Privacy Policy

This Privacy Policy explains how TopoTopic ("TopoTopic", "we", "us") collects, uses, and shares information when you use our website and services at topotopic.com(the "Service").

For the purposes of the EU General Data Protection Regulation (GDPR) and UK GDPR, the controller identity and operator disclosures are listed in our Legal Notice / Imprint.

This policy applies to the Service, including workspaces, capture/import flows, and AI-assisted features. For contractual terms, see our Terms of Service.

Contact: support@topotopic.com

We collect information in these categories:

• Account and profile data (such as email address, display name, handle, authentication identifiers, profile fields, and account settings).
• Workspace content you upload or create (for example: documents, URLs, recordings, uploads, transcripts, notes, collections, messages, share settings, and related metadata).
• Derived and operational data created to run the Service (for example: summaries, speaker labels, embeddings, keywords, graph structures, ranking signals, and indexing artifacts).
• Usage and device data (such as IP address, user agent, timestamps, feature usage, error logs, and security/audit events).
• Connected-service data (such as linked Google account identifiers, Google Calendar connection state, imported source metadata, and third-party authorization status for services you connect).
• Billing data when you subscribe to a paid plan (handled by payment providers such as Stripe; we receive limited billing metadata).

We use the information we collect to:

• Provide, maintain, and operate the Service (including storage, sync, search, and retrieval across workspaces and supported surfaces such as Studio, Go, Library, Vault, Graph, Learn, Connect, Silicon, and Inbox).
• Process content to deliver requested features (such as transcription, voice assistance, summarization, extraction, graph generation, and indexing).
• Retrieve content and metadata from supported URLs and third-party source integrations that you choose to import.
• Personalize and improve workspace experiences (such as recommendations and ranking).
• Operate collaboration features, session-level collaborator access, and public or unlisted sharing you choose to enable.
• Operate Walter and other assistant features, including grounding answers in workspace content and queuing approval-based actions such as calendar-event drafts when you ask for them.
• Provide billing, invoice history, subscription management, and entitlements.
• Improve product quality and reliability using Service Data and de-identified aggregated metrics.
• Protect the Service (fraud prevention, abuse detection, account security, and audit logging).
• Provide support, communicate with you, and respond to requests.
• Comply with legal obligations.

Recording/transcription feature requirements (including in-session speaker labeling and audio retention) are processed as core service requirements for audio workflows and are not treated as optional analytics preferences.

Where permitted by law, we may use de-identified and aggregated data for analytics, reliability monitoring, and service quality improvements.

We do not sell personal information or share personal information for cross-context behavioral advertising.

We may share information in these situations:

• Service providers: vendors that help us operate the Service (for example: cloud hosting, storage, speech processing, source APIs, Google sign-in and calendar integrations, analytics when enabled, payments, and AI processing). These providers are permitted to process information only to provide services to us.
• Within your workspace and shared sessions: content you add to a shared workspace or collaborative session may be visible to workspace members, administrators, or direct collaborators according to roles and settings.
• Public sharing: if you choose to make content public or create an unlisted/share-token link, it may be accessible to others according to that share scope. Link-shared content can be forwarded by recipients, and accepted share links may allow the recipient to view or copy the shared material into their own workspace where the product permits.
• Legal and safety: to comply with law, protect rights and safety, and prevent fraud or abuse.
• Business transfers: if we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

We do not intentionally submit link-shared pages to search engines. We cannot control indexing behavior from third parties that receive those links.

User profiles are unlisted by default. Where profile discovery is available, it is limited to direct profile links, explicit @handle search, or in-product social/workspace interactions rather than a public directory by default.

Once you intentionally share content or a profile link outside the Service, third parties may further distribute that information beyond our control.

We maintain a transparency schedule of primary providers at /subprocessors, including provider name, purpose, data categories, regions, and transfer safeguards.

We use cookies and similar technologies for essential functionality (authentication, security, and service operation), and for analytics when you choose to enable it.

Essential cookies help the Service function. For example, the Service may set a topotopic-session-id cookie to stabilize sessions for request correlation and abuse prevention. In production, this cookie is set with SameSite=Lax and the Secure flag.

Analytics may include first-party measurement and optional third-party analytics (such as Google Analytics and PostHog) when analytics consent is enabled.

TopoTopic is audio-first. In-session speaker labeling and audio retention are required feature requirements for recording and transcription workflows. These settings are managed as product requirements, not cookie-consent options.

For details about specific cookies and their lifetimes, see our Cookie Policy.

The Service can process workspace content using third-party providers (for example: speech processing, document understanding, source retrieval, and language model features). This may involve sending portions of your content, URLs, transcripts, or related metadata to those providers to generate outputs you request.

We do not use Customer Content to train or fine-tune general artificial intelligence or machine learning models. When we send content to third-party providers (such as OpenAI, AssemblyAI, or Google APIs for reachable product paths), it is processed only to generate the outputs or imports you request, and we do not permit AI providers to use Customer Content for model training.

We may use Service Data and de-identified aggregated Derived Data to operate, secure, measure, and improve the Service. We use providers as service providers, not as advertisers.

When Walter or related assistant features help you search, summarize, or draft actions, they may retrieve workspace context and call integrated providers only to complete the workflow you requested.

We take measures to ensure appropriate AI literacy for staff who develop, operate, or support AI-assisted features.

When you use voice recording features:

• Audio is captured on your device and transmitted to our servers
• Audio may be sent to providers such as AssemblyAI or OpenAI to generate live transcripts, uploaded-file transcripts, speaker-labeled outputs, summaries, or voice-assistant responses, depending on the feature path
• Audio is retained with session records until deleted by you or a workspace administrator
• Transcripts are stored in your workspace for search and retrieval

Speaker attribution in this context is diarization (for example "Speaker 1" / "Speaker 2") within a session. By default, TopoTopic does not store voice reference data or identify speakers across sessions.

Voice assistant interactions may also search your workspace or draft next actions. If an assistant flow prepares a Google Calendar event, the event remains pending until you approve it in Inbox.

If you opt in to Voice Recognition(Settings > Privacy), a short audio reference clip (2-10 seconds) is stored to help automatically identify you as a speaker in future sessions within your workspace. This clip is sent only to OpenAI during transcription processing (covered by our data processing agreement) and is never shared with other services. You can revoke consent and delete all stored voice data at any time from Settings > Privacy.

Voice recording depends on recording/transcription feature requirements for in-session speaker labeling and audio retention. If your recordings include other individuals, you are responsible for obtaining their consent where required by law.

When you import URLs or external content:

• We may retrieve public or user-authorized metadata, page text, captions, transcript text, thumbnails, or linked-media metadata from the source or associated APIs
• Imported content can be converted into workspace items, summaries, keywords, embeddings, and graph structures
• For YouTube imports, we retrieve publicly available metadata and captions using the YouTube Data API and do not download or store the video file itself through that API flow

You must have the right to import and process any content you submit. Our use of the YouTube API is subject to the YouTube Terms of Service and Google Privacy Policy.

Workspace content is retained until it is deleted. If you request account deletion, your account is currently deactivated first and you lose access to the Service during a 30-day grace period. If you log in again during that period, the account may be reactivated. After the grace period, a scheduled purge permanently deletes the account and associated data, subject to the limited retention described below. Content you contributed to shared workspaces may remain available to other workspace members or administrators, and references to your user may be removed or set to null.

We use a non-destructive provenance model: Original Submissions are preserved with chain-linked change events, while Visible Derivatives can be updated or restored by authorized owner/admin users.

Retention periods:

• Account data: Retained while your account is active and during any 30-day deactivation grace period triggered by an account-deletion request, plus up to 30 days for backups to cycle out
• Workspace content: Retained until deleted by you or a workspace administrator
• Derived data (embeddings, keywords, graph/index artifacts): Deleted or de-linked within 30 days of source deletion, subject to shared-workspace retention and operational backup cycles
• Security and audit logs: Retained for up to 90 days depending on log type and system (some logs may have shorter retention)
• Export files: Available for 7 days after generation
• Session cookies: Up to 60 minutes (see Cookie Policy)

Currently, exports include user-owned collection and session records (metadata) across workspaces where you are a member. Exports do not currently include uploaded files, transcript bodies, or every category of derived data.

Deletion or access revocation inside the Service does not necessarily delete copies or excerpts previously exported, downloaded, copied, or retained by other workspace members or share recipients.

If you are the last owner of a workspace, you may need to transfer ownership to another member before account deactivation or deletion can complete.

We may retain limited information for security, audit, fraud prevention, and legal compliance. Backup copies and logs may persist for a period of time after deletion and are overwritten or deleted according to our operational practices.

To request an export or delete your account, use Settings → Privacy.

For dispute handling, we may produce a provenance timeline export that shows who changed what, when, and from which prior state.

Depending on where you live, you may have rights to access, correct, export, or delete certain information, or to object to certain processing. You can manage key controls in the Service (including export and deletion) through account settings.

Where account deletion is offered in-product, the current workflow starts with account deactivation and a grace period before permanent deletion, as described in Section 7.

If you have questions about your rights or want to make a request, contact us using the details below.

Some requests may be limited by law, by security requirements, or by the need to preserve shared-workspace records, audit/provenance evidence, fraud-prevention records, or the rights of other users.

Some processing is required to run TopoTopic safely and lawfully (for example account security, required legal acceptance, and recording/transcription feature requirements such as in-session speaker labeling and audio retention). If those feature requirements are withdrawn, access to relevant audio features or the Service may be unavailable.

We use administrative, technical, and organizational safeguards designed to protect information. This includes controls such as HTTP-only cookies for sessions, access controls, and audit logging.

No system is 100% secure. You are responsible for maintaining the security of your account and devices.

The Service may process and store information in countries other than where you live, including where our service providers operate. We take steps designed to protect information when it is transferred internationally.

Questions or requests can be directed to support@topotopic.com. Operator details are published in /legal-notice.

We aim to respond to privacy requests within 30 days when practicable.

If you are a California resident, you have specific rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CPRA):

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out:You have the right to opt out of "sale" or "sharing" of personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, use Settings → Privacy or contact support@topotopic.com. We will verify your identity before processing requests.

We do not sell personal information and we do not share personal information for cross-context behavioral advertising.

Categories of personal information collected in the past 12 months:

• Identifiers (email, account ID)
• Internet activity (usage logs, device info)
• Professional information (workspace content)
• Audio/visual information (recordings, uploads)
• Inferences (AI-generated summaries, keywords)

California retention disclosure: data is retained according to Section 7 (Data retention and deletion), including category-specific retention windows and deletion controls.

If you are in the European Economic Area, United Kingdom, or Switzerland, you have the following rights under applicable data protection law:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure:Request deletion ("right to be forgotten")
• Restriction: Request limited processing
• Portability: Receive your data in a portable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent

Legal bases for processing:

• Contract necessity: To provide and secure core Service workflows you request (for example account access, storage, synchronization, transcription, and retrieval)
• Legitimate interests: Security, abuse prevention, fraud monitoring, service integrity, and operational reliability
• Legitimate interests and legal claims defense: Maintaining provenance and audit records needed to investigate incidents and resolve disputes
• Consent: Optional analytics (when enabled) and optional marketing communications
• Legal obligation: Compliance with applicable laws

To exercise your rights, use Settings → Privacy or contact support@topotopic.com.