Privacy Policy – Motakalim

Effective date: September 30, 2025

Welcome to Motakalim (“Motakalim”, “we”, “us”, “our”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our websites (motakalim.com), web or mobile apps (including app.motakalim.com), and related services (together, the “Services”).

If you do not agree with this policy, please do not use the Services.

1) Who We Are & How to Contact Us

Data Controller (SaaS plans): Motakalim, operating the Services available at motakalim.com and app.motakalim.com.
Contact: [privacy@motakalim.com] (replace with your address)
Postal address: [Company/Owner legal name], [Street], [City, Country]

For customers of the “Use It In Your Drive” plan, see Section 8 for special data roles.

2) Scope

This policy covers personal information processed when you:

visit our website(s);
create an account or authenticate (e.g., via email/password or Google);
interact with the app by voice or text (messages, audio, transcripts, attachments);
purchase a subscription or license;
contact support or participate in surveys/betas.

3) Information We Collect

a) Account & Profile

Name, display name, email, preferred language, password hash (never your raw password), timezone, role/plan.
Authentication events and status (e.g., email verified, last login).

b) Conversation Content

Text: messages you send and receive.
Voice: microphone audio streamed to speech services; transcripts and timing metadata.
Attachments: optional files or images you upload for analysis.

You can delete conversation threads inside the app where supported; see Section 10.

c) Usage & Device

IP address, device/OS, browser type/version, app version, referral URLs, session IDs, page/app interactions, crash logs.

d) Cookies & Similar Tech

Necessary cookies (security, session), analytics/diagnostics, preference cookies, and—if enabled—marketing/attribution.
Manage choices in our Cookie Settings link or your browser (see Section 11).

e) Payments & Billing

If you purchase via third-party processors (e.g., Stripe or Gumroad), they receive billing details (cardholder data, address, tax info). We receive limited records (e.g., last 4 digits, status, amount, timestamps) but not full card numbers.

f) Support & Communications

Messages you send to support, email preferences, and feedback form content.

4) Why We Use Your Information (Purposes & Legal Bases)

We process personal information for:

Provide the Services (create accounts, run conversations, generate responses, process speech, store transcripts).
- Legal basis: Contract performance; Legitimate interests.
Personalize & improve (suggest topics, adapt level, measure accuracy/latency, fix bugs).
- Legal basis: Legitimate interests; Consent (where required).
Security & abuse prevention (authentication, fraud/spam prevention, rate limiting).
- Legal basis: Legitimate interests; Legal obligations.
Payments & subscriptions (billing, invoicing, receipts).
- Legal basis: Contract performance; Legal obligations.
Communications (service emails, product updates, optional marketing).
- Legal basis: Legitimate interests; Consent (opt-in where required). You can unsubscribe at any time.
Compliance (tax, accounting, regulatory requests).
- Legal basis: Legal obligations.

5) AI & Voice Processing Specifics

Model Providers. To generate responses, conversation content may be sent to one or more AI model providers (and speech-to-text/voice services). We configure providers not to use your data for training whenever such settings are available.
Temporary Audio. Live audio is processed for transcription; raw streams are typically ephemeral. If you enable “save transcripts,” text may be stored in your account until you delete it (see Section 10).
Evaluation & Quality. We may use de-identified or aggregated metrics to evaluate model quality and reliability. We don’t attempt to re-identify individuals from aggregated data.

6) What We Share & With Whom

We don’t sell your personal information. We share limited data with service providers under agreements that restrict how they can use it:

Authentication & Hosting: e.g., Firebase Authentication / Cloud, or equivalent.
Model & Speech Services: AI inference and speech recognition/synthesis.
Payments: e.g., Stripe, Gumroad (we never receive full card numbers).
Analytics/Diagnostics: product analytics, crash/error reporting (where enabled).
Email & Support: email delivery and helpdesk tooling.
Compliance & Safety: law enforcement/legal requests where required by law, or to protect our rights/users.

We maintain a current list of subprocessors upon request: contact [privacy@motakalim.com].

7) International Transfers

We may process and store data on servers located outside your country. When we transfer personal information internationally, we use appropriate safeguards (e.g., Standard Contractual Clauses where applicable).

8) Special Terms — “Use It In Your Drive” (Self-Hosted Plan)

This plan lets you run Motakalim using your own Google account resources (e.g., Drive/Cloud free-tier quotas).

Data Location & Control. Conversation content, files, and generated outputs can be stored in your Google account, not on Motakalim’s servers.
Roles. In this plan, you (or your organization) typically act as Data Controller for stored content. Motakalim acts as a software supplier and does not receive your conversation content by default.
Tokens & Permissions. OAuth tokens/keys are stored in your environment or browser storage as required to connect to Google services. You may revoke access at any time via your Google account.
Telemetry. With your consent, we may collect minimal diagnostics (e.g., feature usage counts, error codes) to improve the product. You can disable telemetry in settings.
Your Responsibility. You are responsible for managing your Google quotas, sharing permissions, and retention. Review Google’s privacy terms/policies for that data.

9) Data Retention

We keep personal information only as long as necessary for the purposes described above:

Account data: retained while your account remains active and a reasonable period thereafter for compliance (e.g., billing records).
Conversations & transcripts (SaaS): retained per your settings; you can delete threads at any time. If not configured, default retention is up to 24 months from last activity.
Logs & metrics: typically 90–180 days unless needed for security/investigation.
Legal/financial records: kept as required by law (e.g., 5–10 years in some jurisdictions).

If you delete your account, we’ll delete or anonymize associated personal data within a reasonable period, subject to legal holds.

10) Your Choices & Controls

Download/Export. Request an export of your data (where available in the app or via email).
Delete. Delete specific threads or your entire account. Deletion requests may take up to 30 days to complete (backups may persist briefly).
Microphone & Camera. You can revoke device permissions at any time in your OS/browser settings.
Cookies. Use our Cookie Settings or your browser controls to accept, reject, or clear cookies.
Emails. Click “unsubscribe” to stop marketing emails (service emails may still be sent).

11) Cookies & Similar Technologies

We use:

Strictly Necessary (security, authentication, load balancing);
Preferences (language, UI);
Analytics (usage insights, performance);
Marketing/Attribution (only if enabled/consented).

See our Cookie Policy for details and to change preferences. (Link: /cookie-policy/)

12) Your Privacy Rights

Depending on your location, you may have rights to:

Access your data, correct inaccuracies, delete data, or restrict processing.
Portability: receive a copy in a machine-readable format.
Object to certain processing (e.g., personalization, analytics).
Withdraw consent at any time where processing is based on consent.
Complain to a supervisory authority (e.g., an EU/UK data protection authority).

California (CPRA) residents may also request disclosure/deletion of personal information and opt out of certain data “sharing” for cross-context behavioral advertising. We do not “sell” personal information.

To exercise rights, contact [privacy@motakalim.com]. We may need to verify your identity.

13) Security

We implement technical and organizational measures appropriate to the risk, including encryption in transit, access controls, least-privilege policies, and monitoring. No system is 100% secure; please use strong, unique passwords and keep your credentials confidential.

14) Children’s Privacy

Motakalim is not intended for children under 13 (or the age required by your country). If you believe a child has provided personal information, contact us and we will take appropriate steps to delete it.

15) Third-Party Links

The Services may link to third-party sites or integrations (e.g., Google, Gumroad, Stripe). Their privacy practices are governed by their own policies.

16) Changes to This Policy

We may update this policy to reflect changes to our practices or for legal reasons. If we make material changes, we will notify you (e.g., by email or in-app). The “Effective date” shows when the latest version took effect.

17) Contact Us

Questions or requests about this policy?
Email: [privacy@motakalim.com]
Address: [Company/Owner legal name], [Street], [City, Country]

Addendum for Business/Organizations (Optional)

If you use Motakalim for an organization, we can provide a Data Processing Addendum (DPA) including Standard Contractual Clauses where applicable.