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Privacy

Privacy Policy

Effective Date: 2026-01-01

California residents: This policy complies with CalOPPA §22575 for operators of websites or online services that collect Personally Identifiable Information (PII).

PII We Collect

We collect the following information when you use this service:

  • Identity: Your name and email when you sign in
  • User Content: Information you voluntarily enter into the service
  • Optional app diagnostics: When enabled in the Sotto iOS app (on by default), the app sends fixed event names, a pseudonymous installation and session ID, app/OS versions, device model, and applicable counts and timings. Diagnostics do not include recordings, transcripts, passwords, or account tokens. You can turn diagnostics off in the app's Configuration screen.
  • Server Access: IP addresses, browser fingerprints, access logs for security
  • Backups: Encrypted copies of data taken nightly for recovery

Third-Party Sharing

We do not sell or share personal information with third parties for their marketing purposes. Personal data is otherwise processed only by this service and the infrastructure used to operate it.

In online mode, the transcript stored with a meeting is sent to Fireworks AI, a third-party large language model processor hosted in the United States, to generate the meeting summary. Fireworks' own retention policy applies to those requests. Summaries are stored with the meeting and deleted with your account.

Data Use

  • No advertising tracking: We do not use cookies, pixels, or third-party advertising trackers. Sotto Notes diagnostics are first-party, optional app diagnostics as described above.
  • No Sale/Share: We do not sell or share your personal data with third parties for their marketing purposes
  • GPC/DNT: We do not sell personal data or use targeted advertising. Sotto Notes diagnostics are controlled by the in-app setting described above; GPC/DNT do not change that setting.

Retention

  • Your active data is retained while your account is active
  • Diagnostic events are retained in the service database until removed by the operator; encrypted backups follow the regular backup cycle
  • Backups are overwritten on a regular cycle
  • Data is permanently deleted when you deactivate your account or we purge archived backups

Access & Deletion

To request access to, or deletion of, your personal data, email us at info@southernmd.com. We will respond within 30 days of your request.