Privacy Policy

1. Information We Collect

Account Information: Name, email address, company/organization name, and IP address when you sign up.

Meeting Data: Audio recordings you upload or record through our platform, transcripts generated from those recordings, structured Minutes of Meeting documents, and attendee information (names and email addresses) you provide.

Usage Data: Meeting counts, recording durations, feature usage, browser type, and access timestamps.

Payment Information: Billing details are processed through our payment partners. We do not store credit card numbers on our servers.

2. How We Use Your Information

• To provide our core service: transcribing audio, generating structured MoMs, and distributing them via email
• To process your audio through third-party transcription services (ElevenLabs) for speech-to-text conversion
• To process your transcript through third-party language models (Anthropic Claude) for MoM structuring
• To send transactional emails (MoM delivery, account verification, password reset)
• To improve our service quality and accuracy
• To enforce usage limits and prevent abuse

3. Third-Party Services

We use the following third-party services to process your data:

• ElevenLabs: Audio transcription (speech-to-text). Your audio is sent to their API for processing.
• Anthropic (Claude): Transcript structuring into MoM format. Your transcript text is sent to their API.
• Gotenberg: PDF generation from structured content (self-hosted, no external data sharing).
• Postmark: Transactional email delivery.
• Digital Ocean: Cloud infrastructure and file storage.

Each third-party provider has their own privacy policy governing how they handle data.

4. Data Storage and Retention

Your audio recordings, transcripts, and MoM documents are stored securely on our infrastructure. Audio recordings are retained for 30 days after MoM generation, after which they are automatically deleted. Transcripts and structured MoMs are retained for the duration of your account.

When you delete your account, all associated data (recordings, transcripts, MoMs, attendee information) is permanently deleted within 30 days.

5. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/SSL), encrypted storage, access controls, and regular security reviews. However, no method of electronic storage is 100% secure.

6. Your Rights

You have the right to access, correct, or delete your personal data at any time. You can export your meeting data or request account deletion by contacting us at privacy@meetingmomai.com.

7. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies. Analytics, if enabled, use privacy-respecting tools.

8. Changes to This Policy

We may update this policy from time to time. We will notify registered users of material changes via email.

9. Contact

For privacy-related inquiries: privacy@meetingmomai.com

Shilpakar Tech LLP, India