Privacy Policy

1. Introduction

Welcome to Meeting Notes App. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our AI-powered meeting transcription and analysis service.

By using our service, you consent to the practices described in this policy. We encourage you to read this policy carefully and contact us if you have any questions.

2. Information We Collect

We collect the following types of information to provide and improve our services:

2.1 Content You Upload

• Audio and video files you upload for transcription
• Generated transcripts from your recordings
• AI-generated summaries and meeting insights
• Any metadata associated with your files (file names, upload timestamps)

2.2 Account Information

• Contact information you provide through our contact form
• Email addresses for communication purposes
• Usage preferences and settings

2.3 Technical Information

• Application usage logs and performance metrics
• Browser information and device characteristics
• IP addresses and general location data
• Error logs and debugging information

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Core Services

• Converting your audio/video files into accurate transcripts using AI transcription
• Generating meeting summaries, action items, and insights using AI analysis
• Providing searchable and interactive transcript experiences
• Enabling export functionality for your processed content

3.2 Service Improvement

• Analyzing usage patterns to improve transcription accuracy
• Enhancing AI models for better meeting insights
• Optimizing application performance and user experience
• Developing new features based on user needs

3.3 Communication and Support

• Responding to your questions and support requests
• Sending important updates about our service
• Providing technical assistance and troubleshooting

4. Data Storage & Security

4.1 Data Storage

• Your files are stored securely on our servers with appropriate access controls
• Processed transcripts and summaries are stored in encrypted databases
• We implement regular backup procedures to prevent data loss
• File storage includes organized directory structures for efficient retrieval

4.2 Security Measures

• Industry-standard encryption for data transmission and storage
• Secure authentication and access control systems
• Regular security assessments and vulnerability testing
• Monitoring systems to detect and prevent unauthorized access

4.3 Data Retention

• Original files and transcripts are retained as long as your account is active
• You can delete your files at any time through the dashboard
• Deleted files are permanently removed from our systems within 30 days
• Backup copies are securely deleted according to our retention schedule

5. Third-Party Services

We use trusted third-party services to deliver our core functionality:

5.1 AI Processing Services

• OpenAI Whisper API: For accurate speech-to-text transcription of your audio content
• Anthropic Claude AI: For transcript cleaning, summarization, and meeting insights generation
• These services process your content according to their respective privacy policies
• We do not store personal data with these providers beyond processing requirements

5.2 Communication Services

• Resend: For sending transactional emails and support communications
• Email addresses are used solely for service-related communications

5.3 Analytics and Monitoring

• Anonymous usage analytics to understand service performance
• Error tracking and monitoring services for system reliability
• No personal content is shared with analytics providers

6. Your Rights

You have the following rights regarding your personal data:

6.1 Access and Control

• Access: View and download all your uploaded files and generated content
• Correction: Edit or update any incorrect information in your account
• Deletion: Delete individual files or your entire account at any time
• Export: Download your data in standard formats (PDF, TXT, JSON)

6.2 Data Portability

• Request a complete export of your data in machine-readable formats
• Transfer your content to other services or platforms
• Maintain full ownership of your original content and generated transcripts

6.3 Privacy Preferences

• Opt out of optional data collection and analytics
• Control communication preferences and notifications
• Request information about how your data is being processed

7. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make changes:

• We will update the "Last updated" date at the top of this policy
• Significant changes will be communicated via email or in-app notification
• Continued use of our service after changes constitutes acceptance of the updated policy
• You can always find the current version of this policy on our website

We encourage you to review this policy periodically to stay informed about how we protect your information.