TalkBridge Privacy Policy

Version 1.0 · Effective 2026-11-06

1. Who we are and how to reach us

• Operator: 株式会社国際テクノロジーセンター (KTC Co., Ltd.) ("we", "us") • Address: First Square Gotanda 7F, 1-21-13 Higashi-Gotanda, Shinagawa-ku, Tokyo 141-0022, Japan • Representative: Masao Yamazaki, Representative Director • Personal information protection manager: Yuji Tomonari (友成祐二) • Contact: ktc-services@ktcc.co.jp (telephone +81 3-5475-3614, business days)

We handle personal information in the TalkBridge mobile app (the "Service") in accordance with this policy.

2. The short version

• While you record, your voice is sent live to a speech-recognition and translation service provider (the "speech provider"). TalkBridge does not store your audio recordings; the app does not save audio and our servers do not receive it. The speech provider states in its published terms that real-time requests are processed transiently and not stored. Audio and transcripts are processed in the provider's Japan region. The provider is nevertheless a company headquartered in the United States, so we treat it as a recipient outside Japan. • After a meeting, the text of the original transcript is sent through our server to Anthropic PBC, an AI company in the United States ("Anthropic"), to write minutes. • Transcripts and minutes are kept on your phone. Backing them up to our cloud (Tokyo) is optional and off by default. • Your projects (name, context, vocabulary) are saved to your account in our cloud and synced between your devices. • We do not sell personal data and do not show ads, and the app contains no advertising or analytics SDKs. • You can delete your account in the app. Some records remain for a limited time (Section 9).

3. What we handle

• Account — Email address, display name (optional), account ID, sign-in method (email/password, Google, Apple). Sign-in tokens are kept in your device's secure storage — Our account service (Amazon Cognito on AWS, Tokyo); Google or Apple if you sign in with them • Meeting audio — Microphone sound while you record — Streamed live from your phone to the speech provider. Not stored by the app or by us • Transcript and translation — Text recognised and translated from the audio — Returned to your phone and stored there. We do not store it unless you turn on cloud backup • Minutes — AI summary based on the original transcript text — The transcript text goes through our server to Anthropic; the minutes come back to your phone • Projects — Project names, context notes and vocabulary pairs you enter — Your phone and our cloud (Tokyo); context and vocabulary are also sent to the speech provider with each recording to improve translation • Cloud backup (optional) — Transcript and minutes files — Our cloud storage (Tokyo), under your account • Plan and usage — Plan, remaining translation time, time used, session start/stop times and length (no content), number of minutes generated — Our database (Tokyo) • Payment — Only if you make a paid purchase: subscription and top-up records and Stripe customer and subscription IDs. We do not obtain or store card numbers; Stripe handles them — Stripe; our database • Diagnostics — When something fails: error code, screen, short technical detail, app version, OS and version, account ID and email. No meeting content — Our database (Tokyo) • Technical logs — Request IDs, error names, times. Network and hosting providers see IP addresses as part of normal operation — Our hosting (Tokyo) • Enquiries — What you send us — Our email

We do not collect your contacts, location, photos, advertising ID or other device identifiers, and we do not use push notifications.

How we obtain it The data above is what you enter, what your device sends automatically, and what is generated while you use the Service. If you sign in with Google or Apple, they provide your name, email address and ID.

4. Why we use it, and our legal bases

We use the data for the following purposes.

1. To provide the Service you asked for: account, transcription, translation, minutes, sync and backup (performance of a contract; your consent to sending data to providers where the law requires it).

To keep the Service safe and working: security, abuse prevention, fixing errors, capacity and cost control (legitimate interests; legal obligation).
To manage plans, payments, quotas and customer support (contract; legal obligation).
To comply with law and handle disputes (legal obligation; legitimate interests).

We do not use your data for advertising, profiling or selling, and we do not use it for other purposes without your consent or a lawful basis.

5. Who we share data with (processors)

We use service providers ("processors") who handle data on our instructions. We do not allow them to use your content for their own purposes. A list of our processors is available on request at ktc-services@ktcc.co.jp.

• Speech-recognition and translation service provider — Real-time speech recognition and translation — Meeting audio; project context and vocabulary; recent transcript text for continuity — Japan (the provider's Japan region). The provider is headquartered in the United States, and account and usage data may be handled there • Anthropic PBC — AI minutes (Claude) — Original transcript text and the language you chose — United States. Processing may also take place in other locations • Amazon Web Services (AWS) — Hosting, database, file storage, sign-in service (Amazon Cognito), logs — Account, projects, usage, optional cloud files, diagnostics — Tokyo, Japan (ap-northeast-1) • Google / Apple — Sign-in, only if you choose "Continue with Google" or "Sign in with Apple" — Name, email address (including an Apple private relay address) and ID that they return — United States and other countries where they process data • Stripe — Payments on the web — Email address, payment details, subscription — United States and other countries where Stripe processes data • Website hosting provider — Hosting of our website — Visitor IP address and request data — Global

We may also disclose data (a) where required by law or a valid legal request, (b) to protect rights, safety or security, and (c) to a successor in a merger, acquisition or sale of business, with notice to you. Content that you share yourself (copy, share sheet) leaves our control. We do not use joint use of personal data.

6. AI processing and no training on your content

Speech recognition, translation and minutes are produced by third-party AI models. We send them only what is needed for the feature you use. Output may be inaccurate. We do not make decisions about you that have legal or similarly significant effects based solely on automated processing.

We do not use your content to train our own AI models. In addition, Anthropic's Commercial Terms and the speech provider's terms of service provide that customer content is not used to train their own models.

7. Recording other people

When you record a meeting, other people's voices and statements are captured too. Where the law, your employer's rules or a contract require it, you are responsible for informing participants and obtaining their consent (Terms of Service, Article 5). Meeting content can include sensitive information such as health, beliefs or confidential business data. Please do not record if you have no right to. We do not intentionally look for or use such information. If you were a participant and want to know about a recording, please ask the person who recorded it. You can also contact us at ktc-services@ktcc.co.jp.

8. Where data is stored; transfers outside Japan

Our own systems are in Tokyo, Japan. The following providers handle personal data outside Japan.

• Speech provider: headquartered in the United States. Audio and transcripts are processed in the provider's Japan region. Because US systems and personnel may handle account, usage and support data, we treat the provider as a recipient in a foreign country. • Anthropic: a US company. Transcript text is processed in the United States and possibly in other locations. We do not say that minutes are processed only in Japan. • Google, Apple and Stripe: the United States and other countries.

Information under Article 28 of Japan's Act on the Protection of Personal Information (APPI). The country is the United States (other countries may be involved, for example through Anthropic's subprocessors). The United States has no single comprehensive federal personal-information protection law; sector-specific and state laws apply. Please see the information on the US system published on the website of the Personal Information Protection Commission. Under their contract terms, these providers take measures including processing only on our instructions, not using customer content to train their own models, encryption in transit, deletion, and control of subprocessors. For other countries and specific measures, ask us at ktc-services@ktcc.co.jp.

Consent. Before your first recording, the app asks for your consent to sending audio and transcript text to providers, including providers outside Japan. If you do not consent, you cannot use the recording feature. You can withdraw consent by deleting your account (to stop a particular provision, make a request under Section 10).

• Users in the EEA/UK: we transfer data under safeguards such as Standard Contractual Clauses or adequacy decisions. • Users in Vietnam: we prepare the cross-border transfer documentation where Vietnamese law requires it.

9. How long we keep data, and deletion

• Audio — Not stored by TalkBridge. • Transcripts and minutes on your phone — Until you delete the session or the app, or delete your account. • Cloud backup files — Until you delete your account. The app cannot currently delete a single file; ask at ktc-services@ktcc.co.jp and we will act within 30 days. • Projects — Until you delete the project or your account. • Account, plan and usage — Until you delete your account. • Session records (time and length, no content) — Up to 365 days, or until you delete your account. • Payment and request records — Approved or rejected requests up to 365 days; records we must keep for accounting and tax under law, for that period. • Diagnostics — 30 days. • Server logs — 7 days. • Account-deletion record (account ID, email, status) — 90 days, so that we can finish the deletion and refuse stale sign-ins. • Backups — Database point-in-time backups can retain deleted data for up to 35 days. • Third parties — Under their own policies. Stripe keeps payment records as required by law. According to its public documents, Anthropic deletes inputs and outputs in principle within 30 days of receipt (except for law, enforcement of its terms, or agreement otherwise). The speech provider states in its published terms that it does not store real-time audio and transcripts.

Deleting your account. Go to Account → Account deletion (or Settings → Account deletion) and type DELETE. This deletes your account, projects, cloud files and sessions on our side and cancels the subscription that we manage. Data on your phone is also erased. If you cannot use the app, email ktc-services@ktcc.co.jp from your registered address. For accounts in a shared organisation, personal identifiers are removed but the organisation's usage history may remain. If you only delete the app, the data on your phone is removed with it.

10. Your choices and rights

In the app you can delete sessions, turn cloud backup on or off (Settings), edit or delete projects, and delete your account. For other requests:

• How: email ktc-services@ktcc.co.jp from the address registered to your account. We will verify your identity (and your agent's authority if someone acts for you). • When: without delay and in any case within 30 days. • Fee: none. • Japan (APPI): you may request notice of the purposes of use, disclosure (including electronically), correction, addition, deletion, suspension of use or erasure, suspension of third-party provision, and disclosure of records of third-party provision, as the Act provides. • EEA/UK (GDPR): where we serve users in these regions, you have the rights of access, rectification, erasure, restriction, objection, portability and withdrawal of consent, and may complain to your supervisory authority. • Vietnam: you have the rights under the personal data protection law in force (including Decree 13/2023/ND-CP and any successor law): to know, to consent or withdraw consent, access, correct, delete, restrict, object, request provision of data and complain. • California (CCPA/CPRA), where it applies to us: rights to know, delete, correct, and opt out of sale or sharing. We do not sell or share personal information, and we will not discriminate against you for exercising your rights.

11. Security measures

To prevent leakage, loss or damage of personal data we follow the personal-data security measures (organisational, personnel, physical and technical) that we publish at https://www.ktcc.co.jp/privacy/, and for the Service we apply the following measures:

• A designated personal information protection manager, and management of access rights to administrative functions. • Encryption in transit (HTTPS/TLS), encryption of data stored in our cloud, and access controls. • Sign-in tokens kept in your device's secure storage. • Time-limited signed links for cloud files. • Logging limited to technical data. • Efforts, as described in Section 8, to understand the systems of foreign countries where personal data is handled.

No online service is perfectly secure and we cannot guarantee absolute security. If a leakage affects you, we will notify you and the authorities as the law requires. Data on your phone is protected by your device's own security; please use a screen lock.

12. Minors

The Service is for people aged 18 or older and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe we have, please contact ktc-services@ktcc.co.jp and we will verify and delete it.

13. Website and cookies

Our website uses only a browser local-storage setting that remembers your language choice. We do not use advertising or analytics cookies or tracking. The hosting provider processes standard server logs (IP address, request time).

14. Changes

When our handling changes, we will update this policy and show the new version and effective date. For material changes we will notify you in the app or by email at least 30 days before they take effect, and ask for consent again where the law requires.

15. Contact and complaints

株式会社国際テクノロジーセンター (KTC Co., Ltd.), Personal information protection manager: Yuji Tomonari First Square Gotanda 7F, 1-21-13 Higashi-Gotanda, Shinagawa-ku, Tokyo 141-0022, Japan ktc-services@ktcc.co.jp / +81 3-5475-3614 (business days)

We accept complaints and enquiries at the contact above. You may also complain to the Personal Information Protection Commission (or the supervisory authority where you live).

This policy is provided in Japanese, English and Vietnamese. If they differ, the Japanese version prevails unless mandatory law provides otherwise.

Questions: ktc-services@ktcc.co.jp