The first question everyone asks
We don’t train on your recordings.
Not the subtitles, not the transcripts, not the meeting summaries, and not the live captions — in any processing mode. Your work makes your deliverable and nothing else.
Security
Your recordings stay yours.
You are handing us meetings, interviews and things people said out loud. That deserves a straight answer rather than a page of badges — so here is what we do with it, in the order you would ask.
Sharing
Nobody sees it until you decide they should.
A project opens at Restricted access, which means you and no one else. Turning on a view link is a deliberate act, and turning it back off ends it — the link you sent stops working the moment you flip the switch.
Deleting
When you delete it, it’s actually gone.
The recording, the transcript, the exports. We ask you to type your email first, because we would rather slow you down for a moment than let a mis-click take your work.
A worked example
Follow one file.
The clearest way to answer “what happens to my data” is to watch it happen. This is a 102-minute board recording, from the moment it leaves your laptop to the moment it stops existing.
- 01
You upload it
It travels encrypted, and it lands in your projects and nowhere else. Nobody is notified, no link exists yet, and there is no shared folder it quietly appears in.
- 02
We transcribe it
Our AI and cloud providers do the processing. They return the transcript; they do not keep your audio to learn from, and neither do we.
Also in the roomAI and cloud infrastructure
- 03
You fix the two names it got wrong
Still just you. Editing is single-player today — the person who owns the project is the only person who can change it.
- 04
You send it to one colleague
You switch on a view link. They can read it; they cannot edit it. Someone without an account sees roughly the first minute, badged Preview, and cannot copy the text.
- 05
You ask us why one export looks wrong
To answer that, someone here opens your project — and that opening is written into the log with your conversation number against it. It is the only reason we ever look.
Also in the roomSubanana support · Intercom
- 06
You delete it
The video, the transcript and everything generated from them go. Until you do this, the project simply stays where you left it — there is no expiry clock running against your work.
Everyone who was in the room
The full list, named in our Privacy Policy. If it changes, that document changes first.
- AI and cloud infrastructure
- Transcribes, translates and hosts
- Stripe
- Takes the payment — your card never reaches us
- Intercom
- Carries what you write to support
- PostHog
- Product analytics, hosted in the EU, deleted after 90 days
- Google · Microsoft
- Signs you in, and reads your calendar if you connect it
Two things we won’t pretend.
Standard plans run in the cloud.
A file has to reach our infrastructure to be transcribed, and our providers work across regions, so processing can happen outside Hong Kong. If it has to stay inside a boundary you draw, that is a private deployment, and we scope those one at a time.
Sharing is a window, not a workspace.
Two people can’t edit the same project yet — the owner edits, everyone else reads. It keeps the permissions simple and it is the honest state of the product today, not a security posture we are claiming credit for.
If anything here is unclear, ask.
A real person answers, and we would much rather have the conversation before you upload something than after. Nothing on this list needs a sales call first — say which one and it comes back written down.
hello@subanana.comA person replies — usually the same day.
- Our security questionnaire
- Answered in writing, signed by someone here
- The sub-processor list
- The five above, with what each one receives
- A data processing agreement
- For your legal team to hold on file
- A copy of your data
- Everything we have on you, as a file
- Deletion
- Of one project, or of everything
We operate under Hong Kong’s Personal Data (Privacy) Ordinance, and the rights it gives you are yours to use at any time — you do not need a reason and we will not ask for one.
Written by the people who build Subanana.