Sottivo - Privacy Policy

Effective date: 10.08.2026 Last updated: 10.08.2026

This policy applies to the Sottivo website (sottivo.com), the Sottivo web app (app.sottivo.com), and the Sottivo desktop app for Windows and macOS.

1. Who we are

Sottivo is a product provided under the trading name Sottivo, operated by a sole proprietor registered in Ukraine (“we”, “us”, “Sottivo”).

For the purposes of applicable data protection law, we are the controller of the personal data described here, unless stated otherwise.

Privacy contact: privacy@sottivo.com, Telegram: t.me/sottivo
Full registration details (legal name, registration number) are available on reasonable request - for example in a dispute, an official request from an authority, or a direct request from you - at privacy@sottivo.com. This information is also known to our payment provider, which acts as merchant of record, for payment and compliance purposes.

2. What Sottivo does, from a privacy perspective

Sottivo is an AI copilot for calls, meetings and interviews. It listens to a conversation as it happens, turns it into text, recognises when a question has been asked, and privately suggests an answer to you. It is available as a desktop app (Windows, macOS) and as a web app.

Because of what the product does, Sottivo handles conversation audio, screen content and documents you upload. Sections 4 and 11 explain what happens to each of them and how long we keep it.

3. Scope

This policy covers the Sottivo website, the web app, the desktop app, and Helper Rooms (including access by people you invite).

It does not cover other services you use alongside Sottivo - for example the video-conferencing tool your call takes place in. Those services have their own privacy policies and their own rules about recording and consent.

4. What data we collect, and what we use it for

4.1 Account data

Your email address, sign-in credentials (we never keep your password in readable form), or the identifier we receive from a third-party sign-in provider if you sign in that way. We also keep basic account status and sign-in dates.

Used for: creating and protecting your account, signing you in, support, and service notices.

4.2 Profile data

You can create one or more profiles so that suggestions fit a particular role or interview. A profile may include specialisation, seniority, domain, languages, skills, instructions you write yourself, and an attached CV.

Used for: tailoring the suggestions Sottivo gives you.

4.3 CV / résumé files

You can upload a CV. We store the file and use its content to personalise your suggestions; we may also keep a short summary of it for the same purpose.

Used for: tailoring suggestions. A CV usually contains a lot of personal information - employment history, education, sometimes contact details. Please upload only what you are comfortable having handled as described in this policy.

4.4 Conversation audio, text and suggestions

While a session is running, Sottivo listens to the conversation so it can turn speech into text and suggest answers.

We do not keep recordings of your calls. Audio is handled as the conversation happens, in order to produce text. We do not store it as an audio or video file.
We do keep the text. The text of the conversation and the suggestions generated during the session are saved to your session history so you can look back at them, rename them or delete them.
We keep sessions you have marked as favourites indefinitely (until you delete them yourself), plus your regular sessions - so that the total number of saved sessions (favourites and regular sessions combined) never exceeds 20. Once that limit is reached, the oldest regular session is removed automatically.
Sessions close automatically: a session ends after a period without activity, and there is a maximum length for a single session.

Used for: turning speech into text, recognising questions, generating suggestions, and letting you review and manage your past sessions.

Your responsibility towards other people on the call. Sottivo turns into text what other participants say, too. Whether you are required to tell them, or to get their consent, depends on the law in your country and theirs, on your employer’s or client’s rules, and on the rules of the specific call, interview or exam. Meeting those requirements is your responsibility. See “Acceptable Use” in the Terms of Service.

4.5 Screen content (screen analysis)

When you use screen analysis, Sottivo captures the part of the screen you select - for example a coding task - and analyses it so it can explain the content or suggest a solution.

You start each capture yourself. Sottivo does not watch your screen continuously for this feature.
Captures you submit are stored with the session so the result can be shown and reviewed later, and are kept for as long as the session itself - deleted together with it.
A capture includes whatever is visible in the area you selected, which may include information belonging to other people. Please choose the area deliberately.

4.6 Helper Room data

A Helper Room lets you (the host) share a screen or window you select, optionally with sound, with people you invite (participants), who watch in their browser and interact with you in real time.

We handle:

Room settings: room name, room link, room password, participant limit, and your choices about what is shared (screen, conversation text, suggestions, screen captures).
Participant details: the display name they use (a guest can enter any name; a signed-in participant’s name comes from their account), when they joined and left, and records of approvals, mutes, removals and bans.
Messages and reactions exchanged in the room, which are kept with your session history.
Basic usage totals, such as participant minutes.

We do not record Helper Rooms. The video and sound of a Helper Room are not stored by us.

Honest limitation. Sottivo’s protection against screen capture applies only to your own computer. A participant is watching in an ordinary browser and can take screenshots or record what they see using their own tools. The limit here is trust, not technology. Invite only people you trust.

Messages written by participants are never used as input to the AI that generates your suggestions.

4.7 Billing data

Sottivo has a free tier and paid tiers, billed monthly or annually.

Payments are handled by a third-party payment provider acting as merchant of record. Checkout takes place on that provider’s own payment page.
We never receive or store your card number, security code, or other full payment details. They are handled by the payment provider under its own privacy policy.
We keep: your current plan, your subscription status and period, whether you have scheduled a cancellation, trial status, promotional codes you have used, and the reference the payment provider uses for your subscription. We may also receive limited transaction details from the provider, such as the billing country used to work out tax, and the card brand and last four digits shown for your reference.

Used for: taking payment, applying your plan’s features and limits, tax compliance, preventing fraud, and keeping accounting records.

4.8 Usage and technical data

How much you use the metered parts of the service - for example minutes of transcription and the number of suggestions generated - so we can apply your plan’s limits, together with the number of profiles and Helper Rooms you use.
Technical logs, error reports and performance information generated while you use Sottivo. We filter these to reduce personal information in them, but they can contain your IP address, device details and app version.
Basic device and platform information (operating system, app version, language) so we can give you the right version and the right features.

Used for: applying plan limits, keeping the service reliable and secure, fixing problems, planning capacity, and preventing abuse.

4.9 Website analytics and session recording (marketing site)

On our marketing website we use third-party web analytics services and a third-party session recording service. These collect, for example: pages viewed, where you arrived from, approximate location based on your IP address, device and browser details, clicks on buttons and links, mouse movement and scrolling - which are assembled into replayable recordings of a visit.

5. Where the data comes from

Almost everything above comes from you directly, or from your use of Sottivo. In addition, our payment provider sends us your subscription and payment status; a third-party sign-in provider sends us basic profile information if you choose that sign-in method; and Helper Room participants provide their own display names and messages.

Where the GDPR or UK GDPR applies, we rely on the bases below.

Processing	Legal basis
Running your account, providing the core copilot features, keeping your session history	Performance of a contract (Art. 6(1)(b))
Handling conversation audio, conversation text, screen content, CV and profile data to produce suggestions	Performance of a contract (Art. 6(1)(b))
Billing, tax and accounting	Contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c))
Security, abuse prevention, service reliability	Legitimate interests (Art. 6(1)(f))
Website analytics and session recording	Consent (Art. 6(1)(a))
Service messages; marketing messages	Contract (Art. 6(1)(b)) for service messages; consent for marketing

We do not use your conversations, the text produced from them, your screen content or your CV to train our own AI models.

7. Automated decision-making

Sottivo produces suggestions automatically, but they are addressed to you and you decide what to do with them. We do not use the data described here to make automated decisions that have legal effects for you, or that similarly significantly affect you, within the meaning of Art. 22 GDPR.

We do not sell personal data. We share it with third-party services that help us provide Sottivo - including for hosting, AI processing and speech recognition, payments, analytics and email delivery - under confidentiality obligations and only to the extent needed for their work. We may also disclose data to public authorities where the law requires it, and to a buyer or successor in a merger or reorganisation, subject to this policy.

9. Cookies and tracking

On our marketing website we use cookies and similar technologies to keep the site working correctly and to understand how visitors use it.

Category	Purpose
Strictly necessary	Signing you in, keeping your session secure, keeping the site working
Preferences	Language choice, interface settings, remembering your choice in the cookie banner
Analytics	Pages viewed, traffic sources, clicks on buttons and links
Session recording	Mouse movement, clicks, scrolling, replayable recordings of a visit

You can manage cookies in your browser settings. Most analytics and session-recording services also offer their own opt-out mechanism.

10. International transfers

Our main hosting and data storage are located in the European Union (Frankfurt, Germany). Some of the third-party services mentioned above may process data outside the EU/EEA, including in the United States.

Where we transfer personal data outside the EU/EEA or the UK, we rely on an appropriate transfer mechanism, such as the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or an adequacy decision, with additional safeguards where needed.

You can ask us for more detail at privacy@sottivo.com.

11. How long we keep data

We keep personal data only for as long as we need it for the purposes described here, or for as long as the law requires.

Data	Retention
Conversation audio	Not stored
Conversation text and suggestions	Within a limit of no more than 20 saved sessions; once exceeded, the oldest session is removed automatically, or earlier at your request
Screen captures	Kept with the session, deleted together with it
CV files and their summaries	While your account is active, or until you delete them
Profile data	While your account is active
Helper Room settings and participant records	Within the session the room is attached to; deleted together with the session
Helper Room video and sound	Not recorded
Helper Room messages	Kept with your session history
Account data	Deleted immediately when your account is deleted
Technical logs and error reports	2 weeks

When you delete a session, we delete its text and suggestions. Copies may remain briefly in routine backups before being overwritten.

12. Your rights

Depending on where you live you may have the rights below. Where the GDPR or UK GDPR applies, you have all of them.

Access - get a copy of the personal data we hold about you.
Correction - have inaccurate or incomplete data corrected.
Deletion - ask us to delete your data, subject to records we are legally required to keep.
Portability - receive the data you gave us in a structured, commonly used, machine-readable format, or have it sent to another provider where that is technically possible.
Restriction - ask us to limit how we use your data in certain situations.
Objection - object to processing based on our legitimate interests, and to direct marketing at any time.
Withdraw consent - where we rely on your consent, withdraw it at any time. This does not affect what happened before you withdrew it.
Complain - lodge a complaint with the data protection authority in your country.

In the product you can rename and delete individual sessions, delete profiles and uploaded CVs, manage your Helper Rooms and remove participants’ access.

How to exercise your rights: you can delete your account and its associated data directly in the app, under account settings. For anything else related to your rights, write to privacy@sottivo.com or Telegram t.me/sottivo - we will respond and act on your request within a reasonable time.

13. Security

We protect your data with measures including encryption while it travels between you and us, restricted access so that only people who need it can reach it, protection of passwords and access credentials, separation of the keys used to reach third-party services, monitoring for unusual activity, and filtering of personal information out of our error reports.

No service can be completely secure. If we become aware of a data breach affecting you, we will notify you and the relevant authority where the law requires it.

14. Children

You must be at least 16 years old to use Sottivo. If you subscribe to a paid plan, you must also have the legal capacity to enter into a contract under the laws of your country. We do not knowingly collect personal data from people under 16; if you believe we have, write to privacy@sottivo.com or Telegram t.me/sottivo and we will delete it.

15. Changes to this policy

We may update this policy. The “Last updated” date at the top of this document always reflects the current version - we recommend checking it periodically.

16. Contact

Privacy questions and requests about your data: privacy@sottivo.com or Telegram t.me/sottivo