Privacy Policy

1. Overview

SaidText Enterprise ("SaidText", "we", "us") is a governed voice-in / record-out platform designed for multi-site US industrial operations. This Privacy Policy explains how we collect, process, store, and protect information when you use our platform. We are committed to transparency and to safeguarding the data our enterprise customers entrust to us.

2. Data We Collect

We collect the following categories of data:

• Voice Input: Audio captured during ticket creation. Audio is processed in real time and is automatically deleted at ticket close. Only structured text records are retained.
• Structured Records: Text-based tickets, work orders, and operational records generated from voice input, including metadata such as timestamps, location tags, and classification labels.
• Account Information: Name, email, and organizational affiliation for users invited to your account.
• Usage Analytics: Aggregated, anonymized platform usage metrics to improve service quality. We do not track individual user behavior for advertising.

3. Audio Retention & Deletion

SaidText does not store raw audio beyond the active processing session. Audio is streamed, transcribed, and classified in real time. Once the corresponding ticket or record is closed, the audio buffer is permanently purged. Only the resulting text-based record is retained according to the customer's configurable retention policy. Customers may set retention periods ranging from 30 days to 7 years depending on regulatory and operational needs.

4. Access Controls

Access is limited to invited users. Accounts are scoped by site and team, so people only work with the records relevant to their operation. Administrative actions, such as adding or removing a user, are recorded in the audit log.

5. Encryption & Infrastructure

All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption. Infrastructure is hosted on SOC 2-audited cloud providers with data residency options within the United States. We maintain strict network segmentation, least-privilege access principles, and regular third-party penetration testing. SaidText's own SOC 2 Type II framework is currently in progress.

6. Audit Logging

Every action within the SaidText platform is recorded in an audit log designed to be tamper-resistant. This includes record creation, edits, status changes, escalations, exports, and administrative actions such as role changes or policy modifications. Audit logs are available to Global Admins and can be exported for external compliance review or legal discovery.

7. Data Portability

SaidText does not send customer data into third-party operational systems. Records can be exported to CSV and PDF, and an API is available on eligible plans. Exports are initiated by the customer and delivered to a destination the customer controls, so no raw audio or personal information is shared with any third party through the platform.

8. Data Sharing & Third Parties

SaidText does not sell, rent, or share customer data for advertising or marketing purposes. We may share data only in the following circumstances: (a) as directed by the customer through an export or API request; (b) with sub-processors necessary to deliver the service, bound by Data Processing Agreements; (c) as required by law, subpoena, or valid legal process.

9. Customer Rights

Enterprise customers retain full ownership of their operational data. Customers may request data export, correction, or deletion at any time by contacting their account representative or emailing privacy@saidtext.com. Upon contract termination, all customer data is purged within 30 days unless a longer retention period is contractually agreed.

10. Contact

For privacy-related inquiries, contact us at privacy@saidtext.com.