Privacy Policy

Effective Date: December 1, 2025

This Privacy Policy (the "Policy") explains how we collect, use, store, share, and protect your personal data in connection with your relationship with us when you use or purchase services from MeetingWhisper, Inc. (referred to as "MeetingWhisper," "we," "us," or "our") through the MeetingWhisper AI Meeting Hub device, software, services, and websites (collectively, the "Services").

This Policy aims to clearly inform you about the handling of information obtained from you and your End Users (collectively, "Users").

Quick Navigation

Section	Core Content	Key Commitment
1. Introduction & Scope	Explains the scope and applicability of the policy.	The policy applies only to our Services.
2. Information We Collect	Collects Account Info, Core Service Data (audio, transcripts), and Usage Data.	We provide the highest level of protection for Core Service Data.
3. How We Use Your Info	Used for service provision, contract fulfillment, billing, support, and ensuring service security.	We will never use your core meeting data to train general AI models without your explicit permission.
4. Sharing & Disclosure	Shared only when necessary (e.g., third-party vendors, at your instruction).	We will never sell your Core Service Data.
5. Data Storage & Security	Covers encryption, access controls, and storage.	We use end-to-end encryption and strict organizational security measures.
6. Your Data Rights	Your rights of access, correction, and deletion.	We respect your rights as a data subject.
7. Data Retention	Specifies data retention periods.	Data is only retained for the minimum period necessary to provide the service.
8. Children's Privacy	Our Services are not directed at minors.	We do not knowingly collect children's personal data.
9. Policy Changes	Informs how the policy may be updated.	Significant changes will be announced in advance.
10. Contact Us	How to reach our Privacy Team.	You may contact us to exercise your rights.

1. Introduction and Scope

This Policy applies only to our Services. Our Services may contain links to other websites or integrate with services operated by third parties (such as payment processors or collaboration platforms). We are not responsible for the data collection, usage, or security practices of these third parties. We strongly encourage you to review the privacy policies of any third-party websites or services you interact with before providing them with your personal data.

2. Information We Collect

We primarily collect the following three categories of information:

A. Customer Account Information

This is the information you provide when you register, purchase hardware, administer, or pay for the Services. This includes your name, email address, phone number, company name, job title, and billing information used for purchases (processed by third-party payment providers).

B. Service Data (Core Meeting Content)

This is the core information captured and processed in real-time by the MeetingWhisper device and software during meetings.

Raw Audio Data: Real-time capture of meeting recordings.
Transcribed Text Data: The text content corresponding to the original audio, processed by AI.
AI-Generated Insights: Automatically extracted action items, decisions, risk assessments, and meeting summaries.
Speaker Identification Data: Voice characteristics (e.g., voiceprint models) used solely to distinguish different speakers and improve service accuracy.
Meeting Metadata: Time, duration, participant lists, and device identification.

C. Usage Data and Technical Information

This information is collected automatically when you and your End Users use our website or Services. This includes IP address, browser type, operating system, access logs, device performance data, and information collected via cookies and similar technologies.

3. How We Use Information

We strictly use the collected information in accordance with this Policy and your Service Agreement, primarily based on the following legal grounds and purposes:

Legal Basis	Information Type	Primary Use
Contract Fulfillment	Account Info (A)	To manage the service contract between you and us, process online purchases/hardware sales, provide customer support, handle payments, and manage your account.
Legitimate Interests	Usage Data (C)	To ensure the secure and stable operation of the Services, diagnose technical issues, prevent fraud, and analyze service usage to enhance product features and stability.
Providing Service	Service Data (B)	To deliver core AI services (real-time transcription, identification, summarization), and intelligently route meeting insights to your designated workflow tools.

⭐ Explicit Commitment on AI Model Training:

MeetingWhisper pledges that we will never use your core Service Data (Category B: audio, transcripts, AI insights) to train or improve our general AI models without your explicit permission. Your data is used strictly for the purpose of providing and maintaining the agreed-upon services to you.

4. Sharing and Disclosure of Information

We will never sell your Service Data (core meeting content). We share your information only in the following limited circumstances:

Third-Party Service Providers: We collaborate with trusted third parties for infrastructure, payment processing, or data analytics support. These providers are required to protect your information according to our instructions and this Policy.
Your Instructions and Integrations: Based on your configuration, we distribute Service Data (e.g., action items, summaries) to your designated third-party collaboration tools (like Slack, JIRA, Notion, Microsoft Teams, etc.).
Legal Requirements and Protection of Rights: To comply with laws, regulations, court orders, or government requests, or to protect the rights, property, or safety of MeetingWhisper and other users.
Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred as part of the assets.

⚠️ Critical Disclaimer — Third-Party Integrations:

When you use our Services to distribute meeting insights to third-party tools (such as Slack or JIRA), the subsequent processing and security of your data on those platforms will be governed by that third party's own privacy policy, and MeetingWhisper is not responsible for those practices. We strongly encourage you to review the privacy policies of these third-party tools.

5. Information Storage and Security

We employ a set of appropriate security measures, including both technical and organizational safeguards, to protect your personal data from unauthorized access, loss, misuse, or disclosure.

Technical Measures: Include end-to-end encryption for data in transit (TLS 1.3) and at rest (AES-256).
Organizational Measures: Implementation of strict Role-Based Access Control (RBAC), regular security audits, and employee confidentiality training.
Data Storage: Your data may be stored on servers belonging to our partnered cloud service providers, typically located in your region, and private cloud deployment options are available.

6. Your Data Rights

Depending on the applicable data protection laws (e.g., GDPR, CCPA), you and your End Users may have the following rights, which you can exercise by contacting your company administrator:

Right of Access and Data Portability: The right to request a copy of the personal data we hold about you.
Right to Rectification: The right to request that we correct any personal data you believe is inaccurate.
Right to Erasure (Right to Be Forgotten): The right to request that we delete your personal data under certain conditions.
Right to Restrict or Object to Processing: The right to restrict or object to our processing of your personal data under certain conditions.

7. Data Retention

We retain your information for the duration of the contract period during which we provide Services to you. After the termination of services, your Service Data will be securely deleted or anonymized within a reasonable grace period (usually no more than 90 days), unless a longer retention period is required by law or for auditing purposes.

8. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect or process personal data from children. If we become aware that we have collected a child's personal data, we will take steps to delete it promptly.

9. Changes to the Privacy Policy

We reserve the right to modify this Policy at any time. Any updates will be posted on this page with a new effective date. For material changes, we will notify you in advance via email or service notification.

10. Contact Us

If you have any questions about this Privacy Policy, our data processing practices, or wish to exercise your data rights, please contact us using the information below:

Email: hello@MeetingWhisper.ai
Privacy Contact: You may contact our designated Data Protection Officer via the email address provided above.