Privacy Policy

Effective 3 August 2026

Balm Technologies Inc. ("Balm Technologies", "we", "us") operates Susanna, an AI assistant for in-person meetings. This policy explains what we collect, why, who else sees it, how long we keep it, and what you can ask us to do about it.

1. What we collect

Account information

Your name, email address, profile picture, account identifiers and preferences, along with authentication information received from Apple, Google or another sign-in provider you use. If you complete your profile, this also includes your organization, phone number, website and LinkedIn URL.

What you create with Susanna

Voice recordings, meeting transcripts, conversations with Susanna by text and by voice, notes, summaries, tasks extracted from your recordings, images you scan, documents you upload, and the metadata attached to them such as timestamps and durations. This content may contain information about you and about other people.

Connected services

If you authorise an integration such as your calendar, we receive the information that integration provides — for example event titles, times, attendees and descriptions.

Device and usage information

Device model, operating system, app version, IP address, session duration, feature usage, crash reports and performance diagnostics. We record how much of your plan's allowance you have used so that limits can be applied.

Approximate location

When you give us your name and email on meetsusanna.com we derive an approximate city-level location from your IP address. We do not collect your device's GPS location.

Sensitive information

Because Susanna records conversations, your content may reveal information that counts as sensitive in some jurisdictions — including health information, biometric-adjacent voice data, religious or philosophical beliefs, racial or ethnic origin, political opinions, or sexual orientation. We do not seek this information out and we do not use it to profile you; it may simply be present in what you record.

2. Why we use it, and our legal bases

We use your information to provide and maintain the services; to record, transcribe, summarise and organise what you capture; to answer you and remember context between conversations; to personalise features such as your goals and accent preference; to authenticate you and secure your account; to apply and enforce your plan's limits; to respond to your support requests; to analyse and improve performance and reliability; and to detect, prevent and address abuse, fraud and security incidents.

If you are in the European Economic Area, the United Kingdom or Switzerland, our legal bases are: performance of a contract (providing the service you signed up for), consent (for example microphone access, and any optional feature you switch on), compliance with legal obligations, and legitimate interests (keeping the service secure, reliable and improving). You may withdraw consent at any time, which will not affect processing already carried out.

3. AI processing and model training

Susanna uses OpenAI for language and transcription features, ElevenLabs for voice and live calls, and Google Cloud for infrastructure. These providers process your content only as needed to deliver the feature you requested, to maintain security, and to comply with applicable law.

We do not use your private content to train publicly available or shared AI models without your permission.

AI output is probabilistic and may be inaccurate or incomplete. See section 6 of our Terms of Use.

4. Who else sees your information

We share information with the following categories of recipient:

• OpenAI — transcription, summarisation and replies.
• ElevenLabs — text-to-speech and live voice conversations.
• Google Cloud and Firebase — the database, authentication and servers your account and content live on.
• Google Sheets — a private, access-controlled copy of profile details and conversation transcripts, readable by Balm Technologies staff, used to support and improve the service. It is not public, not sold, and not used for advertising. You can ask us to delete this copy.
• Apple — subscription purchases, renewals and their status. We never receive your payment card details.
• At your direction — when you share a note or export content yourself.
• For legal reasons — where we believe disclosure is reasonably necessary to comply with law, enforce our terms, or protect the rights, safety or property of anyone.
• In a business transaction — if we are involved in a merger, acquisition or sale of assets, information may transfer as part of it, subject to this policy.

We do not sell your personal information for money, and we do not sell or share it for cross-context behavioural advertising.

5. How long we keep it

We keep your information only as long as reasonably necessary to provide the service, maintain security, comply with legal obligations and resolve disputes. You may delete individual content at any time, or delete your account, which removes your profile and the content stored against it. After deletion, information is removed from active systems within a reasonable period, though copies may persist for a limited time in encrypted backups retained for legal or security reasons.

6. Security

We use reasonable administrative, technical and organisational safeguards designed to protect personal information — including access controls, encryption in transit where appropriate, monitoring, and review of the vendors we use. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your rights

Depending on where you live, you may have the right to request access to the personal information we hold about you; to have it corrected; to have it deleted; to receive it in a portable form; to restrict or object to how we process it; and to withdraw consent you previously gave. You will not be discriminated against for exercising these rights.

Write to meetsusanna.app@gmail.com and we will respond within the period the applicable law requires. We may need to verify your identity first. If you are in the EEA or the UK, you also have the right to complain to your local supervisory data-protection authority.

8. Notice for US state residents

For residents of US states with comprehensive privacy laws, the categories of personal information we collect are: identifiers (such as name, email and IP address); customer records; commercial information (subscription and transaction records); internet or network activity (app usage and diagnostics); audio, electronic and visual information (recordings, transcripts and scanned images); professional or employment information you choose to add to your profile; inferences drawn to personalise the service; and sensitive personal information as described in section 1. We collect these for the purposes in section 2 and disclose them to the recipients in section 4. We do not sell personal information, and we do not share it for cross-context behavioural advertising.

9. Recording, permissions and consent

Susanna cannot access your microphone or camera until you grant permission on your device, and you can withdraw that permission at any time in your device settings.

Recording and transcription laws differ by location and context, and some jurisdictions require the consent of every participant in a conversation. You are responsible for obtaining any consent required before you record. See section 4 of our Terms of Use.

10. Children

The services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, write to us and we will delete it. Users must meet the minimum age requirement in section 1 of the Terms, or have parental authorisation where the law permits.

11. International transfers

Balm Technologies Inc. and its providers may process your information in the United States and other countries, which may have different data-protection laws from your own. Where required, we rely on recognised safeguards for such transfers, such as adequacy decisions or standard contractual clauses.

12. Changes to this policy

We may update this policy. When we do, we will post the updated version with a revised effective date, and where a change is material we will tell you in the app before it takes effect. Continuing to use Susanna after an update takes effect means you accept it.

13. Contact

Balm Technologies Inc. — meetsusanna.app@gmail.com. Questions and rights requests both go there, and we read them.