AI Secretary is developed and operated by E-Soft JSC (“E-Soft”, “we”, “our”, or “us”).

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information AI Secretary may process, how the information is used, and the choices available to users.

1. Scope

This Privacy Policy applies to the AI Secretary mobile application and related online services provided by E-Soft.

AI Secretary provides productivity features including:

• Schedule and task management

• Voice-based schedule creation

• Reminders and recurring schedules

• AI assistant functions

• Meeting audio recording

• Speech-to-text processing

• AI-generated meeting summaries

• Calendar synchronization

• Online account services

Some functions operate entirely on the user's device, while certain online and AI-powered features require communication with our servers or service providers.

2. Information Stored Locally on the Device

AI Secretary allows users to create a local profile.

Local information may include:

• Username

• Name

• Assistant greeting preferences

• Application configuration

• Locally created schedules and tasks

• User preferences

Where these features are used only in local mode, this information is stored on the user's device and is not transmitted to our servers.

Users may delete locally stored information from the application settings.

3. Online Account Information

Certain features, including Meeting Secretary and other online services, may require an online account.

When users create or use an online account, we may process information such as:

• Account identifier

• Username

• Name

• Email address, if provided

• Authentication information

• Account configuration and preferences

Passwords are used only for authentication and should be stored and processed using appropriate security protections.

We use account information to:

• Authenticate users

• Provide online functionality

• Maintain account settings

• Secure user accounts

• Provide technical support

4. Schedule and Task Information

Users may provide task and schedule information including:

• Task titles

• Descriptions

• Dates and times

• Locations entered by the user

• Task priorities

• Reminder settings

• Recurrence settings

Schedule information stored locally remains on the device unless an online feature explicitly requires transmission to a server.

We do not use schedule or task information for advertising purposes.

5. Voice Commands

AI Secretary allows users to interact with the application using voice commands.

When a voice-enabled feature is used, microphone access is activated only after the user grants permission.

Voice data may be processed for purposes such as:

• Converting speech into text

• Understanding commands

• Creating schedules

• Performing assistant actions requested by the user

Voice information is used only to provide the requested functionality.

We do not use voice recordings for advertising or cross-application user tracking.

6. Meeting Secretary

AI Secretary includes a Meeting Secretary feature that allows users to record meetings.

When the user explicitly chooses to process a recording with AI, audio content may be transmitted securely to our server or authorized service providers in order to:

• Process the audio

• Convert speech into text

• Generate meeting transcripts

• Generate AI-based summaries

• Extract meeting-related information requested by the user

Meeting content is processed solely to provide the service requested by the user.

Users should ensure that they have the appropriate permission from meeting participants before recording conversations or meetings.

7. AI Processing

Certain AI Secretary features may use artificial intelligence services to process information submitted by users.

Depending on the feature, information processed may include:

• Voice commands

• Text instructions

• Task descriptions

• Meeting transcripts

• Meeting recordings

• Other content intentionally submitted by the user

Information submitted to AI processing services is used for providing the requested application functionality.

E-Soft does not sell this information or use it for cross-application advertising tracking.

Where third-party infrastructure or AI processing providers are used, they are required to process information for service delivery purposes subject to applicable agreements and security requirements.

8. Calendar Access

AI Secretary may request access to the device calendar when the user enables calendar synchronization.

Calendar access is used solely to provide functionality requested by the user, such as synchronizing schedules or events.

AI Secretary does not use calendar information for advertising or tracking purposes.

Users can revoke calendar access at any time through the device's system settings.

9. Microphone Access

Microphone permission is required for features including:

• Voice commands

• Voice-based schedule creation

• Meeting recording

AI Secretary accesses the microphone only when required for a feature initiated by the user.

Microphone access can be disabled at any time through the device's privacy settings.

10. Location and Weather Information

AI Secretary may display local weather information.

If location information is required for this feature, the application will request the appropriate system permission before accessing the device location.

Location information is used only to provide location-related functionality such as local weather information.

We do not use location information for advertising or cross-application tracking.

11. Notifications

AI Secretary may request permission to send notifications in order to provide:

• Schedule reminders

• Task notifications

• Upcoming event notifications

• Urgent schedule reminders

Users may disable notifications at any time through the device settings.

12. Data We Do Not Sell

E-Soft does not sell users' personal information.

We do not sell or rent:

• Names

• Email addresses

• Voice recordings

• Meeting recordings

• Meeting transcripts

• Schedule information

• Task information

• Location information

to advertising networks or data brokers.

13. Tracking

AI Secretary does not use user or device data to track users across applications or websites owned by other companies for advertising or advertising measurement purposes.

AI Secretary does not share user information with data brokers for tracking purposes.

We do not use the Apple advertising identifier (IDFA) for behavioral advertising or cross-application tracking.

14. Third-Party Service Providers

AI Secretary may rely on service providers for technical functions such as:

• Cloud infrastructure

• Speech-to-text processing

• Artificial intelligence processing

• Application diagnostics

• Weather services

These providers may process limited information necessary to perform services on our behalf.

We require service providers to handle information according to applicable privacy and security requirements.

15. Data Security

We implement reasonable administrative, technical, and organizational measures designed to protect user information against unauthorized:

• Access

• Disclosure

• Modification

• Loss

• Misuse

Network communications involving online services should use encrypted connections such as HTTPS/TLS.

However, no information system can guarantee absolute security.

16. Data Retention

Local data remains on the user's device until:

• The user deletes the data,

• The application is removed, or

• The operating system removes application data.

Online account information and associated service data are retained only as long as reasonably necessary to provide the service, comply with legal obligations, resolve disputes, or maintain system security.

Where available, users may delete their online account directly through the application.

17. Account and Data Deletion

AI Secretary provides users with options to manage their information.

Local Account

Users can select Delete Local Data from the application settings to remove locally stored application data.

Online Account

Users can select Delete Account from the application settings.

Deleting an online account permanently disables that account and initiates deletion of associated account information according to applicable retention requirements.

18. Children's Privacy

AI Secretary is intended as a productivity application and is not specifically directed toward children.

We do not knowingly collect personal information from children in violation of applicable laws.

19. User Privacy Choices

Users can control application permissions through iOS Settings, including:

• Microphone

• Location

• Notifications

• Calendar access

Users may also delete their local data or online account through AI Secretary where these options are available.

20. Changes to This Privacy Policy

We may update this Privacy Policy when:

• Application features change

• Data processing practices change

• Legal or regulatory requirements change

The updated Privacy Policy will include a revised “Last Updated” date.

21. Contact Us

For questions regarding this Privacy Policy or the processing of personal information, please contact:

E-Soft JSC

Website: https://e-software.vn

Users may contact E-Soft through the contact information published on our official website.

AI Secretary does not sell personal information and does not use personal information for cross-app or cross-website advertising tracking.