Privacy Policy

In short: we collect what we need to run the service: your account, the recordings you upload and what we make from them, and records of how the service is used. We don’t sell your data or use it for advertising. You can ask for a copy or have it deleted at any time.

Who we are

Amity Results is run by Amity Results Inc., a company based in Alberta, Canada (address: registered address). In this policy, “we” and “us” mean Amity Results Inc.

When you use Amity Results for your own work, we decide how your account information is used, so we are its controller. When an organisation uses Amity Results and uploads recordings about other people, that organisation decides what is recorded and why. For that content we act on the organisation’s behalf, as its processor, under our data processing agreement.

Our privacy officer is name. You can reach them at privacy@amityresults.com.

What we collect

Your account

Your first and last name and email address.
Your password, stored only as a one-way hash we can’t read back.
If you sign in with Google or Microsoft: the ID that service gives your account, the email address it shares with us, whether it has verified that email, your Microsoft organisation ID (work and school accounts) and a link to your profile picture. We never receive your Google or Microsoft password.
If you turn on two-step verification: the secret key your authenticator app uses and your recovery codes, both encrypted.
Your settings, such as email preferences, the profanity filter and which product tours you’ve seen.
Your plan, your transcription hours and how much storage you use.

What you upload and what we make from it

The recordings and images you upload, and their file names.
What we create from them: transcripts, speaker names, summaries, chapters, tags, subtitles, translations, thumbnails, previews and exports.
Notes you add to a transcript.
Folders, who you’ve invited to them and with which role, and the email addresses of people you invite.

Each time you sign in we record the date and time, your IP address, your browser and device (the “user agent”), how you signed in, and an approximate location worked out from your IP address: country, region, city, postal code, time zone, approximate coordinates, internet provider, and whether the address belongs to a mobile network, proxy or hosting company. We use this to spot sign-ins that don’t look like you.

Activity and usage

A history of what happens in each folder: invites, accepted invites, role changes, ownership transfers and people leaving; files uploaded, opened, downloaded, exported, moved, deleted and restored; and API keys, webhooks and integrations added, used or removed. Each entry records who did it and when, the IP address and browser it came from, and the approximate city of their signed-in device. A folder’s owner sees everyone’s entries but never their IP addresses; everyone else sees only their own.
How much each recording used in transcription hours and storage, and what each processing step cost us.
If you use our API: which endpoint was called, when, the result and how long it took. If you use webhooks: each delivery attempt and the response your server gave.

Services you connect

If you connect Google Drive, YouTube, Dropbox, Microsoft OneDrive or SharePoint, or Slack, we store the name of the connected account, the permissions you granted and the access keys that service gave us (encrypted). We use them only to do what you set up, such as importing new recordings from a folder or posting a summary to a channel. For Microsoft Teams and Discord we store the web address you paste in, encrypted.

When you contact us

If you request access, we keep your name, email address, company, roughly how much you record, how you heard about us and anything you tell us. If you email us, we keep the conversation.

Cookies

The app uses only the cookies it needs to work: one that keeps you signed in, one that protects forms against forgery, one that remembers you if you tick “Remember me”, one that remembers a trusted device for two-step verification, and one that remembers which sign-in button you used last. Your light or dark theme is stored in your browser. We don’t use advertising or analytics cookies.

This website sets no cookies. It loads its fonts from Google Fonts, and the app loads its fonts from Bunny Fonts, so your browser shares your IP address with those services when a page loads.

How we use it

We use your information to:

Run the service for you: store your recordings, transcribe and translate them, show them to the people you share them with, and send the emails the service needs (invites, sign-in codes, usage warnings). This is necessary to perform our contract with you.
Keep accounts secure: check sign-ins, detect abuse and investigate problems. This is in our legitimate interest, and yours.
Bill fairly: count transcription hours and storage against the right plan. This is necessary for our contract and to meet our tax obligations.
Improve Amity Results: understand which features are used and where processing fails, using usage records rather than the content of your recordings. This is in our legitimate interest.
Meet legal obligations, such as keeping billing records or answering a valid legal request.

Under Canadian privacy law (PIPEDA and Alberta’s PIPA), we rely on your consent, given when you create an account and as described in this policy. You can withdraw it at any time by deleting your account, though we may then be unable to provide the service.

AI and your recordings

To turn a recording into a transcript, Amity Results sends its audio to AssemblyAI, which converts speech to text and labels the speakers. AssemblyAI stores the uploaded audio and the transcript on its side until we delete them.

To write summaries, chapters, tags and translations, we send the transcript text through AssemblyAI’s LLM Gateway to large language models from Anthropic (Claude) and Google (Gemini). If an AI translation fails, the subtitle text is sent to Google Cloud Translation instead.

We don’t use your recordings or transcripts to train AI models ourselves. Whether each provider may use content to improve its own models, and how long each keeps it, is listed provider by provider on our subprocessors page, with the date we last checked.

Transcripts, summaries and translations are produced by machines and can be wrong. Check anything important against the recording.

The people you share with. Members of a folder see its recordings, transcripts and notes according to their role.
Our service providers (“subprocessors”), who host, transcribe, translate, email and secure the service for us. They may only use the data to provide their service to us. The full list, with what each one receives and where, is on our subprocessors page.
Services you connect. When you connect an integration, we send it what you asked us to, such as a summary posted to a Slack channel.
When the law requires it. We disclose information only when we must, and we tell you first unless we’re legally prevented from doing so.
If the business changes hands. If Amity Results is sold or merged, your information would move to the new owner under this policy, and we’d tell you first.

We don’t sell your personal information, and we don’t share it for advertising.

Where your data is stored

Our servers and database run at Hetzner in data centre location. Recordings and exports are stored in Cloudflare R2 in R2 location. Some of our providers, including AssemblyAI, process data in the United States.

When data leaves Canada, the European Economic Area or the United Kingdom, we protect it with contracts that require the same level of protection, such as the European Commission’s Standard Contractual Clauses and the UK’s International Data Transfer Addendum.

How long we keep it

Your account: while it’s open. When you delete your account, we lock it and keep it for 14 days in case you change your mind, then delete it and everything in it. Files you added to folders other people own stay in those folders, and their activity shows “Deleted user” instead of your name.
Recordings, transcripts, subtitles and notes: until you or the folder owner delete them, or until a folder’s retention setting removes them. A folder owner can choose how long recordings are kept, and whether to delete only the audio and video and keep the transcript. Deleted items stay in the trash for 30 days, then we delete them for good, from our storage and from AssemblyAI.
Backups: deleted data disappears from our backups within 30 days.
Sign-in records: while your account is open. They’re deleted with your account.
Folder activity: 12 months, then we delete it.
API request records: 90 days. Webhook delivery records: 30 days.
Data exports you request: 7 days (#297), then the file is deleted.
Billing records (hours used and payments): 6 years, because tax law requires it. When you delete your account, these are kept without your name or email.

Your rights

Wherever you live, you can ask us to:

give you a copy of your information, in a format you can take elsewhere;
correct anything that’s wrong;
delete your information;
stop or limit how we use it, or object to a use based on our legitimate interests;
withdraw your consent, where we rely on it.

You can change most account details yourself under Profile. For anything else, email privacy@amityresults.com. We’ll confirm it’s you, then answer within 30 days.

If your recording was uploaded by an organisation that uses Amity Results, contact that organisation first: it decides what happens to it. We’ll help it answer you.

If you’re not happy with our answer, you can complain to the Office of the Information and Privacy Commissioner of Alberta, the Office of the Privacy Commissioner of Canada, or, in Europe or the UK, your local data protection authority or the ICO.

Security

We encrypt data in transit, hash passwords, encrypt the keys connected services give us, and offer two-step verification. Our security page explains how we protect your data and how to report a problem.

Children

Amity Results is a tool for work and isn’t meant for anyone under 16. We don’t knowingly collect information about children. If you think a child has given us information, email us and we’ll delete it.

Changes to this policy

If we make an important change, we’ll email account owners and show a notice in the app before it takes effect. The date at the top of this page always shows the latest version.

Contact us

Email privacy@amityresults.com, or write to Amity Results Inc., registered address, Alberta, Canada.