Privacy Policy
What we collect, how we use it, who we share it with, and the choices you have. Written to be read, not skimmed past.
MeetNote ("MeetNote," "we," "us," or "our") provides an application and related services that let you record, import, transcribe, and summarize meetings using artificial intelligence, assign tasks, organize meetings into workspaces, and connect with third-party tools such as Zoom, Google Meet, ClickUp, Slack, Notion, and Google Drive/Docs (the "Service").
This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have. By creating an account or using MeetNote, you agree to the collection and use of information as described here.
Company / developer: [Insert Legal Company Name and Registered Address]
Contact: [Insert Privacy Contact Email]
Information we collect
1.1 Information you provide directly
- Account information: name, email address, password (or single sign-on credentials), and profile details you provide when you sign up, log in, or complete the onboarding tour.
- Meeting content: audio and video recordings you make in the app, files (audio/video) you import for transcription, live comments made during recording, and any notes, renames, or edits you make to a meeting or recording.
- Participant and invitee information: names and contact details (such as email addresses) of people you invite to a meeting, add as participants, or assign to a folder or workspace.
- Tasks and messages: tasks you create or assign from a meeting, and messages you send within MeetNote's messaging feature.
- Communications with us: information you provide when you contact support or otherwise communicate with us.
1.2 Information collected automatically
- Usage data: features you use, actions you take (e.g., renaming, deleting, exporting, or moving a meeting), pages viewed, and timestamps.
- Device and log data: device type, operating system, unique device identifiers, IP address, app version, crash logs, and diagnostic information.
- Microphone and recording access: with your permission, we access your device's microphone (and camera, if applicable) to record meetings you start in the app.
- Calendar and meeting-link access: if you use the meeting bot feature, we may access calendar information or the meeting link/ID you provide so MeetNote can join and record a Zoom or Google Meet session on your behalf.
1.3 Information from third parties
If you choose to connect third-party accounts — such as Google (for sign-in, Google Drive, or Google Docs backup), Zoom, Google Meet, ClickUp, Slack, or Notion — we receive information from those services as permitted by your account settings and the permissions you grant, such as your name, email address, meeting details, or workspace/channel information needed to create tasks or sync notes.
How we use your information
We use the information we collect to:
- Provide, operate, and maintain the Service, including recording, importing, transcribing, and generating AI notes and summaries of your meetings
- Create and manage your account, folders, workspaces, and participant access
- Enable features such as commenting, task assignment, messaging, and the AI chatbot
- Connect and sync data with third-party integrations you enable (ClickUp, Slack, Notion, Google Drive/Docs, Zoom, Google Meet)
- Send notifications about new tasks, comments, shared meetings, and account activity
- Perform automatic backups of your data to Google Docs and Google Drive when you enable this feature
- Monitor, troubleshoot, and improve the Service, including diagnosing technical issues
- Maintain the security and integrity of the Service, including preventing fraud and abuse
- Communicate with you about updates, security alerts, and support requests
- Comply with legal obligations
Recording meetings, transcripts, and AI processing
MeetNote's core functionality involves recording audio/video and processing it with artificial intelligence and speech-to-text technology to produce transcripts, AI-generated notes, and AI-generated summaries. This means:
- When you self-record a meeting, import an audio/video file, or send MeetNote's meeting bot into a Zoom or Google Meet call, the underlying audio (and, where applicable, video and shared content such as screen shares) is captured and processed to generate a transcript.
- Transcripts and recordings may be processed by our AI models or by third-party AI and transcription providers acting on our behalf, solely to generate notes, summaries, and related outputs and to improve the accuracy of these features.
- Recordings, transcripts, notes, and summaries are stored in your account and are accessible to you and to any participants you invite to that meeting, in line with the sharing settings you choose.
Consent to record. You are responsible for notifying meeting participants that a meeting is being recorded and for obtaining any consent required under the laws of your location (or the locations of your participants) before recording. Many jurisdictions require the consent of all parties to a recorded conversation; MeetNote does not verify this consent on your behalf.
Third-party integrations and connected apps
MeetNote lets you connect the following third-party services. When you connect an account, we exchange the minimum data needed to provide the connected functionality, governed by the permissions you approve during the connection process and each provider's own privacy policy:
| Service | What we access / send |
|---|---|
| Zoom | Meeting link/ID and, if you authorize it, permission for the meeting bot to join and record the call |
| Google Meet | Meeting link and, if authorized, permission for the meeting bot to join and record the call |
| ClickUp | Task titles, descriptions, and assignees created from meeting notes, synced to your ClickUp workspace |
| Slack | Task or notification content you choose to send to a connected Slack workspace/channel |
| Notion | Notes, summaries, or tasks you choose to sync to a connected Notion workspace |
| Google Drive / Google Docs | Automatic backup of your meeting notes, transcripts, and summaries, if you enable backup |
You can disconnect any of these integrations at any time in your account settings. Disconnecting stops future data sharing but does not automatically delete data already sent to the third-party service — you'll need to manage that directly within the third-party app.
Data retention
- We retain your account information, meetings, recordings, transcripts, notes, summaries, tasks, and messages for as long as your account is active or as needed to provide the Service to you.
- If you delete a meeting or recording, we remove it from active systems within a reasonable period, though copies may briefly remain in backups (including any backups you've directed to Google Drive/Docs, which are controlled by your Google account settings, not by us) or as required for legal, security, or fraud-prevention purposes.
- If you delete your account, we delete or anonymize your personal information within a reasonable period, except where retention is required by law or for legitimate business purposes such as dispute resolution.
Data storage, transfers, and security
We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit and access controls. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
Your information may be processed and stored in countries other than your own, including [Insert Country/Countries], which may have different data protection laws. Where required, we use appropriate safeguards (such as standard contractual clauses) for these transfers.
Your rights and choices
Depending on your location, you may have the right to:
- Access, correct, or update your personal information
- Request deletion of your account and associated data
- Export your meetings, transcripts, and notes (available directly in-app via the export feature)
- Withdraw consent for microphone access, calendar access, or specific integrations at any time via your device or account settings
- Object to or restrict certain processing, or request a copy of your data (data portability), where applicable law provides this right
- Opt out of non-essential notifications in your notification settings
To exercise any of these rights, contact us at [Insert Privacy Contact Email]. We may need to verify your identity before fulfilling a request.
If you are located in the European Economic Area, the UK, or Switzerland, you also have the right to lodge a complaint with your local data protection authority. If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt out of the "sale" or "sharing" of personal information — MeetNote does not sell personal information.
Children's privacy
MeetNote is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us so we can delete it.
Notifications
We send push and/or in-app notifications for events such as new tasks, comments, shared meetings, and mentions. You can manage or disable notifications at any time in your device settings or within the app's notification preferences.
Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the app or by email before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.