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MeetMinutes Logo

Privacy Policy

Last updated: April 19, 2025

1. Introduction

Welcome to MeetMinutes ("we," "us," or "our"). Your privacy is critically important to us. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our AI‑powered notetaking services in North America (including the United States and Canada). By accessing or using MeetMinutes, you agree to the practices described herein.

2. Information We Collect

a. Account & Profile Data

  • Name, email address, company name, job title
  • Profile images or avatars (if provided)

b. Meeting Content & Transcripts

  • Audio recordings, transcripts, and summaries of your meetings
  • Action items, decisions, and contextual metadata

c. Usage & Technical Data

  • Device type, operating system, browser version
  • IP address, time zone, and geolocation (city/state level)
  • Log data (pages visited, features used, errors)

d. Integrations & Third‑Party Data

  • Data imported from connected services (e.g., Slack, CRM, Notion)
  • Calendar metadata (event titles, attendees, dates)

3. How We Use Your Information

  • Service Delivery: To transcribe, summarize, and organize your meeting content.
  • Feature Improvement: To train and refine our AI models (in anonymized form).
  • Personalization: To tailor summaries, action‑item suggestions, and UI preferences.
  • Communications: To send you account notifications, product updates, and marketing (where you've opted in).
  • Security & Compliance: To detect and prevent fraud, abuse, and unauthorized access.

4. Legal Bases (US & Canada)

  • Contractual Necessity: Processing is required to perform the services you request.
  • Legitimate Interests: Improving and securing our platform, analyzing usage patterns.
  • Consent: For marketing communications (you may opt out anytime).
  • Legal Compliance: To comply with applicable laws (e.g., CCPA, PIPEDA).

5. Sharing & Disclosure

We do not sell your personal information. We may share it only as follows:

  • Service Providers: With trusted vendors (hosting, analytics, email) under strict confidentiality.
  • Integrations: With third‑party apps you choose to connect (e.g., Slack, CRM); governed by their privacy policies.
  • Legal Requirements: When compelled by law, court order, or to protect rights and safety.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets (you'll be notified).

6. Data Retention & Deletion

  • We retain meeting transcripts and associated metadata until you delete them or close your account.
  • You can export or delete your data at any time via your account settings.
  • After account closure, we securely purge or anonymize your data within 90 days.

7. Your Rights

US (CCPA) Residents:

  • Right to know, access, and delete personal information
  • Right to opt out of "sale" of personal information (we do not sell)
  • Right to non‑discrimination for exercising these rights

Canadian (PIPEDA) Residents:

  • Right to access and correct personal information
  • Right to withdraw consent (subject to legal or contractual restrictions)

To exercise any rights, please email [email protected] or use your dashboard's data controls.

8. Cookies & Tracking Technologies

We use cookies, web beacons, and similar technologies to:

  • Enable core functionality (session management, logins)
  • Analytics (to understand feature usage and improve UX)
  • Marketing (with your consent, to deliver relevant promotions)

You can manage cookie preferences via our Cookie Settings panel.

9. Security Measures

  • Encryption: Data in transit (TLS) and at rest (AES‑256)
  • Access Controls: Role‑based access, multi‑factor authentication for admins
  • Audits & Pen‑Testing: Regular third‑party assessments to identify vulnerabilities

While no system is 100% secure, we strive to protect your data with industry‑standard safeguards.

10. Children's Privacy

MeetMinutes is intended for business and professional users aged 18+. We do not knowingly collect or maintain personal information from minors under 16. If you believe we have, please contact us to request deletion.

11. Changes to This Policy

We may update this policy to reflect changes in our practices or legal obligations. When we do, we'll revise the "Last updated" date and notify you via email or in‑app notification. Continued use after changes constitutes acceptance.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices:

Thank you for trusting MeetMinutes. We're committed to safeguarding your data while empowering you with AI‑driven meeting insights.