Privacy Policy

1. Who we are

Radion (“we”, “us”) is operated by Radion Software (the “Operator”). For the purposes of the EU General Data Protection Regulation (GDPR), the Operator is the data controller for your account information and the data processor for the personal data inside your connected mailboxes and calendars.

Contact: privacy@radion.io

2. Google API Services — Limited Use

Radion’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, data we receive from Google APIs (Gmail, Calendar) is used only to display the productivity features you see in your Radion dashboard. We do not transfer that data to third parties except the sub-processors listed in section 7, do not use it for advertising, do not allow humans to read it (other than the user themselves and with the user’s explicit consent for support purposes), and do not sell it.

3. What we collect

• Your name, email address and avatar URL from your OAuth sign-in.
• Encrypted OAuth access and refresh tokens for each provider you connect (Google, Microsoft, GitHub, Atlassian, Linear). Tokens are stored using AES-256-GCM with a key managed in our infrastructure.
• Your dashboard preferences (language, theme, widget layout).
• Tasks, notes, and quick links you create inside Radion.
• Identifiers and metadata of emails you have archived/dismissed (sender, subject, internal Gmail/Outlook IDs) so the same item does not re-appear after archival.
• Meeting recordings you choose to capture, their transcripts, and AI-generated summaries — see section 5.
• Subscription and billing identifiers from LemonSqueezy.
• An append-only audit log of security-relevant events (sign-in, account deletion, OAuth disconnect, admin access). The audit log stores a one-way hash of your email — not the email itself.

4. What we do not store

• The full content of your emails. We fetch only metadata (sender display name, subject, date, snippet) at request time and discard it after rendering.
• Your email passwords, contacts list, drafts, or sent mail.
• Calendar attendee email addresses beyond what is needed to render the event.
• Any data after your account is deleted (see section 10).

5. How we use AI

Radion uses third-party large-language-model providers to:

• Summarise and classify your inbox (sender display name + subject + a 200-character snippet — no full email addresses are sent to the model).
• Transcribe meetings you record and produce summaries plus action items.
• Generate suggested filter rules when you flag an email as unwanted.
• Tidy up notes you ask Radion to clean up.

Before any prompt is sent, our redaction layer replaces full email addresses, URL paths, and phone numbers with placeholders, and caps snippet length at 200 characters. Every AI operation routes only to providers we have appropriate data-processing terms with — the full list is in section 7.

We do not use your data to train any AI model. We have configured our provider accounts with the equivalent of “no model training” on the API tier; provider standard retention windows for abuse monitoring (typically 30 days) are documented in section 7.

6. How long we keep things

7. Sub-processors

We use the following processors to deliver the service. Each is bound by a Data Processing Addendum (DPA) and processes data only on our instructions.

• Vercel — application hosting, EU region.
• Supabase — Postgres database and object storage, EU region.
• Google LLC — Gmail API and Calendar API for read access; Gemini API (Google AI Studio, paid tier) for summarisation. Acting under Google’s API Services User Data Policy. On the paid tier, Google does not use prompts or responses to improve their products.
• Microsoft Corporation — Microsoft Graph for Outlook and Calendar read access.
• OpenAI — GPT-4o-mini for summarisation and Whisper-1 for transcription. We use a project-scoped API key configured for no model training; OpenAI retains API inputs for up to 30 days for abuse monitoring per their standard terms.
• Deepgram — Nova-3 speech-to-text for meeting transcription.
• LemonSqueezy — checkout, subscription billing.
• Upstash — Redis for rate limiting (optional; only if configured).

8. Where your data lives

Primary storage (Supabase Postgres + Storage) is hosted in the European Union. Vercel functions execute in EU regions by default. AI providers may process data in other jurisdictions — for those transfers we rely on EU Standard Contractual Clauses included in each processor’s DPA.

9. Your rights (GDPR / UK GDPR)

You have the right to access, correct, export, restrict, or delete your personal data, and to object to processing or withdraw consent at any time. To exercise these rights, use the in-app controls (Settings → Account → Delete account) or email privacy@radion.io.

We respond to verifiable requests within 30 days. You also have the right to lodge a complaint with your local supervisory authority.

10. Account deletion

The Settings page exposes a one-click Delete account action. When you press it we:

1. Revoke every OAuth token at the issuing provider (your Google “Connected apps” page will no longer show Radion).
2. Delete every database row keyed to your user ID.
3. Delete every meeting audio file you uploaded.
4. Write a final entry in the audit log recording the deletion (this entry contains only a hashed identifier and outcome, not your email).

Backups created by our hosting provider may retain a copy for up to 30 days, after which they are overwritten. We do not restore from backups except for incident recovery, in which case we re-apply your deletion on the restored data.

11. Security

We use TLS 1.2+ for all data in transit. Database storage is encrypted at rest. OAuth tokens are additionally encrypted at the column level with AES-256-GCM and a key separate from the database credentials. Logs are scrubbed of email addresses (we store a one-way hash). We run automated dependency vulnerability scanning, type-checking, and security tests on every commit.

Suspected security issues should be reported to security@radion.io. We acknowledge reports within 2 business days.

12. Children

Radion is not directed at children under 16. We do not knowingly collect data from children under 16; if you believe we have, contact privacy@radion.io and we will delete the account.

13. Changes to this policy

Material changes are announced via in-app notice and email at least 14 days before they take effect. The version date at the top of this page reflects the most recent revision.