Privacy Policy

This Privacy Policy describes how Uncommon Works Ltd (“we,” “us,” or “our”) collects, uses, discloses, and protects your personal information when you use the Telphi mobile application (the “App”).

By accessing or using our App, you agree to this Privacy Policy. If you do not agree with our policies and practices, do not use our App.

Information We Collect

We collect several types of information from and about users of our App.

Information You Provide Directly

We collect information you provide when you interact with our App, including:

Through Account Registration

• Full name
• Email address
• Phone number
• Username and password
• Profile information
• Payment information

Through App Usage

• Voice recordings and transcriptions
• Meeting notes and summaries
• Calendar events and scheduling information
• Task lists and reminders
• Any other information you choose to provide through the App

Through Communications

• Information in messages or other communications with us
• Feedback, survey responses, and testimonials

Information Collected Automatically

When you access and use our App, we automatically collect:

Device Information

• Device type and model
• Operating system and version
• Device identifiers (such as UDID or Advertising ID)
• Mobile network information
• Screen resolution
• Device language settings
• Battery and storage status

Usage Information

• Features accessed
• Time and date of use
• Session duration
• Actions taken within the App
• Error logs and crash reports
• Performance metrics

Location Information

• Geographic location based on IP address or GPS (if you grant permission)
• Time zone

Mobile-Specific Information

Camera and Microphone

With your permission, we may access your device’s camera and microphone to capture and process audio recordings.

Contacts

With your permission, we may access your device contacts to facilitate meeting scheduling and participant management.

Calendar

With your permission, we may access your calendar to schedule and manage meetings.

Notifications

We may send you push notifications. You can control these through your device settings.

Information from Cookies and Tracking Technologies

We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your activities within the App and related services.

Information from Third Parties

We may receive information about you from:

• Business partners
• Analytics providers
• Calendar and scheduling services you connect to our App
• Payment processors (transaction confirmation and fraud prevention)

How We Use Your Information

We use the information we collect for various purposes:

To Provide and Maintain Our Services

• Process and transcribe audio recordings
• Generate meeting summaries and action items
• Sync with your calendar and scheduling tools
• Create and manage your account
• Process transactions and payments
• Provide customer support
• Send transaction confirmations and receipts

To Communicate With You

• Send you updates about our services
• Send notifications about meetings and tasks
• Send marketing and promotional communications (with your consent)
• Send administrative information, such as changes to our terms or policies
• Respond to your comments and questions

To Improve Our App and Services

• Analyse how users interact with our App
• Understand user preferences and trends
• Test new features and functionality
• Conduct research and analytics
• Monitor and analyse App performance
• Train and improve our AI models

For Marketing and Advertising

• Personalise your experience in our App
• Display targeted advertisements
• Measure advertising effectiveness

For Security and Legal Compliance

• Detect and prevent fraud
• Protect against unauthorised access and security threats
• Comply with legal obligations
• Enforce our terms and conditions
• Resolve disputes

Mobile App Permissions

Our App may request the following permissions:

• Microphone: To record audio for transcription and meeting capture
• Camera: To enable video features or profile pictures
• Contacts: To facilitate meeting scheduling with your contacts
• Calendar: To integrate with your calendar and schedule meetings
• Notifications: To send you reminders and updates
• Storage: To save recordings and data locally on your device
• Location: To provide location-based features (if applicable)

You can manage these permissions through your device settings at any time. Some features may not function properly if you deny certain permissions.

Analytics and Tracking Technologies

We use analytics tools to understand how users interact with our App and to improve our services.

Analytics Tools We Use

We use the following analytics tools: PostHog, Google Analytics.

These tools help us collect and analyse information about app usage, user behaviour, and performance metrics. The information collected is typically aggregated and anonymised.

How We Share Your Information

We may share your information in the following circumstances:

Service Providers

We share information with third-party vendors, consultants, and service providers who perform services on our behalf, such as:

• Cloud hosting and storage
• Payment processing (Stripe)
• Data analysis
• Email and notification delivery
• Customer service
• AI and transcription services

These service providers are contractually obligated to use your information only as necessary to provide services to us and are required to protect your information.

Business Transfers

If we are involved in a merger, acquisition, financing, reorganisation, bankruptcy, or sale of assets, your information may be transferred as part of that transaction.

Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or subpoenas
• Legal processes
• Government or regulatory requests
• Requests to protect our rights, property, or safety
• Requests to protect the rights, property, or safety of others

With Your Consent

We may share your information with third parties when you give us consent to do so.

Aggregated or De-identified Information

We may share aggregated or de-identified information that cannot reasonably be used to identify you.

We Do Not Sell Your Information

We do not sell your personal information to third parties.

Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Factors we consider in determining retention periods include:

• The nature and sensitivity of the information
• The purposes for which we process the information
• Whether we can achieve those purposes through other means
• Legal, regulatory, tax, or accounting requirements

When we no longer need your information, we will securely delete or anonymise it.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your country.

When we transfer information internationally, we take steps to ensure your information receives an adequate level of protection, including:

• Standard contractual clauses
• Data processing agreements
• Other appropriate safeguards

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information.

Access and Portability

You have the right to:

• Request access to the personal information we hold about you
• Receive a copy of your personal information in a structured, commonly used format
• Request that we transfer your information to another organisation

Correction

You have the right to request that we correct inaccurate or incomplete personal information.

Deletion

You have the right to request deletion of your personal information, subject to certain exceptions (such as legal obligations or legitimate interests).

Objection and Restriction

You have the right to:

• Object to our processing of your personal information
• Request that we restrict processing of your personal information in certain circumstances

Opt-Out of Marketing

You have the right to opt out of marketing communications at any time by:

• Adjusting your notification settings in the App
• Contacting us at support@telphi.co.uk
• Clicking the “unsubscribe” link in our emails

Note that even if you opt out of marketing communications, we may still send you non-promotional messages related to your account or transactions.

Withdrawal of Consent

If we rely on your consent to process your personal information, you have the right to withdraw that consent at any time through the App settings or by contacting us.

Exercise Your Rights

To exercise any of these rights, please contact us at support@telphi.co.uk. We will respond to your request within the timeframe required by applicable law.

We may need to verify your identity before processing your request. In some cases, we may decline your request if permitted or required by law.

Security

We implement reasonable technical, administrative, and physical security measures designed to protect your personal information from unauthorised access, use, disclosure, alteration, and destruction.

These measures include:

• Encryption of data in transit and at rest
• Secure server infrastructure
• Secure payment processing through Stripe’s systems
• Access controls and authentication
• Regular security assessments
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at support@telphi.co.uk.

Third-Party Services

Our App may integrate with third-party services, plugins, and applications. We are not responsible for the privacy practices or content of these third parties.

We encourage you to read the privacy policies of any third-party services you connect with our App. This Privacy Policy applies only to information collected through our App.

Third-Party Services We Use

• Stripe (payment processing): stripe.com/privacy
• PostHog (analytics): posthog.com/privacy
• Google Analytics (analytics): policies.google.com/privacy

Children’s Privacy

Our App is not intended for children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under 13.

If we learn that we have collected personal information from a child under 13 without parental consent, we will delete that information as quickly as possible.

If you believe we may have collected information from a child under 13, please contact us at support@telphi.co.uk.

California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA).

Your CCPA Rights

You have the right to:

• Know what personal information we collect, use, disclose, and sell
• Request deletion of your personal information
• Opt out of the sale of your personal information (note: we do not sell personal information)
• Non-discrimination for exercising your CCPA rights

How to Exercise Your Rights

To exercise your CCPA rights, contact us at support@telphi.co.uk.

We will verify your identity before processing your request. You may designate an authorised agent to make requests on your behalf.

California “Shine the Light” Law

California residents may request information about our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, contact us at support@telphi.co.uk.

European Privacy Rights

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have specific rights under the General Data Protection Regulation (GDPR) and other applicable laws.

Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: You have given consent for specific purposes
• Contract: Processing is necessary to fulfil a contract with you
• Legal obligation: Processing is required by law
• Legitimate interests: Processing is necessary for our legitimate business interests

Your GDPR Rights

In addition to the rights listed above, you have the right to lodge a complaint with a supervisory authority if you believe we have processed your information unlawfully.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

We will notify you of material changes by:

• Posting the updated policy within the App
• Updating the “Last updated” date
• Sending you a push notification or email (if you have provided your email address)
• Displaying a prominent notice in the App

Your continued use of our App after changes become effective constitutes your acceptance of the revised Privacy Policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions, comments, or concerns about this Privacy Policy or our privacy practices, please contact us:

Email: support@telphi.co.uk

Company: Uncommon Works Ltd

We will respond to your inquiry within a reasonable timeframe.