Privacy Policy

1. Who we are

Realtimer (“Realtimer”, “we”, “us”) is operated by [Legal entity name], [registered address], [company registration number]. We provide the Realtimer real-time AI assistant (the “Service”) and the website https://realtimer.ai (the “Website”).

For any privacy question or request, contact us at [email protected].

For personal data our customers process in the Service (for example, the content of their calls), the customer is the controller and Realtimer acts as a processor on the customer’s instructions, under our Data Processing Agreement. For Website visitors, demo requests and account data, Realtimer is the controller.

2. Data we collect

• Demo and contact requests: name, work e-mail, company, team size and the message you send us.
• Account data: name, e-mail, company, role, billing details and settings.
• Conversation content you choose to process with the Service: audio, transcripts, screenshots and screen content (up to 5 at a time), chat messages, and the answers and notes generated from them.
• Knowledge you connect: documents, files, CRM and helpdesk records, listings, floor plans and other data you upload or integrate.
• Usage and technical data: device and app version, log data, feature usage and error reports.
• Website analytics: aggregated, privacy-friendly statistics (pages viewed, referrers, country). We do not use advertising cookies.

3. How we use data

• To provide the Service: transcribe audio, recognize screenshots, search your connected knowledge and generate answers and notes.
• To respond to demo and support requests and to manage your account and billing.
• To keep the Service secure, prevent abuse and fix problems.
• To improve the Website and product using aggregated, de-identified usage statistics.
• To send service and, with your consent where required, marketing e-mails. You can unsubscribe at any time.

4. AI processing and model training

Answers are generated by large language models (LLMs) combined with the knowledge you connect. Content is sent to our AI model providers only to produce your results.

We do not use your conversation content or connected knowledge to train AI models, and we require our AI providers not to train on it.

AI output can be inaccurate. You are responsible for reviewing answers before relying on them or sharing them with others.

5. Recording, transcription and consent

Laws in many countries and US states require the consent of some or all participants before a conversation is recorded or transcribed. When you use Realtimer on a call, you are responsible for complying with these laws and with your organization’s policies.

To help, Realtimer offers a one-click disclosure message to participants and an assist-only mode in which audio and transcripts are not stored.

6. Legal bases (EEA / UK)

• Contract — to provide the Service you signed up for.
• Legitimate interests — to answer demo requests, secure and improve the Service.
• Consent — for optional marketing and where the law requires it.
• Legal obligation — for accounting, tax and compliance records.

7. Sharing and sub-processors

We do not sell personal data. We share it only with service providers that help us run the Service, under contracts that protect your data:

• Cloud hosting and content delivery (e.g. Cloudflare).
• AI model providers (LLMs, speech-to-text and image recognition).
• Form handling for demo requests (e.g. Formspree).
• Payment processing, e-mail delivery and customer support tools.
• Integrations you enable yourself (e.g. your CRM, helpdesk or file storage).
• A current list of sub-processors is available on request at [email protected].

8. International transfers

Our providers may process data outside your country. Where data leaves the EEA or UK, we rely on adequacy decisions or Standard Contractual Clauses with appropriate safeguards.

9. Retention

• Demo requests: up to 24 months after our last contact, unless you become a customer.
• Conversation content and notes: for as long as you keep them in your account, or according to the retention settings your organization chooses. Assist-only mode stores no audio or transcripts.
• Account data: for the life of the account and as required by law afterwards.
• Deleted data is removed from active systems promptly and from backups within [30] days.

10. Security

We protect data with encryption in transit and at rest, access controls on a least-privilege basis, logging and regular reviews of our infrastructure and providers. No system is perfectly secure; if a breach affects your personal data, we will notify you and the authorities as required by law.

11. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict processing, and to withdraw consent. To exercise these rights, e-mail [email protected]. You may also lodge a complaint with your local data protection authority. If your data is processed by one of our customers, we will forward your request to them.

12. Children

The Service is intended for businesses and is not directed to children under 16. We do not knowingly collect their data.

13. Changes to this policy

We may update this policy. We will post the new version here with a new date and, for material changes, notify account holders.