Privacy Policy

MeetHQ ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our meeting intelligence platform and related services (collectively, the "Service").

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, and password when you register for an account.
• Meeting Content: Audio recordings, transcripts, and any files you upload for analysis.
• User Preferences: Custom preferences, prompt configurations, goals, and organizational context you provide to improve AI analysis.
• Payment Information: Billing details processed through our third-party payment processor (Stripe). We do not store complete credit card numbers on our servers.
• Communications: Information you provide when contacting support or providing feedback.

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken, timestamps, and session duration.
• Device Information: Browser type, operating system, device identifiers, and IP address.
• Cookies and Similar Technologies: Session cookies for authentication and analytics cookies to understand service usage. See Section 7 for details.
• Log Data: Server logs including access times, error logs, and referring URLs.

1.3 Information from Third-Party Services

• Calendar Integrations: When you connect a calendar (e.g., Google Calendar, Microsoft Outlook), we access event metadata including titles, times, attendees, and meeting links to enable automated bot scheduling.
• OAuth Providers: If you sign in via Google or another OAuth provider, we receive your name, email, and profile picture as permitted by the provider's authorization scope.
• Meeting Platforms: When our recording bot joins your meetings (via Zoom, Google Meet, Microsoft Teams, or similar), we collect the audio content of those meetings for transcription and analysis.

2. How We Use Your Information

We use the information we collect to:

• Provide and Operate the Service: Process meeting recordings, generate transcripts, produce AI-powered summaries, extract action items, and deliver decision intelligence.
• Personalize Your Experience: Tailor AI analysis based on your preferences, role context, and organizational priorities.
• Process Payments: Manage subscriptions, billing, and invoicing.
• Improve the Service: Analyze aggregate usage patterns to enhance features, fix bugs, and optimize performance.
• Communicate with You: Send transactional emails (e.g., password resets, subscription confirmations), service updates, and, with your consent, marketing communications.
• Ensure Security: Detect, prevent, and address fraud, abuse, and security incidents.
• Comply with Legal Obligations: Fulfill legal requirements, respond to lawful requests, and enforce our terms.

3. AI Processing and Your Content

MeetHQ uses artificial intelligence (including third-party AI providers such as Anthropic's Claude) to analyze meeting content. When we process your meeting data:

• Your meeting content is sent to AI providers solely for the purpose of generating summaries, action items, and insights for your use.
• We do not use your meeting content to train general-purpose AI models.
• AI-generated outputs (summaries, tasks, analyses) are stored in your account and are subject to the same access controls as your other data.
• We contractually require our AI providers to process your data only as instructed and to maintain appropriate security measures.
• You retain ownership of your meeting content and the AI-generated outputs derived from it.

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: We share data with trusted third-party vendors who assist in operating our Service (e.g., cloud hosting, payment processing, AI analysis, email delivery). These providers are contractually bound to use your data only for the purposes we specify.
• AI Processing Partners: Meeting content is shared with AI providers (e.g., Anthropic) strictly for analysis purposes, subject to data processing agreements.
• Payment Processors: Billing information is shared with Stripe to process transactions.
• Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
• With Your Consent: We may share information for other purposes when you provide explicit consent.

5. Data Retention

• Account Data: Retained for as long as your account is active. Upon account deletion, we remove your personal data within 30 days, except as required by law.
• Meeting Content: Recordings, transcripts, and AI-generated summaries are retained while your account is active. You may delete individual meetings at any time.
• Usage Logs: Aggregated and anonymized usage data may be retained indefinitely for analytics and service improvement.
• Billing Records: Retained as required by applicable tax and accounting regulations.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS 1.2+) and at rest for all stored data.
• Secure password hashing using bcrypt.
• User-scoped data isolation ensuring you can only access your own data.
• Regular security assessments and monitoring.
• Access controls and authentication for all administrative functions.

While we strive to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Cookies and Tracking Technologies

We use the following types of cookies:

• Essential Cookies: Required for authentication, session management, and security (e.g., CSRF tokens). These cannot be disabled.
• Analytics Cookies: Help us understand how the Service is used so we can improve it. You may opt out of non-essential analytics cookies through your browser settings.

We do not use third-party advertising cookies or cross-site tracking technologies.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, commonly used, machine-readable format.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise these rights, contact us at privacy@meethq.io. We will respond within 30 days (or as required by applicable law).

9. International Data Transfers

Your data may be processed in countries other than your own. We ensure appropriate safeguards are in place for cross-border transfers, including standard contractual clauses or equivalent mechanisms recognized by applicable data protection authorities.

10. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will promptly delete it.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to know what personal information we collect and how it is used.
• Right to delete personal information we have collected.
• Right to opt out of the sale or sharing of personal information. We do not sell or share your personal information as defined under CCPA/CPRA.
• Right to non-discrimination for exercising your privacy rights.
• Right to correct inaccurate personal information.
• Right to limit use of sensitive personal information.

12. European Economic Area (GDPR)

If you are located in the EEA, UK, or Switzerland, we process your data under the following legal bases:

• Contract Performance: Processing necessary to provide the Service you requested.
• Legitimate Interests: Processing for service improvement, security, and fraud prevention, balanced against your rights.
• Consent: Where you have given explicit consent (e.g., marketing communications).
• Legal Obligation: Processing required to comply with applicable law.

You may lodge a complaint with your local supervisory authority if you believe your data protection rights have been violated.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date and, where appropriate, by email. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

• Email: privacy@meethq.io