Privacy Policy

1. Data controller

The data controller is ProtoSparks, Ticino, Switzerland, operator of AI Live Translator. Privacy contact: privacy@protosparks.io. General contact: info@protosparks.io.

2. Data we may collect

Depending on the functions used we may process the data indicated below.

• —Booking data: name, email, company if provided, language, date, time, duration, notes and additional participants.
• —Admin data: name, email, authentication, role, permissions, preferences, connected calendar and organized calls.
• —Technical data: IP address, browser, device and necessary technical or diagnostic logs.
• —Communications: during AI translation the audio is processed in real time for voice translation and, if activated, subtitles or transcriptions.
• —Derived content, only when enabled and disclosed: transcripts, text translations, summaries, key points and action items. The platform does not save session audio or video files.
• —Calendar data necessary to check availability, create, modify or delete events, avoid overlaps and send reminders.

3. Purposes of processing

• —Book, create and manage calls and video calls.
• —Provide AI voice translation, training and in-person AI Interpreter mode.
• —Manage participants, invitations, confirmations, reminders, changes and cancellations.
• —Synchronize your calendar and provide technical assistance.
• —Guarantee security, prevention of abuse and continuity of service.
• —Generate transcripts or summaries only when the feature is enabled.
• —Comply with legal obligations.

4. Legal basis

The processing is based, as the case may be, on the execution or preparation of the requested service, on the legitimate interest in operation and security, on legal obligations or on consent. The use of AI translation is communicated before entry. Consent required for recording, saved transcript, or summary is collected prior to launch.

5. Artificial intelligence and voice translation

AI Live Translator uses OpenAI (API platform) for its AI functions. The service does not converse autonomously with participants: the conversation takes place between real people and the AI processes voice only to translate it.

When translation is active, the speaker’s audio is sent in real time to OpenAI to recognise speech, translate it and generate a translated synthetic voice and captions. If the languages match or translation is switched off, audio is not sent to OpenAI. Translation and voice are generated automatically and may contain inaccuracies.

According to the terms published by OpenAI for its API platform, API data is not used to train models by default; OpenAI may retain it temporarily under its own terms. Do not use the service for data you are not authorised to share.

6. Video calls and LiveKit

The realtime audio/video infrastructure uses LiveKit. LiveKit processes the technical data necessary for communication transport, session management and service quality. Simple live translation does not cause AI Live Translator to permanently save the original audio.

7. Recordings and AI summaries

Sessions are not recorded automatically and the platform does not save audio or video files. If a transcript, saved text translation or AI summary is enabled, the interface informs participants and requests the required consent before saving. In in-person Interpreter mode, the organizer attests that attendees were informed and that any required consent was obtained. Saved content remains available until an authorized Admin deletes it; automatic deletion at a fixed deadline is not currently guaranteed.

8. Calendar, email and notifications

To the extent necessary for the service we use the following connections:

• —The organiser’s Google Calendar, when authorised: checking availability and creating, updating or deleting events with the necessary booking data (e.g. title, date, duration, name and call link). Authorisation can be revoked.
• —Email: confirmations, reminders, invitations, changes, cancellations and link recovery are sent through the platform’s transactional email service.
• —Internal admin notifications: for each new booking the administrator receives a dashboard notification and a private Telegram message containing only name, language, date and time with time zone, duration and a booking reference; email, notes and other details remain available only in the protected dashboard. Telegram is used only for this internal notification and never to communicate with customers or participants.
• —Connection with ProtoSparks AI Sales Agent: only when a booking is made through a link generated by ProtoSparks AI Sales Agent, on confirmation we send to sales.protosparks.io the workspace and opportunity identifiers received in the link, call date and time, time zone, duration and a technical booking identifier. No data is sent for direct bookings.

9. Providers and subprocessors

Depending on the function used, the necessary data may be processed by the following providers:

• —OpenAI (United States): real-time voice translation and transcription, synthetic voice, AI summaries.
• —LiveKit (LiveKit Cloud, international infrastructure): real-time audio and video transport.
• —Google (United States): the organiser’s Google Calendar.
• —Telegram: internal admin notifications.
• —The platform’s transactional email service: sending automatic emails.
• —The platform’s hosting, managed database and authentication providers (cloud infrastructure).
• —ProtoSparks AI Sales Agent (sales.protosparks.io): only for bookings coming from its links, with the data described above.

10. International transfers

Some providers process data outside Switzerland and the European Economic Area, in particular in the United States (e.g. OpenAI and Google) and, for real-time transport and cloud infrastructure, in data centres in other countries.

Transfers take place only to the extent necessary for the service and on the basis of the instruments provided for by the Swiss Federal Act on Data Protection (FADP) and, where applicable, the GDPR, as offered by the respective providers. For information on the safeguards applicable to a specific provider, write to privacy@protosparks.io.

11. Retention

We keep data only for as long as necessary:

• —Live audio, video and captions: not kept beyond the session; the platform does not save audio or video files.
• —AI summaries and saved texts (transcripts or text translations): automatically deleted after 90 days, or earlier if an authorised Admin deletes them.
• —Bookings, meetings, participants, change history and admin notifications: automatically deleted 12 months after the call date.
• —AI translation usage and cost data: after 12 months kept only without names, for administrative and accounting purposes.
• —Technical logs: kept for limited periods for security and diagnostics, according to the infrastructure providers.
• —Events already created in the calendar and emails or Telegram messages already sent remain in those services until deleted there.

12. Security

We adopt appropriate technical and organizational measures, including HTTPS, Admin authentication, access controls, roles and permissions, links and tokens that are not easily predictable, server-side key management and limited access to data.

13. Your rights

Within the limits of the FADP and, where applicable, the GDPR, you may request information, access to and a copy of your data, rectification, erasure, restriction, objection and portability, and withdraw any consent at any time for the future.

Requests are sent by email to privacy@protosparks.io and handled within the time limits set by applicable law, normally within 30 days; we may verify your identity. You may also contact the Swiss Federal Data Protection and Information Commissioner (FDPIC) or, if you live in the EU/EEA, the competent supervisory authority.

14. Cookies and technical storage

The site uses only technical browser storage that is strictly necessary (language, audio preferences, temporary call data, Admin sign-in). We do not use advertising, analytics, profiling or tracking cookies; therefore no consent banner is shown. Details are in the Cookie Policy.

15. Changes

We may update this Policy for legislative, technical or functional changes. The current date is indicated at the top of the page.

16. Contact

info@protosparks.io · legal@protosparks.io · privacy@protosparks.io · support@protosparks.io · security@protosparks.io