Privacy Policy

Last updated: April 29, 2026

This Privacy Policy explains how Azcom Systems (“Azcom”, “we”, “us”, or “our”) collects, uses, shares, and protects personal information when you use our websites, products, applications, and services (the “Services”). It applies to individuals who interact with the Services directly. Where Azcom processes personal information on behalf of an organisation customer, that customer is the controller and their privacy notice governs.

1. Information We Collect

  • Account information. Name, email, password (hashed), organisation, role, and app entitlements you provide when registering.
  • Customer Content. Files, recordings, transcripts, prompts, and outputs you submit to or generate with the Services.
  • Usage data. Device, browser, IP address, log data, feature usage, and diagnostic information collected automatically when you use the Services.
  • Billing information. If you purchase a paid plan, our payment provider collects payment details. We receive limited transaction metadata, not full card numbers.
  • Communications. Messages you send to support and feedback you submit.

2. How We Use Information

  • to provide, operate, and maintain the Services;
  • to authenticate users, secure accounts, and prevent fraud or abuse;
  • to process transcription, summarisation, and other AI tasks you request;
  • to communicate with you about updates, security alerts, and support;
  • to improve the Services, including diagnosing issues and analysing aggregate usage;
  • to comply with legal obligations and enforce our terms.

3. AI Processing

Some Services use third-party AI providers to process inputs and generate output. We do not use Customer Content to train foundation models without your consent, and we contract with providers who commit to similar restrictions. Aggregated, de-identified data may be used to improve service reliability and quality.

4. How We Share Information

  • Service providers who host infrastructure, process payments, send email, or provide AI/transcription capabilities, under contractual confidentiality and security obligations.
  • Your organisation. If you use the Services through an organisation account, administrators may access your account information, app usage, and Customer Content.
  • Legal and safety. When required by law, regulation, legal process, or to protect the rights, property, or safety of Azcom, our users, or others.
  • Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.

We do not sell personal information.

5. Data Retention

We retain personal information for as long as your account is active or as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. You may delete Customer Content from within the Services; backups are purged on a rolling schedule.

6. Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and audit logging. No system is completely secure; please use a strong unique password and notify us of any suspected compromise.

7. International Transfers

Your information may be processed in countries other than your own, including where our service providers operate. Where required, we use appropriate safeguards (such as standard contractual clauses) to protect transferred data.

8. Your Rights

Depending on your jurisdiction (including under POPIA in South Africa, the GDPR in the EEA/UK, and similar laws elsewhere), you may have the right to access, correct, delete, restrict, or object to processing of your personal information, and to data portability. To exercise these rights, contact us using the details below. You may also lodge a complaint with your local supervisory authority.

9. Cookies & Similar Technologies

We use cookies and similar technologies to keep you signed in, remember preferences, and measure usage. You can control cookies through your browser settings; disabling some cookies may impact functionality.

10. Children

The Services are not directed to children under 16, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us so we can take appropriate action.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email or through the Services. The “Last updated” date at the top reflects the most recent revision.

12. Contact

For privacy questions or to exercise your rights, reach us via our contact page.

See also our Terms of Service.