AI Transparency Notice

Version 2.0 | As of: 31 August 2026

This Notice explains where Ponora uses artificial intelligence, how AI-generated results should be assessed and what limitations apply to their use. It supplements the General Terms and Conditions and the Privacy Policy.

1. Purpose and scope

These AI Transparency Notices apply to the AI-supported functions of Ponora products and services, in particular automatic transcription, summaries, title suggestions, highlighting important content, mind maps, task extraction, keywords, AI suggestions, cross-recording context notes and translation of notes and transcripts.

Insofar as individual functions are not offered in a specific tariff, on a device or in a specific application, this information does not give rise to a claim for their provision.

2. Which Functions Use AI?

Ponora uses automated methods in particular to convert spoken language into text, summarise recording content, highlight important content, generate titles, mind maps, tasks and keywords, and translate content.

For speech recognition, only Microsoft Azure Speech in the Germany West Central region (Germany) is used; requests naming another provider are rejected server-side. For AI-supported summaries, further text analyses and translations, Anthropic Claude and Google Gemini are used via Google Vertex AI in the europe-west1 region (European Union).

The technical service providers used may change, provided that functionality, users’ contractual rights and the applicable data protection requirements are maintained. Material changes relevant to data protection will be reflected in the Privacy Policy or in the list of service providers used.

3. Labeling of AI-generated content

AI-generated and materially AI-edited content is labelled as automatically generated in the Ponora user interface. The same label is carried into export files (PDF, DOCX, TXT, Markdown), publicly shared content and interface responses.

Ponora distinguishes between the original recording, automatically generated transcript and AI-generated summary, translation or highlight. This distinction is also indicated in exports and shares.

4. Limits and possible errors

AI and speech recognition systems can make mistakes. The quality can be influenced in particular by speech, dialect, pronunciation, background noise, microphone quality, multiple people speaking at the same time, technical terms or incomplete context.

Transcripts, summaries and highlighted content can therefore be incomplete, misleading or factually incorrect. Even important statements can be omitted or incorrectly weighted.

Ponora does not guarantee that AI-generated results are complete, error-free or suitable for a specific individual purpose. Statutory warranty and consumer rights remain unaffected.

5. Human Review and Responsible Use

Users should compare AI-generated results with the original recording or other reliable sources before any important further use.

Particular care is required where content is used for legal, medical, tax, financial, employment-law, educational or other consequential decisions.

Ponora’s AI Outputs do not constitute legal, medical, tax, financial or other professional advice, nor are they intended to replace review by a qualified professional.

6. No automated decisions with significant impact

Ponora does not use the standard functions described to make decisions based solely on automated processing that produce legal effects concerning users or similarly significantly affect them.

If Ponora introduces a function with such an effect in the future, the additional applicable legal requirements, information duties and safeguards will be assessed before its introduction.

7. Handling of audio and text data

Under the current product design, new recordings are initially stored locally. Data is transferred to cloud or AI services only if the user actively triggers a corresponding function, such as transcription or summarisation, or enables a synchronisation function provided for that purpose.

For long recordings, short voice samples from the recording itself may additionally be combined for cross-segment speaker assignment and transmitted again to the speech-recognition service. The temporary audio files generated for this purpose are deleted immediately after processing is completed or fails; the assignment results are stored as metadata for the recording.

Processing is governed by the current Privacy Policy. In particular, it describes the data categories, purposes, legal bases, recipients, processing regions and storage or erasure rules.

8. No general training with user content

Ponora does not use audio recordings, transcripts or AI results derived from them to train generally available or cross-provider AI models. Ponora does not export user content for training, dataset or feedback purposes; there is no voluntary opt-in function for a training or improvement programme. Whether and to what extent the providers used may process content for their own purposes or for abuse controls is governed by the contracts concluded with them and the respective account configuration.

This statement describes the current product condition. Should a separate voluntary training or improvement program be introduced in the future, it would be described transparently before activation and - if legally required - only used after a separate effective consent.

9. Legality of recordings

The use of AI does not change the legal requirements for making, uploading or sharing a recording. In particular, users must ensure that a recording is lawful, provide the required information to recorded persons and obtain any necessary consent or other legal basis.

In Germany, the unauthorised recording of the non-publicly spoken word may, in particular, be punishable under section 201 StGB.

10. Data protection rights

Data subjects may exercise their rights under the GDPR. Further information on the rights of access, rectification, erasure, restriction of processing, data portability and objection, as well as on withdrawing consent already given, can be found in the Privacy Policy.

Data protection-related inquiries can be directed to Ponora International GmbH: support@ponora.ai.

11. Changes to these notices

Ponora may adjust these AI transparency notices if features, technical procedures, models used, or legal requirements change. Significant changes will be announced in an appropriate manner.

This Notice does not create any performance obligations that differ from the General Terms and Conditions. In the event of any conflict, mandatory statutory provisions and the applicable General Terms and Conditions prevail.

12. Provider

Ponora International GmbH
Hammfelddamm 4 A
41460 Neuss
Germany
Email: support@ponora.ai
Managing Director: Fuying Zhang
Local Court of Neuss (Amtsgericht Neuss), HRB 25047
VAT No.: DE460769264