This policy explains what MeetingSidekick ("we", "us") collects, how we use it, and who we share it with. By using the service you agree to this policy together with our Terms and recording responsibility notice.
1. Information We Collect
Account: your name, email address, and a securely hashed password.
Meeting content: transcripts, summaries, key points, action items, and meeting chat questions and answers generated from meetings you record, plus the full meeting audio recording. On Pro and Max, speaker labels and any speaker names you assign.
Usage: recording duration, plan, timestamps, and quota status so we can show your history and enforce plan limits.
Technical: session cookies, Google Analytics page-view events when analytics is enabled for the website, and standard server logs such as IP address and browser type for security and reliability.
2. Audio And Transcription
Audio captured through your device is streamed in short segments to our transcription provider to convert speech to text. When the meeting ends, the full session recording is uploaded once and kept in your account, stored encrypted at rest, and deleted when you delete the meeting or your account.
Audio replay (Max): playing back the stored recording is a Max feature. On Free and Pro the recording is kept in your account but locked — it becomes playable if you upgrade to Max. Your recording is only ever used for your own replay and (Pro and above) speaker identification; it is never sold or used to train AI models.
Speaker identification (Pro and Max): the uploaded recording is processed once more by a transcription provider to label speakers ("Speaker A/B") so you can name them. Free recordings are stored but not speaker-processed.
Screenshots: images you paste into meeting chat (Max) are analysed to answer your question but are not stored — only your question, the answer, and a screenshot count are kept.
3. How We Use Information
We use your information to provide the service, including transcription, summaries, meeting Q&A, saved meeting history, account security, plan quotas, service emails, and website traffic analytics when enabled. We do not sell your personal information or meeting content, and we do not use it to train our own AI models.
4. Service Providers
We share data only with providers needed to run the service:
- Deepgram, Groq, and/or AssemblyAI receive meeting audio to transcribe it to text when configured, and (on Pro and Max) to identify speakers after the meeting.
- Anthropic Claude receives transcript text — and, on Max, screenshots you paste into chat — to generate summaries and answer meeting questions when configured.
- Resend sends verification, password reset, welcome, and recap emails.
- Google Analytics measures website traffic and page views when analytics is enabled.
- Stripe processes subscription payments for the web billing flow; we never receive or store your full card details.
- Railway and PostgreSQL host the application and store account and meeting text.
- Cloudflare R2 stores your meeting audio recordings (all plans); playing them back is a Max feature.
5. Recording And Consent
You decide what to record and are responsible for obtaining any consent required by law, workplace policy, contract, or meeting rules before recording or transcribing other people.
6. Retention And Deletion
Your meetings stay in your account until you delete them. Deleting a meeting removes its transcript, summary, title, chat, and any stored audio recording from your account while retaining minimal recorded-minute metadata for plan and billing accounting. Deleting your account also deletes any stored audio recordings.
To delete your account and saved meeting documents, contact us at admin@meetingsidekick.ai. We may keep limited records where the law requires.
7. Security
Passwords are stored hashed, production traffic uses HTTPS, and access to data is limited. No method of storage or transmission is perfectly secure, but we take reasonable measures to protect your information.
8. Your Rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal data, or to object to certain processing. Contact us to make a request.
9. Children
MeetingSidekick is not intended for anyone under 16, and we do not knowingly collect their personal data.
10. Changes
We may update this policy. We will revise the date above and, for material changes, take reasonable steps to notify users.
11. Contact
Questions or privacy requests: admin@meetingsidekick.ai.