This Privacy Policy describes how My Meeting ("we", "us", or "our") collects, uses, discloses, and safeguards your personal information when you use our mobile application and related services (collectively, the "App"). Please read this policy carefully. If you do not agree with its terms, please stop using the App.
1. Information We Collect
We collect the following categories of personal information, depending on how you use the App:
A. Information You Provide Directly
- Account Registration: Your name, email address, and profile picture when you create an account or sign in via Google OAuth.
- Voice Recordings: Audio you record within the App for meeting transcription. Audio is transmitted securely to AI processing services, then permanently deleted from those services; it is not retained on our servers after transcription is complete unless you explicitly save the session.
- Meeting Content: Transcripts, minutes of meetings, pre-brief notes, action items, and any text or file attachments (PDF, Word, images) you upload for AI analysis.
- Appointment Data: Meeting titles, dates, times, locations, and attendee names you add through the in-app calendar or sync from your device calendar (only with your explicit permission).
- Video Call Participation: If you join a video call room within the App, your audio and video streams are processed by Daily.co for the duration of the call only.
B. Information Collected Automatically
- Usage Data: Features you interact with, screens you visit, and actions you perform, used to improve app functionality.
- Device Information: Device type, operating system version, and app version, used solely for compatibility and crash diagnosis.
- Authentication Tokens: Session tokens stored securely on your device to keep you signed in.
C. Information We Do Not Collect
- We do not collect precise location data.
- We do not access your contacts, photos, or camera without explicit permission, and only when a specific feature requires it.
- We do not collect payment or financial information.
- We do not build advertising profiles or sell your data to third parties.
2. Data Linked to You
The following table reflects the data types disclosed in our Apple App Store privacy nutrition label:
| Data Type | Examples | Linked to You? | Used For |
|---|
| Contact Info |
Name, email address |
Linked to You |
Account management, authentication |
| User Content |
Voice recordings, transcripts, uploaded files |
Linked to You |
Core app functionality (transcription, AI analysis) |
| Identifiers |
User ID, session token |
Linked to You |
Authentication, security |
| Usage Data |
Feature interactions, screen views |
Not Linked to You |
App functionality improvements |
| Diagnostics |
Crash logs, error reports |
Not Linked to You |
Bug fixes, stability |
No Tracking: My Meeting does not track you across other companies' apps or websites for advertising purposes. We do not use your data for targeted advertising and do not share it with data brokers or ad networks.
3. How We Use Your Information
We use the personal information we collect solely for the following purposes:
- Core Functionality: To transcribe your voice recordings, generate meeting summaries and minutes, produce pre-brief insights, and analyse uploaded documents.
- Account Management: To create and maintain your user account, authenticate your identity, and manage your session.
- Google Drive Integration: To save your meeting documents to your personal Google Drive, only when you explicitly enable this feature and grant the necessary permission.
- Calendar Sync: To display and manage appointments by reading your device calendar events, only with your explicit permission.
- Service Communication: To send you important updates about your account, security notices, or material changes to this policy.
- App Improvement: To diagnose errors, fix bugs, and improve performance using anonymised diagnostic data.
- Legal Compliance: To comply with applicable laws and regulations, and to respond to lawful requests from public authorities.
We do not use your personal information for any purpose not listed above without first obtaining your consent.
4. How We Share Your Information
We do not sell, rent, or trade your personal information. We share data with the following third-party service providers only to the minimum extent necessary to operate the App:
OpenAI (openai.com)
Data shared: Voice audio (for transcription) and meeting text (for summarisation and analysis).
Purpose: AI-powered transcription, summarisation, and pre-brief generation.
Retention by provider: OpenAI does not use API-submitted data to train its models by default and retains API data for up to 30 days for abuse monitoring. See OpenAI Privacy Policy.
Anthropic (anthropic.com)
Data shared: Meeting text and documents for AI analysis.
Purpose: Alternative AI model for analysis and summarisation.
Retention by provider: Anthropic retains API inputs/outputs for up to 30 days for trust and safety purposes. See Anthropic Privacy Policy.
Google LLC (Google OAuth & Google Drive)
Data shared: Your Google account email and name (for sign-in); meeting documents (for Drive saving, only when you enable it).
Purpose: Authentication and optional cloud document storage.
Note: Documents saved to Google Drive are stored in your own Drive account. We do not retain copies. See Google Privacy Policy.
Daily.co (daily.co)
Data shared: Audio and video streams during active video call sessions.
Purpose: Real-time video conferencing within the App.
Retention by provider: Call data is ephemeral; Daily.co does not record or retain streams unless explicitly configured to do so. See Daily.co Privacy Policy.
We may also disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
5. Data Retention
| Data Type | Retention Period |
|---|
| Account information (name, email) | Until you delete your account — deletion is immediate and permanent |
| Voice recordings (raw audio) | Deleted immediately after transcription completes; not stored on our servers |
| Transcripts, meeting minutes, pre-briefs | Until you manually delete them from the App, or your account is deleted |
| Uploaded attachments | Until you delete the associated meeting, or your account is deleted |
| Calendar / appointment data | Until you delete the appointment, or your account is deleted |
| Anonymised diagnostic logs | Up to 90 days, then automatically purged |
| Session tokens | Expire after 30 days of inactivity, or on sign-out |
6. Data Security
We implement the following technical and organisational measures to protect your personal information:
- Encryption in transit: All data transmitted between the App and our servers, and between our servers and third-party providers, uses TLS 1.2 or higher (HTTPS).
- Encryption at rest: Your account data is stored in an encrypted PostgreSQL database.
- Access controls: Access to production data is restricted to authorised personnel only, on a need-to-know basis.
- Secure credential storage: Authentication credentials on your device are stored in the device's secure keychain / keystore.
Despite these measures, no security system is impenetrable. We cannot guarantee the absolute security of your information and encourage you to use a strong, unique password for your account.
7. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal information:
- Right to Access: Request a copy of the personal data we hold about you.
- Right to Correction: Request correction of inaccurate or incomplete data.
- Right to Deletion: Request deletion of your personal data. You can delete individual meetings, recordings, and pre-briefs directly within the App. To delete your entire account and all associated data, go to Settings → Account → Delete Account within the App — this permanently deletes your account immediately. For other data-rights requests, contact us at the address below.
- Right to Restrict Processing: Request that we limit how we use your data in certain circumstances.
- Right to Data Portability: Request an export of your data in a structured, machine-readable format.
- Right to Withdraw Consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing. For example, you can revoke Google Drive or calendar access at any time via your device Settings → Privacy.
- Right to Object: Object to processing of your personal data in certain circumstances.
To exercise any of these rights, please contact us using the details in Section 11. We will respond within 30 days. We may need to verify your identity before processing certain requests.
8. Device Permissions
The App requests the following device permissions. All permissions are optional unless stated, and you can manage them at any time in your device Settings:
- Microphone (required for recording): Used only when you actively start a recording session. We never access the microphone in the background.
- Camera (optional): Used only when you join a video call within the App.
- Calendars (optional): Used to display your existing device calendar events alongside your in-app appointments. We read calendar data; we do not modify your device calendar without your action.
- Contacts (optional): Used to suggest attendee names when creating appointments.
- Face ID / Touch ID (optional): Used for faster, password-free login. Biometric data never leaves your device.
- Notifications (optional): Used to remind you of upcoming meetings and to alert you when a transcript or minutes are ready.
9. Children's Privacy
My Meeting is not directed to children under the age of 13 (or under 16 in the European Economic Area). We do not knowingly collect personal information from children under these ages. If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at the address in Section 11. Upon verification, we will delete such information promptly.
10. International Data Transfers
Your information may be processed and stored in countries other than your own, including the United States, where our third-party providers (OpenAI, Anthropic, Google, Daily.co) operate. These countries may have data protection laws that differ from your jurisdiction. Where required, we rely on appropriate safeguards (such as standard contractual clauses or the provider's certification under applicable frameworks) for international data transfers.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last updated" date at the top of this page.
- Display an in-app notice the next time you open the App.
- For significant changes, send a notification to the email address associated with your account.
We encourage you to review this policy periodically. Your continued use of the App after the effective date of the updated policy constitutes your acceptance of the changes.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
We aim to respond to all privacy-related enquiries within 30 days.