AJA Intercom Privacy Policy

1. Operator and contact

The operator of the AJA Intercom application is AJA Studio Adrian Jerzy Amrugiewicz, ul. Myśliwska 73/3, 80-283 Gdańsk, Poland.

Privacy and service contact: biuro@ajastudio.pl.

When an organization operates its own AJA Intercom EDGE server, that organization may independently decide how user accounts, configuration, recordings, transcripts and retention are managed. When AJA Cloud is used, AJA Studio operates the service using external hosting infrastructure and processes data as necessary to provide it.

2. What AJA Intercom is

AJA Intercom is a professional audio and video communication tool for closed production teams. Accounts and permissions are assigned by an organization or deployment administrator. The app has no public user directory, no random chat and no self-registration.

The app does not contain advertising, does not sell personal data and does not include integrated analytics, advertising or behavioral-tracking SDKs.

3. Data that may be processed

• account data, including username, user ID and authentication information;
• organization, server and permission information;
• presence, selected TALK/LISTEN channels, PTT/Latch events and routing events;
• microphone voice and optional USB program audio;
• video from the phone camera or a compatible USB/UVC source;
• PTXT messages, sender/channel metadata and acknowledgements;
• transcripts and other text generated by optional speech-to-text;
• device and application operational information such as battery state, charging status, manufacturer/model, OS and app versions;
• technical connection data such as IP address, WebRTC, ICE/DTLS/RTP and reconnect diagnostics;
• abuse or incident reports submitted to an administrator.

Connection diagnostics may include errors and operational logs. The Android app has no integrated advertising analytics and no automatic third-party crash-reporting SDK; local device logs are not automatically uploaded by such a service. IP addresses are used for network operation and security, not to derive a user location feature. Passwords authenticate the account and are stored on the service as salted password hashes; the phone keeps a protected session credential rather than the login password.

4. Why data is processed

• to provide the intercom: routing voice, video and PTXT/BUZZ messages to authorized participants and outputs, and showing presence;
• to authenticate accounts and enforce the permissions assigned by administrators;
• to keep connections working and secure, and to diagnose problems;
• to handle abuse reports, support requests and deletion requests.

Communication content is not used for advertising or profiling.

5. Audio, video, recording and transcription

Audio and video are transferred only as required for intercom functionality and channel permissions. Signaling uses HTTPS/WSS and media uses encrypted WebRTC transport to the SFU server.

The service is not represented as full end-to-end encryption, because the server may process audio for replay buffering, Recording Archive or speech-to-text.

Depending on server configuration, audio may be temporarily buffered, archived or transcribed. The app is designed to display the active processing state before you join. You may decline such a session or disconnect.

6. Remote microphone and camera activation

Remote microphone activation and remote camera activation require two separate local user opt-ins. Both are OFF by default. Administrators cannot enable these choices through managed configuration.

You can withdraw either permission in app settings at any time. Transmission can also be stopped using PTT/Latch OFF, CAM OFF or Disconnect.

7. Device permissions

• Microphone — voice communication and PTT/Latch.
• Camera — CAM video, or QR sign-in when you select that feature.
• Bluetooth — compatible headsets.
• USB — selected UVC or USB audio devices.
• Notifications / foreground service — active session operation while the screen is locked or the app is in the background.

8. Recipients and infrastructure

Data is sent to the selected organization EDGE server or AJA Cloud and, depending on permissions and configuration, to authorized participants, administrators and configured audio/video outputs. The documented AJA Cloud deployment uses OVHcloud hosting and Cloudflare for organization discovery/API delivery and, where configured, remote access. These providers process service data on our behalf to supply infrastructure; not all media necessarily passes through Cloudflare. Contact us for the hosting region and infrastructure details applicable to your organization.

AJA Studio does not use communication content for advertising and does not sell personal data.

9. Retention

Currently enforced configuration. Retention depends on the type of data and the deployment configuration. The system mechanisms are described below. The organization administrator for EDGE, or AJA Studio for AJA Cloud, also determines retention rules for persistent data, logs and backups. Ask that administrator or biuro@ajastudio.pl for the periods applicable to your deployment. AJA Studio intends to introduce standard maximum retention periods for AJA Cloud; this policy will be updated when they are actually in force.

• Temporary replay audio buffer: the default expiry is 10 minutes; the administrator can change it, and phrase count or size limits may cause earlier deletion. This buffer is separate from Recording Archive. The recent phrase index covers 12 hours by default; this does not delete the source journal after 12 hours.
• Current device status: the latest DEVICE_STATUS report becomes stale after 2 minutes and, after 5 minutes without a new report, is omitted and removed during state cleanup. This is not the retention period for separate diagnostic logs.
• PTXT: the default current-session history in server memory covers up to 200 messages and 30 minutes. The persistent communication journal may retain them longer.
• Persistent communication journals, phrase metadata and transcripts: remain until deleted under the deployment's rules. Automatic expiry applies only when the operator has enabled and verified the deployment retention configuration. A configured dry-run does not delete data.
• Recording Archive: recordings remain until administrator deletion or cleanup under storage pressure. Such cleanup removes the oldest unprotected sessions that are not currently in use. Protected recordings require manual deletion. A 30-day expiry is not guaranteed unless automatic retention has been enabled and verified for that deployment.
• Abuse reports: reports older than 30 days are removed from the queue when it is read or written; without such an operation they may remain in the file. Administrators can delete resolved reports earlier.
• Technical logs, exports and backups: retention and deletion depend on the infrastructure and the operator's rules. Deletion from the primary system does not delete existing backups. The system does not guarantee a common 30-day limit for these data.
• User account: until deletion by the organization administrator, or by AJA Studio for AJA Cloud; previously stored data require separate handling as described in section 11.

10. Security

Phone credentials are protected using platform security mechanisms, including Android Keystore where applicable. Device backup/transfer should not include sessions, credentials, remote microphone/camera opt-ins or diagnostics. Communication with the server uses encrypted transport protocols.

11. Account and data deletion

The app does not offer self-registration. Accounts are created by the organization or service administrator. For EDGE, send account and associated data deletion requests to your organization administrator. For AJA Cloud, email biuro@ajastudio.pl with your organization and username. Do not send passwords or tokens. You can submit a request without installing the app. We aim to acknowledge requests within 7 days and to complete them within 30 days, and to explain any exception.

Account deletion removes its configuration and permissions and ends active sessions. It does not automatically delete previous recordings, communication journals, transcripts, reports, exports or backups; the administrator must separately assess and carry out requests concerning these data. Logging out on the phone is not account deletion.

Data retained for legitimate reasons, such as legal obligations or security, require a defined scope and further retention period. Ask the responsible administrator how your request is handled and which data, if any, remain.

12. Your rights

Subject to applicable law, you may request access, correction, deletion or restriction of your data, object to certain processing, or lodge a complaint with the competent supervisory authority. Contact the organization administrator first, or AJA Studio where AJA Cloud is involved.

13. Children

AJA Intercom is intended for adult professionals. It is not directed to children and accounts are created by administrators for their teams.

14. Summary for app stores (Google Play Data safety)

* Data is delivered to the participants and outputs your administrator allows, and is processed on our behalf by infrastructure providers; it is not sold or shared with advertisers. Data is encrypted in transit; this is not end-to-end encryption. Deletion: see section 11.

15. Changes to this policy

This policy may be updated as the product, infrastructure or applicable law changes. The current version is published at this address.