Epocra LLC ("Epocra," "we," "us," or "our") respects your privacy and is committed to protecting your information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, applications, and related services (collectively, the "Services").

By using the Services, you agree to this Privacy Policy.

1. Information We Collect

A. Information You Provide

We may collect information you provide directly to us, including:

• Name
• Email address
• Phone number
• Account credentials
• Payment information
• Business information
• Communications you send to us

B. Call Content and Audio Data

If you use recording, transcription, or AI-powered features, we may collect and process:

• Audio recordings
• Call metadata (such as date, time, duration, and participants)
• Transcriptions
• AI-generated summaries, topics, insights, and related outputs

Voice Identification (Optional)

If you enable Voice Identification, we create a voiceprint — a mathematical representation of your voice — from audio you provide. We use it for one purpose only: to recognize which speaker in your own recordings is you, so that notes and action items are attributed to the right person.

This feature is off by default and is created only with your explicit consent.

We create voiceprints only for the account holder who consents. We do not create, store, or attempt to derive voiceprints for other participants in your calls, meetings, or recordings. Other speakers remain unidentified unless you label them yourself.

Your voiceprint is never used to train or develop AI models, is never sold or shared, and is used only within your own account.

Retention. Your voiceprint is retained while Voice Identification is enabled on your account. It is permanently deleted within 30 days of you disabling the feature, of your request to delete it, or of your account being closed — and in all cases no later than three years after your last use of the Services. To delete your voiceprint, contact us using the details below.

C. Automatically Collected Information

We may automatically collect certain information, including:

• IP address
• Device information
• Browser and operating system information
• Usage and log data
• Cookies and similar tracking technologies

D. Phone Contacts (Mobile App)

If you grant the Epocra mobile app permission to access your device's contacts, we read and copy a limited subset of contact data to your account:

• Contact name
• Phone number(s) — all numbers stored against the contact (mobile, work, home)
• Company / organization name

We do not collect contact email addresses, mailing addresses, photos, notes, birthdays, or any other field stored in your phone book.

We use this information solely to display real names instead of numbers when you place or receive calls inside the Epocra app, and to power contact-aware features (search, summaries, transcripts referencing a name). Imported contacts are stored privately and are accessible only to your account. We never share, sell, transfer, or use your contact data for marketing, advertising, or any third-party purpose.

By default, after you grant permission once, the Epocra app silently keeps your contacts in sync each time you open the app — uploading any new or changed contacts so the app can display real names for new callers without you having to re-grant permission. You can:

• Stop syncing at any time in the Epocra mobile app's Settings → Privacy → Auto-sync phone contacts (existing imported contacts remain accessible until you delete them).
• Delete individual contacts in the Contacts tab.
• Revoke device-wide access in your phone's system settings (Apps → Epocra → Permissions → Contacts).
• Permanently delete your account, which removes all imported contacts within 30 days (see Section 7).

2. How We Use Information

We may use information we collect to:

• Provide, operate, maintain, and support the Services
• Process, store, and analyze recordings, transcriptions, and related communications data using internal systems and trusted service providers to provide transcription, summarization, search, and AI-powered functionality
• Improve product performance and reliability
• Communicate with users
• Prevent fraud, abuse, or security incidents
• Comply with legal obligations
• Enforce our agreements and protect our rights

We do not sell personal information.

We do not use your call recordings, transcripts, or AI-generated summaries to train, fine-tune, or develop AI or machine learning models.

We may use de-identified or aggregated information that does not reasonably identify individuals for analytics, service improvement, and product development.

3. Legal Basis for Processing

Where required by law, we process personal information based on:

• Your consent
• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests

4. Call Recording and User Responsibility

Epocra provides tools that enable recording and processing of communications.

You are solely responsible for:

• Complying with applicable federal, state, and international recording laws
• Providing required notices
• Obtaining required consents

Epocra acts as a technology provider and does not provide legal advice regarding recording laws.

5. Data Storage and Security

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect information, including:

• Encryption in transit
• Secure cloud infrastructure
• Access controls
• Authentication measures

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Sharing and Service Providers

We may share or disclose information as necessary to provide, operate, support, and improve the Services, including with trusted service providers that process information on our behalf, such as:

• Cloud hosting providers
• AI and machine learning providers used for transcription, summarization, search, and related product functionality
• Telecommunications providers
• Payment processors
• Security, analytics, and infrastructure providers
• Professional service providers supporting our operations
• Legal authorities where required by law or to protect rights or safety

These providers may process information solely to provide services to us or on our behalf, subject to contractual or legal obligations designed to protect information.

We do not authorize service providers to use personal information for their own independent marketing purposes.

We do not sell personal information. When you join our waitlist or create an account, we may share a one-way encrypted (hashed) version of your email address with advertising platforms in order to measure the effectiveness of our advertising. We do not share your calls, recordings, transcripts, or contacts for any advertising purpose.

7. Data Retention

We retain information for as long as necessary to provide, maintain, secure, and support the Services; fulfill the purposes described in this Privacy Policy; comply with legal obligations; resolve disputes; enforce agreements; prevent fraud or abuse; and support other legitimate business, security, and operational purposes.

Retention periods may vary depending on the nature of the information, how the Services are used, user settings, technical considerations, and applicable requirements.

If you request deletion of your account, we will process that request in accordance with applicable law and our data management practices. Certain information may be retained, de-identified, aggregated, archived, or maintained where permitted for legitimate business, legal, security, backup, or operational purposes.

8. User Rights

Depending on your location, you may have rights to:

• Access your data
• Correct inaccuracies
• Request deletion
• Restrict certain processing
• Data portability, where applicable

To exercise these rights, contact us using the information below.

9. Cookies, Analytics and Tracking Technologies

We use a limited set of technologies to keep the Services working and to understand how our website is used. We do not use advertising cookies, and we do not permit third parties to track you across other websites. We measure advertising effectiveness using server-side conversion reporting, which transmits a hashed identifier only when you complete a signup. Visitors who do not sign up are never reported to any advertising platform.

A. Essential Cookies and Storage

We use cookies and browser local storage that are necessary for the Services to function — keeping you signed in, maintaining your session, remembering preferences, and protecting against fraud and abuse. These cannot be disabled without affecting core functionality.

B. First-Party Website Analytics

On our public website we record anonymous usage events — such as pages viewed and features tried in our interactive product preview — together with your IP address, the referring website, and the page on which you arrived. This information is collected directly by us, stored on our own servers, and is not linked to your name or account. We use it solely to understand which parts of our website are useful and to improve them.

C. Google Analytics

We use Google Analytics 4, a web analytics service provided by Google LLC, to help us understand website traffic and usage patterns. Google Analytics uses cookies and similar identifiers and may collect your IP address, device and browser information, referring pages, and your interactions with our website. This information is processed by Google in accordance with Google’s Privacy Policy. We use Google Analytics for measurement purposes only; we do not use it for advertising personalization or remarketing.

D. Your Choices

You may adjust your browser settings to block or delete cookies, though essential cookies are required for the Services to function. You can opt out of Google Analytics specifically by installing Google’s opt-out browser add-on.

E. Your Calls Are Never Used for Analytics

The analytics described in this section apply to our website and application usage only. Your call recordings, transcripts, and AI-generated summaries are never shared with analytics providers and are never used for advertising.

10. Third-Party Services

Our Services may integrate with third-party services or platforms, including telecommunications, CRM, payment, and web analytics providers. Their privacy practices are governed by their own policies, and we are not responsible for those third-party practices.

11. Children’s Privacy

The Services are intended only for individuals 18 years of age or older and are not directed to children. We do not knowingly collect personal information from individuals under 18.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be posted with a revised effective date, and where required by law we will provide additional notice.

13. Contact Us