Privacy Policy

Welcome to Orcus AI (“Orcus”, “we”, “us”, or “our”, operated by Fnext). We build private, distraction-free meeting intelligence designed to empower individuals and teams to capture decisions, actions, and insights without friction.

This Privacy Policy (“Policy”) applies to personal information collected through our website (orcus.live), our desktop application for macOS and Windows, our web dashboard, and all related tools, APIs, and services (collectively, the “Services”).

Please review this Policy carefully. Any capitalized terms not defined herein possess the meanings attributed to them in our Terms of Service. If you do not agree with this Policy, please do not download, install, or use the Services.

Depending on your relationship with Orcus and the type of data being processed, Orcus may act as a Data Controller or a Data Processor (or “Service Provider” under applicable state laws):

• Orcus as a Data Controller: When you register directly for an individual account, browse our website, subscribe to our waitlist or newsletter, or communicate directly with our support team, Orcus acts as the data controller determining the purposes and means of processing your account and billing information.
• Orcus as a Data Processor: When you use our Services on behalf of an enterprise or organization, or when you use Orcus to capture and transcribe meeting audio containing the voices or statements of third parties, Orcus acts as a data processor processing Customer Data strictly pursuant to the instructions of the Customer (who acts as the data controller).

If your account is provisioned by an employer or organization, please direct inquiries regarding their internal recording and privacy policies directly to your organization’s administrator.

We collect information in three primary ways: information you provide, information collected automatically, and information from third-party integrations.

• Account Information: Name, work or personal email address, password hash, profile avatar, workspace team name, and authentication credentials.
• Payment & Billing Data: Payment details (credit card brand, expiration date, last four digits, billing address). All card numbers and CVVs are transmitted directly to our PCI-DSS Level 1 certified payment processors (such as Stripe and Dodo Payments); Orcus never stores raw credit card numbers on its servers.
• Meeting & Audio Content: Meeting audio feeds captured via local desktop loopback, generated live transcripts, custom meeting templates, user-edited notes, action item commitments, decision tags, and meeting timestamps that you choose to store.
• Communications & Inquiries: Messages, feedback, survey submissions, and technical bug reports sent to our team at [email protected].

• Device & System Specifications: Operating system edition and build version (e.g. macOS Sonoma, Windows 11), hardware model, CPU architecture, screen display resolution (to calculate non-obtrusive HUD window positioning), and virtual audio loopback driver status.
• Usage & Operational Telemetry: Feature engagement metrics (e.g., number of meetings summarized, average transcription latency, export formats chosen), connection reliability, and crash log traces.
• Log & Network Data: Internet Protocol (IP) address, browser user-agent, access dates and times, referring URLs, and diagnostic session identifiers.

If you link your Google Calendar or Microsoft 365 Outlook account, Orcus accesses your upcoming meeting calendar to display upcoming calls and automatically label meeting notes with the meeting title and participants. Orcus only accesses calendar event metadata and never modifies your private calendar entries without explicit permission.

We process collected information strictly for legitimate commercial and product purposes:

1. Delivering Core Meeting Intelligence: Ingesting meeting audio, transcribing spoken words in real time, detecting speaker transitions, and presenting live contextual cues on your desktop HUD;
2. Synthesizing Actionable Outcomes: Generating structured summaries, highlighted action items, key decisions, and follow-up templates;
3. Service Personalization: Remembering your custom prompt styles, user interface layout preferences, and audio input/output device choices;
4. Billing & Account Maintenance: Processing monthly or annual subscription fees, managing upgrades, preventing subscription fraud, and issuing invoices;
5. Security & System Health: Monitoring infrastructure uptime, identifying software bugs, mitigating denial-of-service attacks, and verifying software integrity;
6. Customer Support: Responding to help inquiries, diagnosing audio driver glitches, and assisting with workspace configurations; and
7. Compliance & Legal Defense: Enforcing our Terms of Service, responding to lawful governmental requests, and safeguarding user safety.

Orcus utilizes advanced speech-to-text models and large language models to transcribe audio and synthesize meeting notes. Because we understand the highly confidential nature of strategic discussions, board meetings, and client calls, our privacy posture is built upon strict segregation:

• Zero Public Model Training: We do NOT use your private meeting audio, transcripts, notes, or uploaded documents to train, fine-tune, or improve public machine learning models accessible to other users or third parties.
• Zero-Data-Retention Agreements: Our enterprise AI inference endpoints operate under legally binding business agreements requiring zero data retention, ensuring your raw conversational audio is discarded from RAM immediately upon processing.
• Local Processing Where Available: On supported hardware with Apple Silicon or dedicated neural engines, certain speech detection and window affinity tasks run entirely on your local machine without sending audio frames to the cloud.
• Opt-in Only: Any optional feature that utilizes anonymized feedback to train specialized models will require your affirmative, explicit opt-in checkbox in your workspace settings.

Orcus does not sell, rent, or trade your personal information. We only share information with third parties in the limited circumstances described below:

We partner with vetted third-party vendors who provide foundational services (such as cloud hosting, billing, and transactional email) under contractual confidentiality and data protection obligations:

• Cloud Infrastructure & Databases: Amazon Web Services (AWS) and Google Cloud / Firebase (encrypted storage, authentication, and serverless compute);
• Payment Processors: Stripe and Dodo Payments (billing tokenization, PCI compliance, and subscription management);
• AI Inference Partners: Enterprise AI model providers operating under zero-training and immediate-discard agreements; and
• Transactional Email Services: Providers utilized solely to deliver email receipts, magic login links, and critical security notices.

If you share a meeting summary, transcript link, or invite team members to an Orcus workspace, those authorized collaborators will have access to the specific meeting content you have designated.

We may disclose personal information if required to do so by applicable law, court order, subpoena, or governmental regulation, or in the good-faith belief that such disclosure is necessary to investigate fraud, enforce our Terms of Service, or protect the physical safety of individuals.

In the event of a merger, acquisition, corporate restructuring, sale of company assets, or bankruptcy, Customer Data may be transferred to the acquiring entity subject to the commitments made in this Privacy Policy.

We use cookies, web beacons, and local browser storage to provide, secure, and improve our website and dashboard experience. The table below outlines the categories of cookies we employ:

Do Not Track (“DNT”): Some web browsers transmit DNT signals. Because there is currently no universal industry consensus on interpreting DNT signals, Orcus does not alter its operational practices upon receiving DNT headers, but we honor user-selected cookie preferences.

Security is not an afterthought; it is woven into every layer of the Orcus architecture:

• End-to-End Cryptography: All data transmitted between your desktop client and our cloud infrastructure is protected using modern Transport Layer Security (TLS 1.3). Stored transcripts and metadata are encrypted using AES-256.
• Screen-Share Capture Exclusion: The Orcus desktop HUD is engineered using native operating system display exclusion APIs (such as NSWindowSharingNone on macOS and WDA_EXCLUDEFROMCAPTURE on Windows). This prevents the Orcus overlay from being captured by screen-sharing utilities during Zoom, Meet, Teams, or recorded calls.
• Ephemeral Audio Buffers: Streaming audio chunks are processed in transient memory buffers and are not archived as permanent audio recordings on our servers unless you explicitly click “Save Full Audio”.
• Least-Privilege Staff Access: Orcus personnel do not have access to your meeting transcripts or private notes unless explicitly granted access by you for troubleshooting purposes.

We retain your personal information and saved meeting notes for as long as your account remains active or as needed to provide you with the Services.

You are always in control of your data:

• Individual Meeting Deletion: You can delete any individual meeting transcript, notes, or action items at any time directly through the Orcus dashboard.
• Bulk Account Deletion: You may request full account deletion by visiting your account settings or emailing [email protected]. Upon verification of your identity, all personal records, meeting summaries, and credentials will be permanently expunged from our production databases within thirty (30) days.

We may retain limited de-identified diagnostic telemetry or archived billing transaction records strictly as required to comply with financial accounting obligations and legal record retention laws.

Depending on your geographic location and jurisdiction of residence, you may possess specific statutory rights regarding your personal information:

Under the EU General Data Protection Regulation (GDPR) and UK GDPR, you have the right to:

• Access: Request confirmation of whether we process your data and obtain a copy of such personal information;
• Rectification: Request correction of inaccurate, incomplete, or outdated personal data;
• Erasure (“Right to be Forgotten”): Request the permanent deletion of your personal information where statutory grounds apply;
• Restriction: Request that we restrict processing of your personal information pending verification;
• Data Portability: Receive your personal data in a structured, commonly used, machine-readable format (JSON/CSV);
• Objection: Object to processing grounded in our legitimate interests or direct marketing; and
• Lodge a Complaint: File a grievance with your national Data Protection Authority (DPA).

Under the California Consumer Privacy Act (as amended by CPRA):

• Right to Know: The categories and specific pieces of personal information collected, sources, purposes, and third parties with whom data is shared;
• Right to Delete: Request deletion of personal information collected from you;
• Right to Correct: Request correction of inaccurate personal information; and
• Right to Non-Discrimination: We will never discriminate against you, alter your pricing, or diminish service quality for exercising your CCPA rights.

Notice of No Sale: Orcus does not sell personal information or share personal information for cross-context behavioral advertising as defined under California law.

To exercise any of your privacy rights, please submit a written request to [email protected] with the subject line “Privacy Rights Request”. For security, we may verify your identity using the email address associated with your account before fulfilling your request. We will respond within thirty (30) days.

The Services are designed exclusively for business and professional productivity and are not directed to children under the age of sixteen (16). We do not knowingly solicit or collect personal information from individuals under sixteen years of age.

If you believe that an individual under sixteen has registered for an account or provided personal information through our platform, please notify us immediately at [email protected], and we will take immediate steps to delete the information and deactivate the account.

Orcus operations are headquartered in the United States. If you access the Services from outside the United States, your information may be transferred to, stored, and processed in the United States or other jurisdictions where our cloud infrastructure providers maintain facilities. We ensure that international data transfers comply with applicable law through Standard Contractual Clauses (SCCs) and robust technical safeguards.

Policy Updates: We may revise this Privacy Policy periodically to reflect technological advancements, new product capabilities, or legal requirements. Material updates will be announced on this page with an updated “Last Updated” date and, where appropriate, communicated via email.

Contact Us: If you have questions, feedback, or concerns regarding this Privacy Policy or our data protection practices, please contact our Data Protection Team at: