Privacy Policy

1. Information We Collect

Meeting Copilot collects information necessary to provide our AI-powered meeting assistance service:

• Account information (email, name)
• Meeting transcripts and audio (when you explicitly start recording)
• Documents you upload for meeting context
• Usage data and analytics
• Desktop release interest: a random browser UUID, requested platform, click count, and first/last interest timestamps. The interest record is not linked to your account or email and does not store a raw IP address or user agent. For abuse prevention, the server converts the request’s network address into a daily rotating keyed hash. Its counters are checked by an hourly cleanup and are normally removed within 48 hours.

2. How We Use Your Information

We use your information to:

• Provide real-time AI suggestions during meetings
• Generate post-meeting summaries and action items
• Improve our service through machine learning
• Send important service updates

3. Data Storage and Security

Your data is encrypted at rest and in transit. We use industry-standard security practices including:

• End-to-end encryption for audio transmission
• Secure cloud storage with access controls
• Regular security audits
• SOC 2 Type II compliance (in progress)

4. You Control Your Data

You have full control over your data:

• Explicit start/stop controls for recording
• Configurable transcript retention periods
• Ability to delete meetings and transcripts
• Export your data at any time
• Request complete data deletion

5. No Background Listening

Meeting Copilot only records when you explicitly press "Start Meeting". There is no background listening or recording outside of active meeting sessions.

6. Data Retention Policies

We retain your data only as long as necessary to provide our service and comply with legal obligations:

• Meeting Transcripts: Retained according to your configured retention period (default: 90 days). You can adjust this in your settings or request immediate deletion.
• Account Data: Retained while your account is active. Deleted within 30 days of account deletion request.
• Payment Records: Retained for 7 years as required by tax and accounting regulations.
• Analytics Data: Aggregated, anonymized usage data retained for up to 2 years for service improvement.
• Desktop Release Interest: The pseudonymous browser/platform record is deleted by a scheduled cleanup after 12 months without a click. The short-lived abuse-prevention counters are checked hourly and normally deleted within 48 hours. Clearing this site’s local storage removes the stored random identifier; the next click generates a new one when storage is available.

You can request deletion of your personal data at any time, subject to legal retention requirements.

7. Third-Party Data Processors

We use trusted third-party services that process your data on our behalf. All processors are bound by strict data processing agreements (DPAs) and comply with GDPR requirements:

• OpenAI - AI processing and transcription services. Data is processed according to OpenAI's DPA and is not used to train their models.
• Stripe - Payment processing. Handles payment information securely and is PCI-DSS compliant.
• Supabase - Secure cloud database and storage. Data is encrypted at rest and in transit, hosted in GDPR-compliant data centers.
• Google Analytics - Website analytics (only with your consent). Data is anonymized and used to improve our website experience.
• Self-hosted Umami - Cookie-free aggregate website analytics, loaded only after you accept analytics. It receives page paths without query strings or fragments, page titles, screen dimensions, browser language, and standard connection information; referring URLs are omitted. It honors your browser's Do Not Track setting and does not receive meeting audio, transcripts, or account data.

These services are contractually prohibited from using your data for their own purposes and must comply with our data protection standards.

8. Your Data Rights (GDPR)

Under GDPR and other privacy laws, you have the following rights:

• Right to Access: Request a copy of all personal data we hold about you.
• Right to Rectification: Correct inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data (subject to legal requirements).
• Right to Data Portability: Export your data in a machine-readable format.
• Right to Object: Object to processing of your data for certain purposes.
• Right to Restrict Processing: Request limitation of how we process your data.

To exercise these rights, visit our Data Management page or contact us at support@meetingcopilot.ai.

9. Cookie Usage

We use cookies and similar technologies to:

• Remember your cookie preferences
• Analyze website usage (with your consent)
• Improve website functionality
• Remember a random, pseudonymous browser identifier when you register interest in a desktop platform

You can manage your cookie preferences at any time using the cookie consent banner. Essential cookies are required for the website to function and cannot be disabled.

Desktop release-interest registration uses local storage rather than a cookie. The identifier contains no contact information and is sent only after you select a platform-interest control. You can remove it by clearing this site’s local storage.

Our self-hosted Umami pageview analytics does not set analytics cookies, loads only after you accept analytics, removes query strings and fragments from page URLs, omits referring URLs, and honors your browser's Do Not Track setting.

10. Contact Us

For privacy questions, data requests, or to exercise your data rights, contact us at support@meetingcopilot.ai.

We respond to all privacy requests within 30 days as required by GDPR.