose your data to any third parties beyond the service provider categories listed above, except when required by law (see Section 9).
Your data is stored on servers located in the United States. All data transmitted between your browser and our servers is encrypted in transit using TLS (Transport Layer Security). Data at rest is encrypted using the security measures provided by our infrastructure and database providers.
We implement reasonable administrative, technical, and organizational measures to protect your data against unauthorized access, loss, destruction, or alteration. These measures include encrypted connections (WSS/HTTPS), secure authentication tokens, private file storage with time-limited access links, access controls that limit each user to their own data and the folders they have been granted, verification of incoming webhooks from our service providers, access to production systems limited to authorized personnel, and server access logs. We review and update our security practices as the Service evolves.
However, no method of transmission over the internet and no method of electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
If we become aware of a security incident that leads to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to your personal data, we will:
— act promptly to contain the incident and investigate what happened;
— notify affected users by email, and notify regulators, as required by applicable law. For organizations, we will also notify the organization's administrators;
— tell you, as far as we know at the time, what happened, what data was involved, what we have done in response, and what you can do to protect yourself.
If you believe you have found a security issue in the Service, please report it to support@speq.bot.
We retain your data for as long as your account is active or as needed to provide you with the Service. Specifically:
— Account information: retained until you request account deletion.
— Meeting content (transcripts, summaries, advisory, Q&A, manually captured screenshots): retained until you delete individual meetings or request account deletion.
— Automatic screen captures: deleted shortly after they are analyzed during the meeting.
— Bot profile documents and processed data: retained until you delete the document or request account deletion.
— Project folder documents and processed data, including auto-ingested meeting transcripts and debriefs: retained until deleted by an organization administrator, or until the folder is deleted. Deleting a meeting does not remove copies already in project folders.
— Knowledge Chat history: retained until you delete the chat or request account deletion.
— Enterprise organization data: membership and invitation records are retained for the duration of your membership in the organization. Usage tracking data is retained for billing purposes.
— Subscription and billing data: retained for the duration of your account and for a reasonable period thereafter as required for accounting, tax, and legal purposes.
— Server logs: kept for a limited time (typically about 30 days) for security and debugging purposes, then automatically deleted by our hosting provider.
— Audio data: not retained. Audio is processed in real-time transit and immediately discarded.
Regardless of where you are located, you have the following rights regarding your data:
— Access: You can access your meeting data at any time through the Service. You may request a copy of all personal data we hold about you by contacting support@speq.bot.
— Correction: You can update your account information and meeting data through the Service. For corrections we cannot make through the interface, contact support@speq.bot.
— Deletion: You can delete individual meetings through the Service (copies already added to project folders are deleted by your organization's administrator). You may request complete account and data deletion by contacting support@speq.bot. We will process deletion requests as soon as practicable and within the time required by applicable law.
— Export: You may request an export of your data by contacting support@speq.bot.
— Objection: You may object to our processing of your data at any time by contacting support@speq.bot. If you object, we may no longer be able to provide the Service to you.
We will respond to verifiable requests within the time required by applicable law.
We may disclose your information if we have a good-faith belief that such disclosure is reasonably necessary to: comply with applicable law, regulation, legal process, or enforceable governmental request; enforce our Terms of Service, including investigation of potential violations; detect, prevent, or otherwise address fraud, security, or technical issues; or protect the rights, property, or safety of epsacon LLC, our users, or the public as required or permitted by law.
If we receive a legal request for your data, we will try to notify you before disclosing it, unless we are legally prohibited from doing so or the request relates to an emergency.
The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child under 18, we will take steps to delete that information and terminate the associated account. See also Section 2 of our Terms of Service regarding age eligibility.
epsacon LLC is based in the United States. If you access the Service from outside the United States, including from the European Economic Area (EEA), United Kingdom (UK), or Switzerland, your data will be transferred to and processed in the United States.
The United States may not provide the same level of data protection as your home jurisdiction. By using the Service, you consent to the transfer of your data to the United States. We take reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy regardless of where it is processed. We may in the future rely on Standard Contractual Clauses (SCCs) or other appropriate safeguards where available to provide additional protections for international data transfers.
If you are located in the European Economic Area, United Kingdom, or Switzerland, the following additional provisions apply to you under the General Data Protection Regulation (GDPR) and equivalent UK and Swiss data protection laws.
We process your personal data on the following legal bases:
— Performance of a contract: Processing your account data, meeting content, and subscription information is necessary to provide the Service you have requested (Article 6(1)(b) GDPR).
— Legitimate interests: We process server logs and connection metadata for security monitoring, fraud prevention, and service improvement, which are our legitimate interests (Article 6(1)(f) GDPR). These interests do not override your fundamental rights given the limited nature of the data involved and the safeguards we apply.
— Legal obligation: We may process your data as necessary to comply with applicable legal obligations (Article 6(1)(c) GDPR).
— Consent: Where required by law and not covered by the bases above, we will obtain your explicit consent before processing (Article 6(1)(a) GDPR). You may withdraw consent at any time.
In addition to the rights listed in Section 8, EEA, UK, and Swiss users have the following rights:
— Right to restriction: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or when you have objected to processing pending verification.
— Right to data portability: You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit that data to another controller, where technically feasible.
— Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority in your country of residence, place of work, or place of the alleged infringement if you believe our processing of your personal data violates applicable data protection law.
— Right to withdraw consent: Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Your data is transferred to and processed in the United States. We rely on your explicit consent to these transfers, provided when you create an account and agree to these terms. Our service providers process data under their own terms for business customers. We may in the future implement Standard Contractual Clauses (SCCs) or other transfer mechanisms as appropriate.
Given the nature and scale of our operations, we have not appointed a formal Data Protection Officer. For all data protection inquiries, please contact us at support@speq.bot. We will respond to requests within the time required by applicable law.
This section applies to residents of California and of other U.S. states with consumer privacy laws (such as Colorado, Connecticut, Texas, Utah, and Virginia), to the extent those laws apply to us. It supplements the rest of this Privacy Policy.
In the past 12 months we have collected the following categories of personal information, as described in Section 2:
| Category | Examples | Source | Retention |
|---|---|---|---|
| Identifiers | Email address, account ID, IP address | You; your device | Until account deletion; IP addresses in logs up to 30 days |
| Commercial information | Plan, subscription status, usage, Stripe customer ID | You; our payment processor | Duration of your account, plus as needed for accounting and tax |
| Audio and visual information | Meeting speech (transcribed, audio not stored), shared-screen images | You and other meeting participants | Audio not retained; automatic screen captures deleted shortly after analysis; manual screenshots until you delete the meeting |
| Contents of communications | Transcripts, debriefs, Q&A, Knowledge Chat, uploaded documents | You, other meeting participants, your organization | Until you (or, for project folders, your organization) delete them, or account deletion |
| Professional information | Organization membership and role | You; your organization | Duration of membership |
| Internet activity | Server logs of requests and connections | Your device | Up to 30 days |
| Calendar information | Upcoming event titles, times, meeting links | Your calendar provider, via our meeting bot service | Held by our service provider until you disconnect; in our logs up to 30 days |
We use these categories only for the purposes in Section 3 and disclose them only to the service provider categories in Section 5, for business purposes. Meeting content may include the contents of communications, which some state laws treat as sensitive personal information. We use it only to provide the Service you requested, and not to infer characteristics about you.
We do not sell personal information and do not share it for cross-context behavioral advertising or targeted advertising, and have not done so in the past 12 months. We do not knowingly sell or share the personal information of anyone under 16. We do not use personal information for profiling that produces legal or similarly significant effects.
Subject to applicable law, you have the right to:
— Know and access the categories and specific pieces of personal information we have collected about you, its sources, purposes, and the categories of recipients;
— Delete personal information we collected from you;
— Correct inaccurate personal information;
— Data portability: receive a copy of your personal information in a portable format;
— Opt out of sale, sharing, or targeted advertising (we do none of these);
— Not be discriminated against for exercising any of these rights.
Email support@speq.bot from the email address on your account. If you write from another address, we will ask you to confirm the request from your account address so we can verify your identity. You may use an authorized agent; we will ask for proof of the agent's authority and may ask you to confirm your identity directly. We will respond within the time required by applicable law. If we deny your request, you may appeal by replying to our decision; we will respond to appeals within the time required by law, and if you remain dissatisfied you may contact your state attorney general.
California residents may also request, once a year and free of charge, information about personal information we disclosed to third parties for their own direct marketing purposes. We make no such disclosures.
We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable laws. If we make material changes, we will update the date at the top of this page and let you know by email or through a notice in the Service. Your continued use of the Service after the effective date constitutes your acceptance of the updated Privacy Policy.
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
epsacon LLC d/b/a Speq
Houston, Texas
support@speq.bot