Privacy for Echo.

1. About this policy

Echo is a meeting assistant provided by Pinnable HK Limited (“we”, “us”, or “our”). This policy covers:

• The Echo website — our public website, including the optional analytics described in section 18.
• The Echo mobile apps — the iOS and Android applications used to capture or import in-person meeting audio, create transcripts and notes, prepare for meetings, and ask questions about saved meeting context.
• The Echo desktop app — the application you install on your Mac or Windows computer to capture, transcribe, and take notes on your meetings.
• Echo’s agent — the assistant in the apps that works on what you ask: it answers from your meetings, searches the web, makes files, and can act in apps you connect once you approve.

It explains what each part collects, why, how long it is kept, and the strict limits on how your data is ever used. Your use of Echo is also governed by the Echo terms.

2. Your account

Using Echo requires an account, which is managed through our authentication provider. You can sign in with Google, with Apple on iPhone, or with a code sent to your email. For your account we hold:

• Identity: your email address, the name your sign-in provider shares, and a unique account identifier.
• Sign-in metadata: authentication timestamps and session tokens needed to keep you signed in securely.
• App settings: your preferences and configuration for the app, including the work type you choose, such as Recruiting.
• Organization: if you create or join an organization, your membership, role and teams.
• Usage: records of how much of your daily allowance you have used.

We use this only to authenticate you, keep your account secure, run the features you use, and associate your meeting data with you. We do not use your account details for advertising.

3. Meeting data: audio, transcripts, and notes

When you run or upload a session, Echo processes:

• Audio: microphone and system audio captured during a meeting, used to produce a transcript. Recording is on by default; in Settings you can keep recordings, have them deleted once the transcript is confirmed, or turn recording off.
• Transcripts: the text transcription of the meeting, including speaker labels.
• Notes and outputs: summaries, notes, and other artifacts Echo generates from the transcript.
• Who is speaking: in Google Meet, Microsoft Teams and Zoom, the desktop app reads participant names and who is speaking from the meeting app’s window, using your computer’s accessibility features, to label speakers in your transcript and to notice when a meeting starts.

This data is processed solely to create your own session records — the transcript, notes, and live assistance you see in the app. To produce these outputs your meeting data is processed by the providers described below under contract solely to deliver the service. We do not sell your data, use it for advertising, or permit processors to use it to train generalized AI models.

You may also attach optional files to a saved meeting, such as photos, PDFs, or text files. These attachments are owner-private, are uploaded through authenticated requests, and are stored in private cloud object storage with metadata that links them to your meeting. If the app is offline, it may keep app-private local copies until it can upload them. Photos selected in the iOS app are re-encoded before upload to remove image metadata. Attachments are not automatically sent to AI providers, included in Ask Echo context, or shared with exported meeting notes.

What is sent and to whom:

• Speech-to-text: microphone audio or an imported recording is sent to a speech-to-text provider to produce a transcript. Echo uses the configured provider and may use another as a reliability fallback.
• AI notes, briefs, and answers: transcripts and speaker labels, meeting titles, participant names, relevant calendar-event details, and questions you ask may be sent to the AI model provider selected for that task, directly or through a model gateway.
• Context retrieval: your Echo account identifier and meeting text may be sent to an AI provider to create numerical embeddings that help Echo retrieve the relevant meeting context for your own notes, briefs, and answers.
• Cloud processing and storage: our cloud providers run authentication, the database, private file storage and access controls, metadata, server-side functions, and Echo’s agent.

Mobile AI permission: before Echo mobile sends personal meeting data for any of these AI features, the app shows the data categories, names the recipients, and asks you to allow the processing. If you choose “Not now,” Echo does not start new AI transcription, notes, imports, briefs, or Ask Echo processing. You can grant or withdraw this permission in Settings. Withdrawing applies to future processing and does not itself delete data already saved in your account; you can delete that data or your account separately.

4. Echo’s agent

When you ask Echo to do something, it works from your meetings and memory, the files you attach, and the apps you connect. Depending on what you ask, it may:

• Search the web, sending your search terms to a web-search provider.
• Find candidates and companies, if your account has the Recruiting work type: your search criteria go to people-search and company-data providers, and Echo receives public profile and company information in return.
• Make files, such as PDF, Word, Excel, or PowerPoint documents. Files are private to your organization, and their download links expire after a day.
• Act in apps you connect, only after you approve each action. For most apps, the sign-in is held by our connected-apps provider rather than by Echo; where Echo holds a sign-in itself, it is stored with an extra layer of encryption. Disconnecting an app removes Echo’s access; to withdraw the app’s own authorization, revoke it in that app’s security settings.

Echo’s agent keeps its own conversation history and working notes, separate from your meeting records.

5. People and companies

Echo builds records of the people and companies in your meetings: facts drawn from what was said, each with the sentence it came from, and the commitments made on either side. You can edit or move a fact, or have Echo forget a fact or a person, at any time.

6. Calendar integrations (read-only)

If you connect your Google account, Echo requests the https://www.googleapis.com/auth/calendar.readonly scope. This grants read-only access to your Google Calendar. If you connect Outlook, Echo requests read-only access to your calendars (Calendars.Read). On a Mac, Echo can also read the calendars in Apple’s Calendar app, with your permission.

What Echo reads: your calendar list and your calendar events — including event titles, times, and attendees — for upcoming and recent meetings.

Why: so Echo can show your upcoming meetings, prepare pre-call context before a call starts, accurately label and link each session to the right meeting, and answer questions about your schedule when you ask.

• Read-only, always. Through its calendar connection, Echo never creates, edits, moves, or deletes calendar events. The read-only scopes make write access technically impossible. If you also connect a calendar as one of your apps (section 4), Echo changes events there only after you approve each action.
• Used only for the features you enabled. Calendar data is used only to power the in-app calendar, session-preparation features, and answers described above.
• Where it lives. Your calendar is cached locally on your device so Echo can operate, and the sign-in for a connected calendar is stored on our servers with an extra layer of encryption. When you start or prepare a specific session, the details of that meeting may be processed in the cloud to produce notes and pre-call context.
• Not used to train AI, not sold, not for ads. Google Calendar data is never used to train generalized AI models, never sold, and never used for advertising.
• Revocable any time. You can disconnect a calendar inside Echo, or revoke Google access from your Google Account permissions page, at which point Echo stops reading your calendar.

7. Limited Use of Google data

Echo’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, Echo does not, with respect to data obtained through Google APIs:

• transfer or sell that data to third parties for advertising, resale, or other purposes;
• use that data to serve advertisements;
• use that data to train or improve generalized AI or machine-learning models; and
• allow humans to read that data unless we have your consent for a specific purpose, it is necessary for security or to comply with applicable law, or the data has been aggregated and anonymized.

8. Analytics

The desktop app sends usage analytics, session replays with on-screen text masked, and crash reports to our analytics and error-monitoring providers, so we can see what is used and fix problems. These are linked to your account. You can turn them off in Settings.

9. What Echo never does

• Never sells your data. We do not sell or rent your account, meeting, or calendar data to anyone.
• No advertising. Echo runs no ads and does not use your data for ad targeting.
• No training on your Google data. Data obtained through Google APIs is never used to train generalized AI models.
• No data brokering. We do not sell your data or give it to data brokers for their own use.

10. How we share data

We share data only in these limited cases:

• Processing providers: our providers for cloud hosting and storage (authentication, database, file storage, server-side functions, and Echo’s agent); speech-to-text; AI models, directly or through a model gateway, and context-retrieval embeddings; web search; people-search and company data, for Recruiting searches; connected apps, which hold your apps’ sign-ins and carry out the actions you approve; email delivery; and analytics and error monitoring. They process only the data needed to deliver Echo under contractual and data-protection obligations that provide the same or equivalent protection described in this policy. They may not use Echo meeting data for their own advertising or generalized-model training. A list of the providers we use is available on request at privacy@skillflo.ai.
• People you share with: a meeting is yours until it is shared. You choose who gets the notes, the transcript, or the right to ask Echo about it, and you can take it back. If your organization turns on default sharing, your meetings are shared with your teams and managers, and you can mark any meeting Private. Organization admins can see the organization’s members and their activity.
• Connected integrations you enable: where you explicitly link a session to another product (for example, linking a session to your recruiting workspace), only the data required for that link, and only with your action.
• Legal requirements: where disclosure is required by law or necessary to protect rights, safety, or the integrity of the service.

11. Data retention

Your meeting data — audio, transcripts, notes, and meeting attachments — is retained so you can access your sessions in the app, and is kept until you delete it or close your account. Recordings are kept or deleted according to your recording setting. A deleted meeting waits in trash for 30 days, or is removed immediately if you choose. Deleting an attachment removes access to it immediately; the underlying storage object may be deleted asynchronously. Attachment download links are short-lived signed URLs that expire within five minutes. Permanent meeting deletion and account deletion also clean up associated attachments. Deleting your account starts a 30-day grace period in which you can restore it; after that, your account and its meetings are permanently deleted. Deleting a conversation with Echo’s agent removes it from your list. Account data is retained until account deletion or as required for legal, contractual, or security purposes. Calendar data is read on demand to power live features; we do not build a separate long-term copy of your calendar beyond the local cache needed to operate those features, and connecting access does not extend retention of meeting content.

12. Your rights

Depending on where you live, you may have the right to:

• Access a copy of the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your sessions or your account and associated data.
• Export your data in a portable format.
• Restrict or object to how we process your data.
• Withdraw consent, including mobile AI processing permission, calendar access, and desktop analytics, at any time in Echo Settings.
• Complain to your data protection authority.

You can delete sessions and disconnect integrations inside the app, or email privacy@skillflo.ai with the subject “Privacy Request” to exercise any of these rights.

13. Where your data is processed

Your account and meetings are stored in the United States, and some processing happens in other countries where our providers operate, including in the European Union.

14. Children

Echo is for people aged 18 and over. We do not knowingly collect data from children.

15. Security

We use technical and organizational safeguards designed to protect your data, including encryption in transit and at rest, row-level security that scopes your data to your account and workspace, access controls, and short-lived credentials for provider access. No provider keys are stored in the desktop app itself. How Echo protects your data has more.

16. Changes to this policy

We may update this policy as Echo evolves. Material changes will be reflected here with an updated “Last updated” date.

17. Contact

Questions about this policy, or to exercise your rights: privacy@skillflo.ai. Echo is provided by Pinnable HK Limited. See also the Echo terms.

18. Website cookies and analytics

Website analytics is optional and off by default. When website analytics is enabled, we use PostHog and Google Analytics only after you choose Accept analytics. Our legal basis for optional website analytics is your consent. Rejecting analytics does not affect your access to the website. If your browser sends Global Privacy Control or Do Not Track, analytics stays off unless you choose Accept analytics on this website.

With your permission, we collect limited website usage information: the pages you visit; the campaign labels (utm_ parameters) of the link you followed to this website; which download you choose (the platform, the part of the page, and on the Pricing page the plan and its displayed monthly USD price); when you request a walkthrough; browser and device information, including language and time zone; and the referring domain. Some links carry an Echo activation code as one of their campaign labels. We use it to count the visits and downloads that came from that link alongside how often the code was activated in Echo. Google Analytics also records how long you spend on each page, how far you scroll, and an approximate location, such as your city and country, that Google derives from your IP address. Google says Google Analytics does not log or store IP addresses. We do not collect form contents, use session recordings, identify you through an account profile, or use website analytics for advertising, and Google signals and ad personalization are off. We configure PostHog to discard visitor IP addresses and skip IP-based location enrichment for these website events. PostHog processes this website analytics in the United States. Google transfers it to the United States and may process it in its data centers in other countries.

PostHog keeps its analytics state in your browser’s session storage for the current tab, under keys beginning ph_, instead of setting an analytics cookie. It holds a random identifier, the current session and details of how you arrived, such as the link’s campaign labels, so the pages you view in that tab count as one visit. A new tab starts with a new identifier, though a duplicated or restored tab keeps the one it had. Choosing Reject analytics deletes this state. If session storage is unavailable, PostHog’s state stays in memory for the current page. Google Analytics sets two first-party cookies, _ga and one whose name begins _ga_, which hold a random identifier and the current session. They expire 180 days, about six months, after your most recent visit, and choosing Reject analytics deletes them. We store your explicit consent choice in your browser’s local storage under echo-cookie-consent for six months so we can respect your preference. PostHog may also store a local preference under a key beginning __ph_opt_in_out_ to enforce your analytics choice. These preferences are separate from analytics identifiers. If your browser blocks storage, your choice applies only to the current page and analytics starts off again on the next visit.

You can change your choice at any time using Cookie settings in the website footer. Choosing Reject analytics stops future website analytics collection; it does not automatically delete data already collected. Google Analytics deletes event-level data, which is linked to its cookie identifier, after 14 months; its aggregated reports, which do not identify you, are not subject to that limit. To request access or deletion, or ask about analytics retention, email privacy@skillflo.ai.