Privacy Policy

Effective 31 October 2026

1. Who we are

TalkOnVid (the website at talkonvid.com, its API and the TalkOnVid mobile apps) is operated by SAULTECH IT Solutions, Nigeria ("we", "us"). We are the data controller for the personal data described in this policy. When an organisation sets up a company workspace and invites its people, that organisation also decides how its workspace content is used, and we process that content on its behalf.

Contact: [email protected]

2. What we collect

Information you give us

• Account details: name, email address, password (stored only as a one-way hash), profile photo, time zone, and your company or team if you join one.
• Meetings: titles, agendas, schedules, the email addresses of guests you invite, waiting-room and attendance records, and settings such as reminders.
• Content you create: chat and channel messages, meeting chat, shared notes, polls and Q&A, files and images, voice notes, video messages, recordings and highlight clips, podcast and webinar details.
• Transcripts and captions: when someone in a meeting turns captions on, the spoken words are transcribed and saved to that meeting's transcript.
• Optional contact details: a phone number, if you choose to receive WhatsApp notifications. We verify it and only message you about the events you choose.

Information created when you use TalkOnVid

• Meeting media: your camera, microphone and screen-share streams are relayed live to the other participants. They are not stored unless a meeting is recorded, which every participant can see.
• Meeting insights: talk time and similar speaking statistics. Personal speaking feedback is shown only to you.
• AI features: meeting summaries, action items, answers to questions about your meetings, translated captions and suggested highlight clips, generated from your meeting content.
• Device and technical data: IP address, browser or device type, app version, push-notification tokens and server logs, used to keep the service secure and working.

Information from services you connect

• Sign in with Google, Microsoft, LinkedIn or Yahoo: your name, email address and profile photo from that provider. We never see your password there.
• Calendar sync (Google Calendar or Outlook): access to create and update the TalkOnVid meetings on your calendar and to read your free/busy times for "Find a time". The access tokens are encrypted at rest.
• Work tools (Linear, Jira, Notion, Trello): the access token you provide, used only to send action items you choose to that tool.

3. How we use it

• To provide TalkOnVid: run meetings, deliver messages, store and play back recordings, and sync calendars.
• To send the notifications you expect: invites, reminders, "meeting has started" alerts, summaries, by email, push notification or WhatsApp (only if you turned it on).
• To provide AI features when they are used in your meetings.
• To keep the service secure, prevent abuse and fix problems.
• To process payments for paid plans and keep the required records.
• To meet our legal obligations.

We do not sell your personal data, use it for advertising, or let our AI provider train its models on it.

Legal bases. Under the Nigeria Data Protection Act 2023 and, where it applies, the EU/UK GDPR, we rely on: performing our contract with you (running the service); your consent (for example WhatsApp notifications, push notifications and connected services, which you can withdraw at any time); our legitimate interests in securing and improving the service; and legal obligations.

4. Google user data

If you sign in with Google or connect Google Calendar, we use the data we receive only to sign you in and to add, update and check availability for your TalkOnVid meetings on your calendar. TalkOnVid's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, sell it, or use it to train AI models. You can disconnect Google at any time in Settings or from your Google Account permissions.

5. Who we share it with

Other participants see what you share in a meeting or channel. Beyond that, we share data only with service providers that help us run TalkOnVid, under contracts that limit them to providing their service:

We may also disclose information if required by law, to protect people's safety or our rights, or as part of a merger or acquisition, in which case this policy continues to apply.

6. International transfers

Some providers above store or process data outside Nigeria, including in the United States and the European Union. Where we transfer personal data abroad, we do so as permitted by the Nigeria Data Protection Act 2023 and, where applicable, the GDPR, relying on contractual safeguards such as standard contractual clauses.

7. How long we keep it

• Account information: for as long as your account is open.
• Meetings, messages, recordings and transcripts: until you or your workspace deletes them, or your account is closed.
• After you close your account, we delete or anonymise your personal data within 30 days, except what we must keep for legal, tax or security reasons (for example billing records), and backups that are overwritten within a further 30 days.
• Server logs: usually no longer than 90 days.

8. Your rights

You can ask us to access, correct, delete or export your personal data, to restrict or object to how we use it, and to withdraw any consent you gave. Many settings (profile, notifications, connected services) can be changed directly in the app. For anything else, including closing your account, email [email protected]. We will respond within 30 days.

If you are not satisfied with our response, you can complain to the Nigeria Data Protection Commission, or to your local data protection authority if you are in the EU or UK.

9. Cookies and local storage

We use only what's needed to run the service: storage in your browser or app that keeps you signed in and remembers your preferences, and a short-lived cookie that protects social sign-in. The installable web app also caches its own files so it loads quickly. We don't use advertising or third-party tracking cookies.

10. Security

Data is encrypted in transit using HTTPS/TLS. Passwords are hashed, and calendar access tokens are encrypted at rest. Access to production systems is restricted. No system is perfectly secure, so if we learn of a breach that affects you, we will notify you and the regulator as the law requires.

11. Children

TalkOnVid is a workplace tool and isn't directed at children. You must be at least 18, or have the consent of a parent or guardian, to create an account. If you believe a child has given us personal data without that consent, contact us and we will delete it.

12. Changes to this policy

We may update this policy as TalkOnVid changes. We will post the new version here with a new effective date, and tell you in the app or by email before significant changes take effect.

13. Contact

SAULTECH IT Solutions, Nigeria · [email protected]