Privacy Policy

Overview

This Privacy Policy explains how N3XRA LLC, registered in Oregon and operating n3xra.com, collects, uses, stores, and shares information when you use the N3XRA platform. N3XRA may include a shared account system, N3XRA Records, AI-assisted records search, meeting recording, transcription, speaker detection and optional speaker identification, phone and messaging features, project pages, support forms, public or embedded views, and paid subscription features.

Information We Collect

• Account information such as your name, display name, email address, phone number, login credentials, profile details, app access, and account preferences.
• SMS consent and messaging information, including your mobile number, opt-in or opt-out choice, consent method, consent disclosure version, date and time, source page, related call identifier when consent is given verbally, and transactional message delivery information.
• Ownership-update interest information, including your name, account email, connection to N3XRA, communication preference, acknowledgment, request status, and related dates.
• N3XRA Records information, including libraries, organizations, documents, extracted document text, metadata, invite codes, role assignments, public settings, embedded content settings, meeting recordings, recovery chunks, transcripts, timestamps, speaker labels, speaker names, match confidence, corrections, notes, references, AI drafts, finalized documents, AI questions and answers, source excerpts, saved AI memories, library AI settings, file AI notes, reviews, usage counts, token estimates, and related activity.
• Optional voice-profile information, including an enrollment recording, the resulting mathematical voiceprint or voice signature, enrollment consent and status, provider identifiers, processing status, and dates. A voiceprint is biometric data and is treated as sensitive personal information.
• Record-packet transfer and support-access information, including sender and recipient organization details, recipient email address, transfer status and dates, the records included in a transfer, temporary support-access scope, expiration, and audit activity.
• Phone and voice interaction information, including caller and recipient numbers, call identifiers, recordings when enabled, transcriptions, receptionist requests and responses, meeting-join details, screening or routing information, SMS consent, and delivery status.
• Billing-related information handled through third-party payment providers such as Stripe when paid plans or subscriptions are available.
• Basic technical and usage information needed to operate, secure, limit abuse, troubleshoot, and improve the service. Anonymous free-use limits, saved framework prototypes, temporary app state, and interrupted-recording recovery chunks may be stored in your browser.

How We Use Information

• To create and manage one N3XRA account and the separate app profiles, libraries, workspaces, or dashboards connected to that account.
• To provide records storage, search, AI-assisted search, summaries, editable meeting drafts, source highlights, transcription, speaker detection and identification, speaker corrections and audio samples, sharing, record-packet transfers, role-based access, embedded views, and related records features.
• To operate phone meetings, the AI receptionist, voice input and spoken responses, call routing, transactional messaging, and recording recovery.
• To enforce Records AI, transcription, storage, document, user, and plan limits, and to estimate or track usage for billing, abuse prevention, and service reliability.
• To process subscriptions, billing, account changes, support requests, and service communications.
• To send transactional SMS messages that you request or explicitly consent to receive, maintain consent records, deliver requested links or notices, and honor STOP and HELP requests.
• To maintain the ownership-update interest list, connect a request to an N3XRA account, send requested company or ownership updates, and honor withdrawals.
• To secure the platform, investigate misuse, prevent abuse, maintain reliability, and comply with legal obligations.

How Information Is Shared

We do not sell your personal information. We may share information with service providers that help operate n3xra.com, including hosting, database, authentication, storage, analytics, payment, email, telephone, messaging, support, AI, speech-to-text, text-to-speech, transcription, speaker processing, transcript extraction, and public metadata retrieval providers. For Records and Records AI features, document text or excerpts, file notes, library AI settings, saved AI memories, user questions, generated answers, usage data, recordings, transcripts, speaker information, meeting notes, templates, and drafts may be processed as needed to answer questions, create summaries or minutes, produce transcripts, identify speakers, highlight source material, and operate the feature. Information may also be shared when required by law or to protect the service, users, or legal rights.

Mobile information will not be sold, rented, or shared with third parties or affiliates for their own marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with third parties for their own marketing or promotional purposes. We may use service providers, such as telecommunications and infrastructure providers, only as necessary to deliver and support the messages you requested, maintain security, prevent abuse, or comply with law.

Records, Public, and Shared Content

Content you or your library administrators mark as public or publish through embedded views may be visible to others. Shared libraries and role-based access also allow authorized users within a library to view or manage content according to their assigned permissions.

Library administrators may configure Records AI settings, saved AI memories, and file-level AI notes for a library. Those settings may be used to guide future Records AI answers for authorized users with access to that library.

An authorized account administrator may invite another organization to accept a record packet containing a meeting recording, transcript, notes, references, and generated documents. If the recipient accepts, copies are made for the recipient organization, ownership of the packet changes, and existing public share links for that packet are revoked. Administrators are responsible for confirming that a transfer is authorized and addressed to the correct recipient.

N3XRA Records customer content is not available to N3XRA support through ordinary Records support tools. An authorized customer may explicitly grant scoped, temporary support access. The grant identifies what support may access, expires after 24 hours unless revoked sooner, and is recorded in an audit trail.

Voice Profiles and Speaker Processing

Speaker detection can separate a meeting into generic labels such as “Speaker 1” without any voice profile. A voice profile is optional and is used only to try to replace a generic label with the enrolled user's name in future meeting transcripts. It is not used as a password, identity-verification method, or authentication factor.

Enrollment requires the signed-in user to provide affirmative consent and record their own voice. N3XRA sends that recording to pyannoteAI to create a mathematical voiceprint. N3XRA stores the resulting voiceprint on protected server systems and does not place it in the meeting result or expose it to organization administrators. N3XRA does not retain the raw enrollment recording in its own storage after enrollment. pyannoteAI temporarily processes enrollment and meeting audio and applies its published deletion schedule to media, job output, and worker copies.

Meeting audio may be sent to Groq for transcription and to pyannoteAI for speaker detection and, when eligible profiles exist, speaker identification. Stored results may include timestamps, utterances, generic speaker labels, matched names, and confidence information. Matches can be incorrect. Authorized users may play a short section from the existing meeting recording to review a speaker and may correct a label throughout that meeting; this playback does not create a new voiceprint.

You may revoke your voice profile from Voice Profiles. Revocation deletes the active voiceprint from N3XRA and prevents it from being used for future matching. Revocation does not automatically remove your name from transcripts processed earlier; authorized users may correct or delete those meeting records separately.

Data Retention

We retain information for as long as needed to provide the service, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and operate app-specific dashboards. Meeting recordings, transcripts, speaker results, notes, and documents generally remain until an authorized user deletes them or the applicable account or organization is deleted. Browser recovery chunks for interrupted recordings are temporary and are scheduled to expire after 30 days. An active voiceprint is retained while the voice profile remains enrolled and is deleted when the user revokes the profile, the account is deleted, the purpose is satisfied, or deletion is otherwise required by law.

Reviews may retain snapshot details after an account, profile, or library is removed so the review can remain associated with the service. If you delete content or close an account, some information may remain in backups, security logs, provider systems, or legally required records for a limited period before deletion or isolation.

Security

We use reasonable administrative, technical, and organizational safeguards to protect information. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Your Choices and Privacy Rights

• You may update certain account and profile information through the service.
• You may update or withdraw an ownership-update interest request from the connected My Apps page.
• You may control document visibility and library sharing settings based on your role and plan.
• You may revoke your optional voice profile through Voice Profiles and may ask an authorized Records user to correct or delete speaker names in prior meeting records.
• Depending on where you live and subject to legal exceptions, you may request access to, correction or deletion of, or a portable copy of personal information about you. You may also request a list of specific third parties to which we disclosed personal information where applicable.
• N3XRA does not sell personal information, use it for targeted advertising, or use it to profile consumers in furtherance of decisions that produce legal or similarly significant effects. Where required, we honor applicable universal opt-out signals.
• To exercise a privacy right, email support@n3xra.com. We may need to verify your identity and authority. If we deny a request, you may appeal by replying or emailing the same address with the subject “Privacy Appeal.”

SMS Messaging

N3XRA sends low-volume transactional SMS messages only after explicit consent. Messages may include requested links, account or security notices, appointment reminders, meeting or records notifications, support responses, and requested inquiry follow-ups. Message frequency varies according to your activity and requests. Message and data rates may apply.

You may reply STOP to opt out at any time or HELP for assistance. Opting out of SMS does not prevent you from using N3XRA through the website, email, or telephone, and consent to receive SMS messages is not a condition of purchase.

Children

The service is not intended for children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us so we can review and delete it where appropriate.

Third-Party Services

n3xra.com may rely on third-party providers, including Supabase for database, authentication, and storage; Vercel for hosting and site analytics; Stripe for payments; Groq for AI and transcription; pyannoteAI for speaker detection and voiceprint processing; ElevenLabs for speech input or output; Twilio for calls, phone meetings, and SMS; Resend for email; Google Drive and Microsoft OneDrive for optional connected cloud files; and transcript extraction or public metadata retrieval providers. A feature's use of a provider may also be subject to that provider's policies and terms.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, the updated version will be posted here with a revised effective date. Continued use of the service after changes take effect means you accept the updated policy.

Google Drive and Microsoft OneDrive Connections

Files & Assets offers optional Google Drive and Microsoft OneDrive connections where available. Storage connections are separate from N3XRA sign-in, and you may connect a different account for storage. Each organization member connects their own provider account. We request read-only file access, basic account information, and permission to maintain access through refresh tokens. Provider permission can cover files accessible to the connected account; it is not a provider-enforced restriction to one selected folder. N3XRA limits the shared library to the files and folders you select, including files within selected nested folders. The integration does not edit or delete originals in your cloud account.

We process account identifiers and email addresses, selected file and folder identifiers, names, paths, file types, sizes, source links, synchronization information, and file content needed for previews or website use. Connection tokens are encrypted and stored on server systems, rather than exposed to teammates or placed in browser configuration. Browsing a connected account does not automatically add its contents to an organization library. Added items normally remain external references; synchronization updates the catalog rather than copying the entire cloud account.

Files and folders you add to Files & Assets are available to authorized organization members according to workspace permissions and to N3XRA platform administrators for the file-management and website services you request. This access does not let those people browse unselected content elsewhere in your cloud account. Files & Assets administrator access is separate from the temporary support-access process for Records described above. Selected content may be processed by our hosting, database, and storage providers to operate these features. Connecting a cloud account does not by itself submit its files to Records AI or use them to train AI models.

When an authorized user submits a connected file for website use, N3XRA reads the selected content and may create a private website copy for review. Submission does not automatically publish it. Approved copies may become public through the website's publishing and access settings. A later change, deletion, or loss of access to the cloud original does not automatically update or remove an existing website copy.

You can disconnect your provider account in Files & Assets to clear the stored access and refresh tokens, or revoke authorization through Google or Microsoft. Disconnecting does not automatically delete catalog entries, saved selections, or previously submitted or published website copies. Authorized users can remove library links and manage website copies separately, or contact support@n3xra.com to request deletion. Remaining metadata and copies are subject to the retention practices in this policy. Reconnecting the same account can restore access to existing references.

N3XRA's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. Google API data is used to provide the connected-file features described here, not for advertising, data brokerage, lending decisions, or training generalized AI models. Human access to Google API data is limited to your affirmative agreement to access specific selected content, necessary security or legal purposes, or other access expressly permitted by that policy. These restrictions also apply to data derived from Google API data and take precedence over broader descriptions elsewhere in this policy.

Contact

For questions about this Privacy Policy, contact support@n3xra.com.