Companion Privacy Policy

1. Who We Are

The App is published by truley.AI (初意智慧) and is a client for organisations that have deployed Truley Companion. It is not a consumer service: the App works only together with the Truley Companion service operated for your organisation.

2. Signing In

Sign-in is available only with a Microsoft Entra ID work or school account. The App offers no self-service account creation; accounts are provisioned by your organisation's tenant administrator.

3. Data We Collect

The App collects only what it needs to record a meeting and show you the transcript:

• Microphone audio: audio recorded from your device microphone while you are recording a meeting. Recording may continue while the screen is locked.
• Microsoft account identity: your user id (object id), email address or user principal name, and display name, together with your tenant id.
• Meeting content and metadata: the meeting subject you type for an ad-hoc meeting, the meeting id, and the transcripts and translations produced from your recording.

What the App does not collect:

• No advertising or marketing identifiers
• No third-party analytics or crash-reporting SDK
• No tracking across other apps or websites

4. How We Use Data

Data is used solely to provide the functionality of the App itself:

• To transcribe your meeting recording and stream the live transcript back to the App.
• To translate that transcript when you use live translation.
• To produce meeting notes and records for you and your organisation.
• To identify you to your organisation's Truley Companion service and attribute meetings to the right account.

We do not use your data for advertising, we do not track you, and we do not sell, rent, or trade your data.

5. Where Your Data Goes

• Audio is uploaded in chunks, together with your identity and meeting metadata, to your organisation's own Truley Companion backend over encrypted connections (HTTPS and WSS).
• That backend is operated for your organisation and is deployed in the cloud or on-premises, as chosen by that organisation.
• Live transcripts and translations are streamed back from that backend to the App.
• To transcribe, translate, and summarise, that backend uses the third-party AI services described in Section 6.

6. Third-Party AI Services

To produce transcripts, translations, and meeting notes, your organisation's Truley Companion backend sends data to the third-party AI services below. The App itself never calls these services directly, and no AI processing runs on your device. Before your first recording, the App shows an alert that tells you what is sent and to whom, and does not record until you allow it.

• Microsoft Azure AI Speech: receives the meeting audio, to convert it into a transcript.
• Microsoft Azure AI Translator: receives transcript text, to provide live translation.
• Microsoft Azure OpenAI Service: receives transcript text together with speaker display names, the meeting start time and time zone, and the selected report template, to generate meeting notes.
• OpenAI (OpenAI API): receives the same data as Azure OpenAI Service, for the same purpose, and is used only as a fallback when Azure OpenAI Service is unavailable.

These services do not receive meeting titles, participant email addresses, or your sign-in credentials.

Microsoft and OpenAI process this data only on our behalf, under data processing agreements that require protection of personal data equal to that described in this policy. They do not use it to train their models, and they may not use it for any other purpose.

7. Data Retention

Recordings, transcripts, and meeting records are held in your organisation's Truley Companion service and are retained according to the settings and policies configured by that organisation.

8. Data Sharing

Your recordings, transcripts, and identity go to your organisation's own Truley Companion service, which shares them only with the third-party AI services listed in Section 6, for the purposes described there. The App contains no third-party analytics, crash-reporting, or advertising SDK, so no data is shared with such providers. We do not share your personal data with third parties except:

• with your explicit consent;
• when required by law, regulators, or legal process;
• when necessary to protect the rights and safety of the service, its users, or the public.

9. Your Rights and Data Deletion

Because your account belongs to your organisation's Microsoft Entra tenant, there is no self-service account deletion in the App. To access or delete your data:

• Ask your tenant administrator to remove your Truley Companion access; your recordings and transcripts are then deleted according to the retention policy configured by your organisation.
• Or email support@truley.ai from your work email address with the subject "Delete my Truley Companion data".

Removing the App from your device only clears local data; content already uploaded to your organisation's service is not deleted by uninstalling.

10. Microphone Permission

The App requests microphone access so it can record meeting audio, including while the screen is locked. You can revoke that permission at any time in your device's system settings; recording will then stop working, and the rest of the App remains available.

11. Data Security

We apply reasonable technical and organizational measures, including encrypted transport and access controls, to protect your data. No system is perfectly secure — please keep your work account and devices safe.

12. Children

The App is a workplace tool provided to organisations and is not directed to children. It can only be used with a Microsoft Entra ID work or school account issued by an organisation, and we do not knowingly collect data from children.

13. Changes to This Policy

We may update this policy from time to time. The current version is always published on this page, and continued use of the App constitutes acceptance of the updated policy.

14. Contact

If you have questions about this policy, contact:

support@truley.ai