Privacy Policy — memozero App

This English version is a non-binding translation of the German “Datenschutzerklärung der memozero App” provided for convenience; in case of any discrepancy, the German version shall prevail.

Preamble

memozero (hereinafter referred to as the “Application”) is self-installable software with an installation aid that can perform automatic transcription of voice recordings locally on the buyer’s or user’s computer by means of predictive AI.

To deliver transcription and speaker recognition, memozero uses technologically leading open-source components and models from established providers and research projects. These include in particular:

Whisper (OpenAI): the core model for multilingual speech recognition.
Faster-Whisper and CTranslate2 (SYSTRAN, Guillaume Klein et al.): components that provide the engine for optimized local inference.
Insanely-Fast-Whisper (Vaibhav Srivastav): maximizes transcription performance on end devices.
pyannote.audio (Hervé Bredin): the primary framework for speaker diarization to distinguish different speakers.
WhisperX (Max Bain): a framework that delivers precise word alignment and timestamps.
whisper.cpp (ggml-org): enables efficient C/C++ inference for Whisper models.
pywhispercpp (absadiki): provides the necessary Python bindings for whisper.cpp.

The voice recordings entered by the user never leave their computing unit via the Application at any time. This eliminates extensive data protection and confidentiality obligations, even when transcribing sensitive and especially protection-worthy personal data. In the future, further features will be added, including generative AI, which is likewise intended to run locally.

The Application was developed by an interdisciplinary team and is distributed by DK Tech Solutions UG (haftungsbeschränkt) (hereinafter referred to as the “Seller”). The goal is to enable the user to transcribe as securely and cost-effectively as possible and to process the collected data in a time-efficient manner via the Application. Accordingly, all parties involved attach particular importance to the protection of personal data.

This privacy policy is intended to inform you, as a user of our Application, in accordance with the GDPR about the purpose, the legal basis, and your rights in the event of a processing of personal data that is collected and processed in connection with the purchase, activation, and license verification of the Application. Personal data is any data with which you could be personally identified.

Please note: the user, not the Seller, is responsible for the processing of personal data by the Application and for the data-protection-compliant use of the Application itself. This includes, in particular, transparently informing the data subject (whose data the user has collected and processes with the Application) about the purpose, the legal basis, the nature, and the rights regarding the processing of their data. The user receives a legally non-binding template for such a declaration when purchasing the Application.

We would also like to inform you at this point that, when using AI applications, you must have the necessary competence for their expert use (the so-called AI literacy obligation pursuant to Art. 4 of the EU AI Act; cf. Salzgeber & Jäckel, 2026).

Finally, we would like to point out that you should never pass on your access credentials to unauthorized third parties; this applies both to your license key and to all other passwords, whether for your account, computer, or network. We will also never call you and ask you to hand over a password or specific files. Should you receive such requests, please contact us immediately at: memozero.io/contact

In general, we recommend passing on relevant security and/or access data only to verified and authorized third parties. In addition, secure your computing unit, your network, and your data communication against unauthorized access.

Purpose, Types of Data, and Legal Basis

1. Customer Account and Contact Data

In accordance with Art. 6(1) GDPR, the personal data that you provide to us when opening your customer account is collected and stored to the extent required in each case. Which data is required to open an account can be seen from the input mask of the relevant form on our website. This includes in particular your email address (which you must first confirm via a link) as well as your contact data and your name.

This processing is carried out pursuant to Art. 6(1)(f) GDPR on the basis of our legitimate interest in ensuring proper and secure communication using valid email addresses.

You can delete your customer account at any time, which can be done by sending a message to memozero.io/contact. After your customer account has been deleted, your data will also be deleted, provided that all contracts concluded through it have been fully processed, that no statutory retention periods preclude this, and that no legitimate interest in continued storage persists on our part.

2. Purchase

To process your order, we work together with the payment service provider Stripe (Stripe Payments Europe Ltd., 1 Grand Canal Street Lower, Grand Canal Dock, Dublin, Ireland). Only certain personal data — in particular for delivery and payment purposes — may be passed on to this service provider, and exclusively for the purpose of contract or payment processing pursuant to Art. 6(1)(b) GDPR. Further information on the processing of your data by Stripe can be found at: stripe.com/en-de/privacy

You can object to this processing of your data at any time by sending a message to us or to the provider. However, Stripe or the chosen provider remains entitled to process your personal data insofar as this is necessary for the contractually agreed payment processing.

3. Download and Website

Should you download the Application via the Microsoft or Apple app store, personal data of yours may be transmitted to the respective store in the process. This usually includes the email address used, the time of the download, your individual device identifier, or similar device data. This processing of your data by the app store operators is beyond our control. For more detailed information, please refer to the privacy policy of the respective store.

You can find the privacy policy of our website at https://www.memozero.io/en/legal/privacy-website/

4. Verification of the License Code

In order to link the Application to their device for the respective purchased period, the user must enter a valid license key after installation, which is then checked for validity by our server. In doing so, device-related data (such as system and hardware data) is processed.

The license code is checked upon activation, after the trial period expires, and every thirty days thereafter, until the end of the activated usage period.

The processing of the above-mentioned data is necessary for putting the Application into operation and for its continued use, and is carried out on the basis of the terms of use accepted through use of the Application. It serves to perform a contract pursuant to Art. 6(1)(b) GDPR and is carried out on the basis of the Seller’s existing and overriding legitimate interests (Art. 6(1)(f) GDPR) in preventing unjustified use of the Application.

5. Use

Tracking, collection, storage, processing, or any other form of transmission of your data to third parties from within the Application is carried out, pursuant to Art. 6(1)(a) GDPR, exclusively to improve our Application or for a specific bug fix, under the following conditions:

After activating the license, or at a later point in the usage settings, you expressly consent by opt-in to a transmission of technical usage data (the model used, usage times, settings information).
You send us an error report following an error message. In these cases, however, you are first asked whether you wish to send us an error report, which you must likewise expressly consent to by opt-in. The information transmitted in the process includes the type of error, the file type used, the file size in the case of a transcription (not its content or name), as well as hardware and system information.

If you decline these options, no transmission of the respective named data takes place. Transcription data — whether in audio or written form — is never transmitted. We point out that deleting device data essential for license verification may lead to the deactivation of the software.

You can request a correction or deletion of your device data at any time via memozero.io/contact.

6. Updates and Feature Extensions

When the Application is started, it establishes a connection to our server and checks whether the installed version is current. Accordingly, the current version is transmitted to the server each time the Application is started. The processing of the above-mentioned data is necessary for putting the Application into operation and for its continued use, and is carried out on the basis of the terms of use accepted through use of the Application. It serves to perform a contract pursuant to Art. 6(1)(b) GDPR.

Should the installed version not be current, our server offers you a free update via the Application.

We also process the contact data you provided when placing your order in order to inform you personally, pursuant to Art. 6(1)(f) GDPR, via a suitable communication channel (usually by email) about upcoming updates or new feature extensions within the legally prescribed period. Your contact data is used here strictly for the designated purpose of notifications about possible or necessary updates and new features (feature extensions) and is processed by us for this purpose only to the extent required for the respective information. Receiving news about planned extensions can be unsubscribed from at memozero.io/contact by providing the customer data.

For the creation and dispatch of emails, we make use of the services of Brevo (Sendinblue GmbH, Köpenicker Str. 126, 10179 Berlin, Germany). Certain personal data — in particular name and email address — may be passed on to this service provider for the creation and dispatch of the emails pursuant to Art. 6(1)(b) GDPR. Brevo advertises legally secure and GDPR-compliant message dispatch. Further information on the processing of your data by Brevo can be found at: https://www.brevo.com/de/datenschutz-uebersicht/

Should you decline to be informed about important updates and new feature extensions, you can let us know at memozero.io/contact. Your data is not passed on apart from for contract processing and contact.

7. Contacting Us

When you contact us by email, the personal data transmitted with the email or entered into the message field is stored by us together with your inquiry. In the course of the communication, personal data such as email addresses, names, and content may be stored pursuant to Art. 6(1)(b) GDPR in order to be able to process your contact inquiry.

8. Storage Duration

The duration of storage of personal data is determined by the respective legal basis, by the purpose of processing (e.g., the provision of the contractually agreed service including license verifications and notices about updates and feature extensions) and, where applicable, by legally justified retention periods (e.g., commercial and tax retention periods).

In the case of the processing of personal data on the basis of express consent pursuant to Art. 6(1)(a) GDPR, the data concerned is stored until you revoke your consent.

If statutory retention periods exist for data processed in the context of legal or quasi-legal obligations on the basis of Art. 6(1)(b) GDPR, this data is routinely deleted after the retention periods expire, provided it is no longer required for contract performance or contract initiation and/or no legitimate interest in continued storage persists on our part.

Your Rights

In connection with the processing of your personal data, you have so-called data subject rights under the GDPR. These include:

Right of access to the personal data collected and processed (Art. 15 GDPR).
Right to rectification, erasure, or restriction of processing (Art. 16–18 GDPR).
Right to notification and data portability (Art. 19–20 GDPR).
Right to withdraw consent given (Art. 7(3) GDPR) and to object (Art. 21 GDPR).
Right to lodge a complaint with a data protection authority (Art. 77 GDPR), irrespective of any other legal remedies.

In Germany, you can contact, for example, the following authority:

The Federal Commissioner for Data Protection and Freedom of Information (BfDI)

Graurheindorfer Str. 153, 53117 Bonn, Germany Phone: +49 (0)228 997799-0 Email: poststelle@bfdi.bund.de De-Mail: poststelle@bfdi.de-mail.de The BfDI’s head office can be reached Monday to Thursday from 08:30–12:00 and from 13:00–15:00, and on Friday from 08:30–12:00 and from 13:00–14:00 (as of 6 December 2025).

Note on confidentiality: the BfDI has a right to refuse to give evidence (§ 13(3) BDSG, the German Federal Data Protection Act), and may therefore remain silent even in court and withhold your documents from any third party. You can confide in this office without having to fear that anything will be disclosed externally.

The Bavarian State Office for Data Protection Supervision

Promenade 18, 91522 Ansbach, Germany P.O. Box 1349, 91504 Ansbach, Germany Phone: +49 (0) 981 180093-0 (Monday to Friday: 08:00–12:00) Fax: +49 (0) 981 180093-800

You can also contact us at any time. Our data protection officer for memozero is: Paul K. Jäckel p.jaeckel@memozero.io