SpeakSoon — Privacy Policy

1. Data controller & privacy contact

The data controller responsible for your personal information is:

Privacy contact: Mille Mertens Polak — hello@speaksoon.app

2. Information we collect

We collect information you provide directly to us, including:

2.1 Account & contact information

Name, email address, and phone number (including WhatsApp number); company information and professional details; any other information you choose to provide.

2.2 Image & document data

When you use our WhatsApp networking assistant, you may share:

• Business cards — photos containing name, title, company, contact details
• LinkedIn screenshots — profile information from LinkedIn
• Event badges — name tags and conference badges
• Handwritten notes — meeting notes and contact information you’ve written
• Other networking materials — any images containing contact or professional information

2.3 Conversation context

Notes about your conversations with contacts; context and reminders you provide about networking interactions; follow-up preferences and scheduling information.

2.4 How we process image data

3. How we use your information & legal basis

We use the information we collect for the following purposes, based on the legal grounds indicated:

• Service delivery — provide, maintain, and improve our networking assistant services. Legal basis: Contract performance.
• Contact processing — extract and organise contact information from images you share. Legal basis: Contract performance.
• Service communications — send you WhatsApp and email messages that are part of delivering the Service: onboarding, feature availability, support replies, and service notices. Legal basis: Contract performance / Legitimate interest.
• Product marketing communications — send you optional updates, surveys, and feedback requests that go beyond what’s needed to deliver the Service. Legal basis: Consent — you can opt out at any time (Section 4).
• Technical communications — send you technical notices, security alerts, and support messages. Legal basis: Legitimate interest / Contract performance.
• Research & development — analyse usage patterns to improve our AI and service quality. Legal basis: Legitimate interest.
• Analytics — monitor and analyse trends, usage, and activity in connection with our services. Legal basis: Consent.
• Legal compliance — comply with legal obligations and protect our legal rights. Legal basis: Legal obligation / Legitimate interest.
• Security — detect, prevent, and address technical issues and security threats. Legal basis: Legitimate interest.

4. Communication channels

By using the Service, you agree to receive communications through the following channels:

• WhatsApp — service messages, feature updates, feedback requests, and notifications, via the phone number you provided when signing up.
• Email — product updates, surveys, feedback requests, and important service announcements, via the email address you provided.

You can opt out of non-essential (marketing) communications at any time by contacting us at hello@speaksoon.app. Service and technical communications necessary to operate your account can’t be opted out of while you have an active account.

5. Information sharing and disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent. We may share your information only in the following limited situations:

• With your explicit consent
• To comply with legal obligations
• To protect and defend our rights and property
• With service providers who assist us in operating our service (under strict data processing agreements)

Data processors

We work with the following third-party service providers who process data on our behalf:

6. International data transfers

Some of our service providers are located outside the European Economic Area (EEA). Where we transfer personal data outside the EEA, we ensure appropriate safeguards are in place — generally Standard Contractual Clauses (SCCs) approved by the European Commission, or an EU-hosted instance where the provider offers one:

You can request copies of the safeguards we have in place by contacting us at hello@speaksoon.app.

7. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy:

• Account data — retained for the duration of your account plus 2 years after account closure.
• Captured contact data — retained as long as your account is active; deleted upon account closure or upon request (see Section 7 of the Terms of Service for the deletion process).
• Uploaded images — processed images may be retained temporarily for quality assurance; deleted within 90 days of processing.
• Communication records — 3 years from the date of last contact.
• Analytics data — as per each third-party provider’s retention policy (typically 14–26 months).
• Marketing cookies — up to 90 days.

We will delete or anonymise your personal data upon request, where legally permissible, or when it is no longer needed for the purposes it was collected for.

8. Data security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction:

• Encryption — data is encrypted in transit and at rest.
• Access controls — strict access controls limit who can access your data.
• Secure processing — image processing is done via secure, encrypted connections.
• Regular audits — we conduct regular security assessments.
• Staff training — all team members are trained on data protection best practices.

9. Your rights (GDPR)

If you are a resident of the European Union, you have the following rights:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure (“right to be forgotten”)
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

To exercise these rights, contact us at hello@speaksoon.app. We will respond to your request within 30 days.

Lodging a complaint

If you believe we have not handled your personal data appropriately, you have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données) — www.dataprotectionauthority.be.

10. Cookies and other local storage

We use cookies and similar client-side storage to keep you signed in, remember your preferences, and — where you’ve consented — measure site traffic and ad performance. This section is broken into what’s set directly by SpeakSoon, and what’s set by third parties through our tag manager.

10.1 Set directly by SpeakSoon

10.2 Loaded via Google Tag Manager, only after you consent

Google Consent Mode v2 gates the tags below — they don’t drop until you accept analytics or marketing cookies.

10.3 Loaded by SpeakSoon, conditionally

10.4 Cookie categories

10.5 Managing cookie preferences

You can manage your preferences at any time via the “Cookie Settings” link in our website footer, your browser settings, or privacy extensions/ad blockers. Blocking certain cookies may affect your experience and limit access to some features.

10.6 Google Consent Mode

We implement Google Consent Mode v2: when you deny analytics or marketing cookies, Google Analytics and Google Ads operate in a limited, cookie-less mode.

10.7 Consent validity

Your cookie consent is stored for up to 6 months, after which you’ll be asked to renew it. You can withdraw or change your consent at any time via Cookie Settings in the footer.

11. Automated decision-making and profiling

We use limited automated processing for the following purposes, none of which involve automated decisions that significantly affect you:

• AI contact processing — OpenAI processes uploaded images and text to extract contact information. This is automated extraction only.
• Company identification — Lemlist’s website-visitor tracking identifies companies (not individuals) visiting our website via IP reverse lookup.
• Analytics — Google Analytics analyses aggregate traffic and usage patterns to improve the product; this does not result in automated decisions affecting individuals.

You have the right to object to this processing by contacting us at hello@speaksoon.app.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on this page and updating the effective date above, and by email or WhatsApp for significant changes.

13. Contact us