Privacy Policy

1 Who we are and what this notice covers

GalaxySailLab Inc., doing business as Bota (Bota, we, us), provides voice-recording devices, software, mobile and web apps, APIs, SDKs, cloud infrastructure, and related transcription and AI features. This Privacy Policy explains how we handle personal information in connection with those products, our websites, purchases, support, and business relationships (the Services).

Our devices are Bota Bean, a wearable recorder, and Bota Leaf, a recorder that attaches to the back of a phone. Our developer documentation refers to the same devices as Pin (Bota Bean) and Note (Bota Leaf); this Policy applies to both under either name.

Personal information means information that identifies a person or can reasonably be linked to one, including information in a recording about someone who does not have a Bota account. Customer Content includes recordings, uploaded material, prompts, meeting metadata, speaker labels, transcripts, summaries, notes, answers, and other generated outputs.

This Policy is a notice of our practices. Reading it, being recorded, or accepting our Terms does not by itself provide consent to recording, optional tracking, international transfers requiring specific consent, or another activity for which the law requires separate authorization.

For privacy questions or requests, email privacy@bota.dev or write to GalaxySailLab Inc., Attn Privacy, 2261 Market Street STE 61896, San Francisco, CA 94114, United States. For purchases, billing, and general support, use support@bota.dev.

2 Our role depends on your relationship with Bota

For our website, direct account relationships, purchases, marketing choices, security administration, and other purposes we determine, Bota acts as a controller or equivalent responsible business under applicable privacy law. When we provide a personal account directly to you, we are responsible for the processing for which we determine purposes and means; your choice to use a feature does not remove our obligations.

When a business, developer, employer, or other organization uses Bota to process Customer Content for its own purposes, that customer ordinarily determines those purposes and Bota acts as its processor or service provider under the applicable contract. If that customer is itself a processor, Bota may be a subprocessor. The customer’s privacy notice and instructions govern its use of that content, and the applicable data processing agreement governs Bota’s processing on its behalf. We separately remain responsible for our own account, transaction, and business-administration data.

An organization may be able to manage users and devices, set retention rules, enable integrations, and access or export content in its workspace or application. Ask the organization about its settings and practices. We do not give an employer access to unrelated personal-account content merely because an email address uses the employer’s domain.

If someone records you using Bota, that person or their organization is normally the first contact for questions about why the recording was made, who receives it, and how it is used. You may also contact Bota. We will handle requests for processing we control and assist the relevant customer with requests concerning processing we perform for it. You do not need a Bota account to raise a privacy concern.

3 Personal information we receive

We receive information from you, from devices and applications you use, from a customer or participant who records or uploads information about you, from integrations you authorize, and from providers supporting payments, delivery, security, and the Services. The categories depend on the features used.

Account and contact information includes name, email, optional country and profile details, organization, role, account identifiers, preferences, and authentication information. For our current Bota app sign-in flow, Amazon Cognito handles the sign-in password; Bota receives information needed to authenticate and manage the account rather than the password itself.

Purchase and fulfillment information includes billing and shipping details, orders, subscription status, payment confirmations, invoices, return and warranty records, and communications needed for delivery. Payment providers process payment credentials. Bota receives the transaction and billing information needed to administer the purchase.

Customer Content includes voices and other audible information in recordings, uploaded files and notes, prompts, transcripts, speaker segmentation and labels, summaries, action items, and other requested AI outputs. Related metadata may include recording identifiers, titles, time, duration, language, user and device associations, processing status, and sharing instructions. Content may describe people who are not account holders and may contain health, financial, employment, or other sensitive information.

Device and connection information includes paired-device serial number, model, firmware version, device authentication or security credentials, battery and storage status, connection type, and synchronization or diagnostic information. The information needed to provision a network or link a device depends on the model and setup method. Device-side handling of network credentials does not necessarily mean those credentials are retained by Bota’s cloud systems.

Usage and technical information includes IP address, browser and operating-system information, app version, pages and features used, API activity, timestamps, error reports, and logs used to run and protect the Services. Approximate location may be inferred from an IP address. If a feature requests precise device location, we will explain its purpose and obtain any required permission before collecting it.

Integration information includes connection identifiers, permissions, access tokens or their protected representations, selected destinations, connection activity, and information retrieved or sent as instructed. Support information includes messages, issue descriptions, and files you choose to provide. Consent and preference records include relevant notice versions, permissions, opt-in or opt-out choices, and records needed to honor your requests.

We use speaker segmentation and labels to help organize recordings. We do not use recordings to create biometric voiceprints for identifying people across recordings or to infer protected traits or emotions. If Bota introduces a feature involving biometric identification or another materially different sensitive-data use, it will require a separate legal assessment, appropriate notice, and any legally required consent before activation. A speaker label supplied by a user is not verified identity.

4 Recording local storage and synchronization

Recording depends on the device or app features and the controls authorized by the user or organization, including supported remote commands or configured automation. Users are responsible for giving appropriate notices and obtaining required permissions before capture. Bota’s own legal duties also apply. An indicator or device permission does not itself establish that every participant has consented.

Audio may be stored locally while a device is offline. When the device connects, recordings may transfer through an app or upload directly using a supported network, according to the configuration. Turning off an app’s microphone permission does not necessarily stop a separate Hardware device from recording. Stopping recording, disabling synchronization, disconnecting an integration, deleting cloud content, and erasing a physical device are different actions.

Bota does not receive a local-only recording merely because it exists on a device. Once uploaded or otherwise transmitted to Bota, it is handled under the applicable service configuration, this Policy, and any customer agreement. Cloud transcription and other online features require the relevant content to be processed on remote systems. Unsynced recordings may be lost if the device is lost, damaged, or erased.

5 How we use personal information

We use account, contact, device, and authentication information to establish accounts, pair and provision devices, apply permissions, and provide support. We use transaction and fulfillment information to process purchases, deliver Hardware, administer subscriptions, handle returns and warranty claims, and keep required business records.

We process Customer Content to deliver the features the account holder or customer requests, such as synchronization, storage, playback, transcription, speaker labeling, search, summarization, and export. This can include sending the relevant content to a speech-recognition or AI provider acting on our behalf. Configuration determines which features and providers are used. An optional integration selected by a customer may instead operate as an independent service, as explained in Section 7.

We use technical information to keep the Services available, diagnose failures, measure reliability, secure accounts and systems, prevent fraud and abuse, and improve product operation. Routine performance analysis does not authorize use of conversation content for model training. Access to Customer Content for support, security, or legal purposes is limited to what is necessary for the relevant purpose and applicable customer instructions.

We use contact information to send receipts, security alerts, changes to the Services, and other administrative communications. We send marketing where permitted by law and honor unsubscribe choices. We also handle information as necessary to comply with legal obligations, address claims, and enforce lawful agreements. We do not repurpose Customer Content for unrelated marketing or resale.

Where we create genuinely de-identified or aggregate operational statistics, we use safeguards intended to prevent reasonable identification, maintain the information in that form, and do not attempt to reidentify it except for legally permitted testing of the safeguards. Calling information aggregated or de-identified does not exempt identifiable information from this Policy and does not create an exception to Section 6.

6 Our commitment on AI training

We do not use Customer Content to train, fine-tune, or develop AI or machine-learning models. This includes recordings, transcripts, summaries, prompts, generated outputs, and content-derived training datasets, even if described as aggregated or de-identified. We do not permit providers processing Customer Content on Bota’s behalf to use it for those purposes. Providing feedback or contacting support does not waive this commitment.

Running an existing model to produce a transcript, summary, search result, or other output you request is how we provide an AI feature; it is not authorization to train that model. Providers may process and retain information only as allowed by their agreements with Bota, including the service, security, and legal needs covered by those agreements. The no-training commitment does not mean there is no processing or retention.

If you direct us to export content to an independent product, that provider’s subsequent handling is governed by your relationship with it. We identify that distinction in connection permissions and disclosures. A provider we select to perform Bota’s own transcription or AI processing remains subject to Bota’s obligations and cannot be treated as an independent export merely to avoid this commitment.

AI outputs may be inaccurate, including statements about people. We provide assistive features, not a system intended to make legally or similarly significant decisions about people without appropriate human involvement. An organization’s separate use of outputs may have additional legal obligations. Contact us if inaccurate information in processing we control affects your rights.

7 Recipients sharing and connected services

We disclose information only as appropriate for the purposes described in this Policy and subject to applicable law and customer agreements.

Processing providers support hosting and storage, authentication, transcription and AI processing, security, analytics, communications, support, payments, delivery, and returns. We limit information to what they need and require appropriate protections and restrictions on its use. A payment provider, carrier, or other recipient may also have independent legal obligations for some information; its own notice governs those independent activities. Contact privacy@bota.dev for information about relevant processing providers and processing locations.

Account administrators and authorized recipients may receive Customer Content and account information according to the account’s permissions and instructions. A recipient may copy, retain, or redistribute information after receiving it. Review the recipient and destination before sharing. Where an offering supports link sharing, access depends on the link’s actual permissions; a link does not guarantee confidentiality by itself.

For the Notion connection described in Bota’s current app, we store the issued access token and selected page or database and send the content covered by the integration when you request a transfer or enable automatic synchronization. Review the selected destination and its access controls.

For the ChatGPT connection, an authorized assistant can search your recordings and retrieve content relevant to your requests within the connection’s permissions. Bota does not independently send recordings to ChatGPT without that authorization. We keep connection information and protected credentials needed to manage access. Once a recording is retrieved by the independent service, that provider’s policies and your settings govern its copy.

You may disconnect supported integrations in the app’s Applications controls or contact us for help. Disconnection revokes future access through that connection. It does not retract an export, erase a recipient’s copy, or necessarily delete content that you imported and retained in Bota. Request deletion from the relevant recipient where appropriate.

We may disclose necessary information to professional advisers under appropriate confidentiality restrictions, to comply with valid legal process, or to protect people and systems against unlawful activity. We evaluate requests and limit disclosure to what is warranted. Where lawful and appropriate, we notify the affected customer or person of a request for Customer Content.

If our business is involved in a financing, acquisition, reorganization, insolvency, or sale, necessary information may be reviewed under appropriate confidentiality protections or transferred with the business. A successor must honor applicable privacy commitments; a transaction does not by itself authorize unrelated use of recordings or model training.

8 Cookies analytics and marketing choices

We use cookies, local storage, and similar technologies for sign-in, security, preferences, and operation of websites and apps. Analytics technologies may collect device and interaction information to help us understand performance and usage. Our websites use Google Analytics for this. We provide notice and obtain consent before using nonessential technologies, such as analytics and marketing cookies, where required, and you can change your choice at any time with Cookie Settings at the bottom of every page. You can use the controls presented with those technologies, your browser or device settings, and privacy@bota.dev to manage relevant choices. Disabling necessary storage may prevent a feature from working.

We do not sell personal information or share it for cross-context behavioral advertising, and we do not use Customer Content to target advertising. This commitment covers disclosures through tracking technologies as well as direct transfers. We honor applicable opt-out preference signals, including Global Privacy Control, as required by law. We do not treat a browser’s general Do Not Track signal as a substitute for a specific consent or opt-out control.

You may unsubscribe from marketing emails through their unsubscribe mechanism or by contacting us. Service notices, purchase confirmations, and security messages may still be necessary. Device permissions and notification settings can be changed through the device or app controls that support them. Revoking a permission generally affects future access and does not automatically delete information already collected.

9 Retention and deletion

We keep personal information only for as long as reasonably necessary for the stated purposes, customer instructions, and applicable legal requirements. We consider the type and sensitivity of the information, whether an account or contract remains active, the period needed for a transaction or support issue, applicable retention rules, and the time needed to address a specific security incident or legal claim. We do not keep information indefinitely merely because it might be useful.

Customer Content in an active account is retained to provide storage and other selected features, subject to the applicable plan, deletion choices, and customer-configured retention rules where available. Business customers determine the retention of content we process for them under their agreements. A shorter configured period may remove a recording before the account closes. Cancellation of a paid plan does not necessarily delete an account or content that remains in an available free plan.

For direct Bota app accounts, you can request deletion through Settings, Account, Delete Account, or by emailing privacy@bota.dev. Account deletion removes the account’s recordings and associated content, ends the sign-in, unpairs linked devices, and disconnects integrations, subject to the limited legal-retention exceptions below. We implement deletion without undue delay and within applicable legal deadlines. Consistent with Bota’s existing published commitment, backups containing deleted account data expire within 35 days after account deletion. This period does not restart merely because a backup is restored; necessary deletion restrictions are reapplied.

For other deletion requests, including individual files and API-managed content, the applicable customer agreement, retention configuration, and legal requirements govern deletion and any limited backup retention. We provide information about the relevant schedule on request. Data awaiting backup expiration is restricted from ordinary use. We retain it only for disaster recovery, security, or legal needs and do not use it for model training.

Account and transaction records may be kept separately to document purchases, warranty rights, tax obligations, fraud prevention, and legal claims after an account closes. Support records are kept for the issue and a proportionate follow-up period. Security logs are kept for a proportionate investigation and prevention period. Opt-out and request records may be kept to honor choices and demonstrate compliance. Any legal hold is limited to the information and duration reasonably necessary and does not justify continued ordinary use of unrelated content.

Deleting cloud content or an account may not erase an offline device, an unsynced local copy, or an independent service’s copy. Erase local devices separately using the applicable controls, and tell us if a defective returned device cannot be erased. Disconnecting an integration prevents future access but does not reverse past transfers. Uninstalling an app does not itself delete the cloud account or cancel billing.

10 Security and human access

We use administrative, technical, and organizational safeguards appropriate to the information and processing, including encryption of recordings and other Customer Content in transit (between devices, apps, our cloud, and connected services) and at rest in our storage, access restrictions, and controls over service providers. Authorized personnel may access content when necessary to provide requested support, address a security issue, perform a lawful customer instruction, or meet a legal obligation. Access is limited according to role and purpose and subject to confidentiality requirements.

No system is immune from failure or unauthorized access. Protect your account and physical devices, use appropriate permissions, and report suspected compromise promptly. We provide breach notices and assistance where required by law or contract. Cloud AI processing requires access to usable content by the authorized processing systems; for that reason, Bota does not offer end-to-end encryption that would prevent Bota’s authorized processing systems from accessing content to transcribe or summarize it.

11 International processing

Bota operates from the United States. Your information may be stored or processed in the United States and in other countries where our contracted providers operate. The locations depend on the product and processing configuration; worldwide availability does not promise local data residency. Contact privacy@bota.dev for relevant location and safeguard information.

Where EEA, UK, Swiss, or other applicable law restricts a transfer, we use the legally required transfer mechanism and supplementary measures appropriate to it. Depending on the transfer, this may include an applicable adequacy decision, European Commission Standard Contractual Clauses with the necessary Swiss adaptations, or the UK International Data Transfer Agreement or Addendum. You may request information about the mechanism that actually applies and a copy of relevant safeguards, with legitimate confidential information redacted. Mere use of the Services is not blanket consent to a restricted transfer. We do not claim certification under a transfer framework unless we specifically identify a valid certification.

12 Rights and requests

Depending on applicable law and our role, you may request access to personal information, correction, deletion, a portable copy, restriction of processing, or an explanation of relevant processing. You may object to certain processing, withdraw consent where processing relies on it, and complain to your local data-protection authority. Withdrawal does not affect lawful processing before it was withdrawn. You may object to direct marketing at any time.

Send requests to privacy@bota.dev or by post using Section 1. Describe your relationship with Bota and enough context to locate relevant information. If you were recorded by someone else, identify the approximate date and the person or organization involved if known; do not send an entire sensitive recording unless requested through an appropriate channel. We may request proportionate information to verify identity and authority and will use it for that purpose.

We respond within the applicable legal period, explain any lawful extension, and explain a refusal and available appeal or complaint route. Requests are ordinarily free; any permitted fee or refusal for an excessive or unfounded request will be explained. An authorized agent may act with appropriate evidence of authority, subject to legally permitted verification. We will not unlawfully discriminate or retaliate because you exercise your rights.

Where Bota processes content for a business customer, we may direct the request to that customer and help it respond. We will not disclose another person’s recordings merely because someone asks for access, and we do not require a recorded participant to agree to our Terms to raise a request. Rights may be limited by another person’s rights, a valid legal hold, or other applicable exceptions.

13 Additional information for the EEA UK and Switzerland

For processing for which Bota is a controller, our legal bases depend on the purpose. We rely on contract necessity for the information needed to provide a direct customer’s requested account, purchase, or service; legitimate interests for proportionate security, fraud prevention, necessary business administration, support, and permitted operational analysis; legal obligations for required records and compliance; and consent for optional activities where required. Our interests are subject to consideration of the affected person’s rights and reasonable expectations.

Our contract with an account holder is not automatically a legal basis for processing personal information about every person they record. The responsible controller must identify a valid basis and provide any required notice for participant data. If Bota acts as controller for such processing, we must satisfy those duties ourselves. Where we act as processor, the customer determines its legal basis and instructions.

Special-category data, such as health information, and criminal-offence information require an additional applicable condition or authorization. A user’s general instruction to process a recording does not establish that condition for everyone recorded. We do not treat mere participation in a meeting as explicit consent. Business customers must establish appropriate legal grounds and agreements for their regulated processing.

Information required to create an account or perform an order is identified in the relevant flow. If it is not supplied, the requested service may be unavailable. Optional information and consent-based processing can be declined without affecting unrelated features. Where information comes from another source, Section 3 identifies the source categories; contact us for information about a specific source where available and legally required.

You may complain to the supervisory authority in your country of residence or work or where an alleged infringement occurred, including the UK Information Commissioner or the Swiss Federal Data Protection and Information Commissioner as applicable. Contact privacy@bota.dev for assistance. Any required regional representative or data-protection officer will be identified in the applicable regional notice; this Policy does not imply that such an appointment has already been made.

14 Additional information for US residents

Where applicable state privacy law applies, the categories described in Section 3 correspond to identifiers, account and customer records, commercial information, internet and device activity, approximate location, audio and other content, professional information, and inferences contained in requested AI outputs. Sensitive information may include credentials, contents of private communications, health information, or other legally protected information a customer supplies. We collect and disclose applicable categories for the purposes in Section 5, from the sources in Section 3, to the recipients in Section 7, using the retention criteria in Section 9.

During the preceding 12 months, the categories Bota collected and disclosed for business purposes are those described in Sections 3 and 7 to the extent the relevant feature or relationship existed. We have not sold personal information or shared it for cross-context behavioral advertising during that period. We do not sell or share the personal information of people we know are under 16. We use sensitive personal information only for providing requested services, security, compliance, or another purpose permitted without a statutory right to limit, unless we obtain the consent or provide the choices required for another use.

Depending on your state, you may have rights to know or access, correct, delete, and obtain a copy of personal information, and to opt out of sale, targeted advertising, or profiling used for decisions with legal or similarly significant effects. California residents may also request information about categories of sources, purposes, recipients, and specific personal information and may have a right to limit certain sensitive-information uses. We do not engage in the sale or advertising sharing described in Section 8, or use our assistive AI features to make such decisions about you.

Submit requests through the channels in Section 12. Where state law gives an appeal right, reply to a denial or email privacy@bota.dev with Privacy Appeal in the subject line. We will respond within the applicable period and provide information about contacting the relevant attorney general or regulator if the appeal is denied. California verification, authorized-agent, and nondiscrimination protections apply where required. A customer acting as a controller or business remains responsible for requests concerning its own purposes and decisions.

15 Children and recorded participants

Bota accounts and independent use are intended for people who are at least 18 and have reached the age of majority where they live. We do not knowingly provide accounts to children. If we learn that an ineligible child has created an account, we will take appropriate steps to disable it and delete information collected through that account, subject to applicable law.

A lawful recording may include information about a minor, for example in an authorized professional context. That does not make the minor a Bota account user. The person or organization making the recording must satisfy applicable notice, permission, and sensitive-data requirements, including parental or guardian authorization where required. Bota must also satisfy its own obligations. Contact privacy@bota.dev if you believe a child’s information has been collected improperly so we can assess the appropriate response with the responsible customer where applicable.

16 Changes to this Policy

We will publish a revised date when this Policy changes and provide additional notice of material changes through an appropriate channel. We will obtain consent where required before a new use begins. A revised notice does not retroactively authorize incompatible uses of previously collected information, remove an existing contractual protection, or change a processor’s instructions without proper authority. The no-training commitment applies as stated in Section 6.

For questions, requests, or complaints about this Policy, contact privacy@bota.dev or GalaxySailLab Inc., Attn Privacy, 2261 Market Street STE 61896, San Francisco, CA 94114, United States.