HaikoLink
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Draft for legal review — not final. Placeholders in brackets must be completed before production use.

Legal

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Privacy Policy

This Privacy Policy explains how HaikoLink ("we", "us") processes personal data in connection with the HaikoLink / HaikoTranslate Services. It is drafted for legal review and should be finalized with your counsel and completed company details.

Controller (placeholder): [Legal entity name], [Registered address], contact [privacy@haikolink.live].

1. Scope

This Policy covers the website, web app, APIs, and related clients that link here. It does not cover third-party sites or services that we do not control.

2. Data we process

  • Account data: email, display name, language preferences, authentication identifiers, role/activation status.
  • Billing data: wallet balance and ledger events; payment card data is processed by the payment provider (e.g. Stripe) and is not stored in full on our servers.
  • Session / service data: room metadata, participation events, usage minutes, device/network logs (IP address, user agent), diagnostics.
  • Audio and derived content: microphone audio streams for realtime speech-to-text, translations, captions/subtitles, and related relay. Processing is performed to deliver the session you request and may involve cloud speech/AI processors under contract.
  • Communications: support emails and similar correspondence.
  • Cookies and similar technologies: see our Cookies.

3. Purposes and legal bases (GDPR-style)

  • Provide the Services (contract / steps prior to contract): accounts, rooms, realtime translation, wallet billing.
  • Secure and operate (legitimate interests / legal obligation): abuse prevention, fraud, debugging, availability.
  • Improve product reliability (legitimate interests or consent where required): aggregated metrics; we do not claim a right to train public foundation models on your Customer Content unless a future product option clearly says so and is accepted.
  • Communications (contract / legitimate interests / consent): service notices; marketing only with consent where required.
  • Cookies (consent for non-essential; necessity for essential): as described in the Cookie Policy.

4. Roles: controller and processor

For account and billing data of end users who contract with HaikoLink directly, we typically act as controller. Where an organization configures rooms or invites participants and determines purposes of processing session content, that organization may be controller and HaikoLink may act as processor for Customer Content under a Data Processing Addendum (DPA). Organizations can request a DPA by emailing legal@haikolink.live with subject “DPA request” before enterprise or organizational use; we will respond with the applicable terms.

5. Sharing and subprocessors

We use service providers to host and operate the Services, which may include cloud infrastructure, speech-to-text, translation/AI, email delivery, authentication, and payments (examples: Microsoft Azure, OpenAI or similar model providers, Azure Communication Services, Stripe). They process data under instructions and appropriate contracts. We may disclose data if required by law or to protect rights, safety, and the Services. A public subprocessors list may be published later at [subprocessors URL].

6. International transfers

Data may be processed in the EU/EEA, the United States, or other regions where our providers operate. Where required, we use appropriate transfer mechanisms (e.g. Standard Contractual Clauses) — details to be completed by counsel.

7. Retention

Account data is kept while the account is active and for a reasonable period afterward for security, dispute, and legal retention. Billing records are kept as required by accounting law. Realtime audio is processed to deliver the session; persistent storage of raw audio, if any, will follow product settings and retention schedules defined in the final policy ([retention schedule TODO]). Logs are retained for a limited operational window.

8. Security

We apply administrative, technical, and organizational measures designed to protect personal data (access controls, encryption in transit, least privilege). No method of transmission or storage is fully secure.

9. Your rights

Depending on your location, you may have rights to access, rectify, erase, restrict, object, portability, and to withdraw consent. You may also lodge a complaint with a supervisory authority. Contact [privacy@haikolink.live]. We may need to verify your identity before fulfilling requests.

10. Children

The Services are not directed to children under 16 (or the higher age required locally). We do not knowingly collect personal data from such children.

11. Changes

We may update this Policy and will revise the "Last updated" date. Material changes may be communicated through the Services or by email where appropriate.

12. Contact

Privacy inquiries: [privacy@haikolink.live]. Company details: Company.