Privacy policy

What we collect

Your account. Your name and email address and an identifier from Apple or Google when you sign in with them, and your settings (coaching style, appearance, whether to save transcripts, how long to keep them).

Audio. Never stored. While a meeting is live, audio from your microphone (or, on the web, a browser tab you choose to share) is streamed to our transcription provider and discarded as it goes.

Transcripts and speaker names. Kept only if you turn on Save meeting transcripts, or choose End meeting with transcript for one meeting. Otherwise the words of a meeting exist only in our server’s memory while it runs, and are released when it ends.

Summaries and meeting names. Kept only if you ask for a summary, or name a meeting in History.

Suggestions, prep notes and goals. Never kept. They are used for the meeting they belong to and then released — except a suggestion you report (below).

Saved context. What you save under Settings → Context — about you, the people you meet with, the words you use — kept until you change or delete it, so suggestions can use it.

Reported suggestions. If you report a suggestion as offensive, harmful, made up or otherwise wrong, its text, the reason you gave and the coaching style it was written in are sent to our team so we can review it. Nothing else from your meeting is. Reports are deleted after a year, or with your account.

Meeting records and usage. For every meeting: when it started and ended and how long it lasted, and how many minutes of transcription and how much AI processing it used. No content — we need these to count your minutes and to run the service.

Payments. If you subscribe, Apple, Google or Stripe takes the payment; we never see your card number. We keep your plan, its status and renewal date, and the store’s identifiers for your subscription.

Free trials. If you start a free trial, we keep a one-way fingerprint of your sign-in and your card for two years — even if you delete your account — so each person gets one free trial. It can’t be turned back into your details.

Crash reports and logs. When something goes wrong in the apps or on our servers, an error report — what failed, where, the device and app version, and your account identifier — goes to Sentry, our crash-reporting service. Our servers keep technical logs (times, account identifiers, response codes, and the IP addresses that connect to us, for security). Neither ever contains meeting content.

We don’t use advertising, analytics or tracking SDKs, and we don’t sell or share your information for advertising.

How we use it

To provide meeting/mentor: to transcribe your meetings, write suggestions and summaries, show you your history, count your minutes, take payment, keep the service secure, and fix it when it breaks. We don’t use your meetings to train AI models, and our providers don’t either (below).

Encryption, and who can read your meetings

Transcripts, speaker names, summaries, meeting names and saved context are encrypted with a key unique to you before they reach our database (AES-256-GCM, with your key protected by a master key in AWS’s key management service). Only our server, while it’s serving you, can use your key. Our team can’t read them: our admin tools have no access to the keys, so staff see when meetings happened and how long they lasted, never what was said. Everything travels over encrypted connections (HTTPS/TLS).

Who else processes it

We use these companies to run meeting/mentor. Each processes data only to provide its service to us.

Amazon Web Services. Hosting, database and encryption keys, in the United States.

Deepgram. Speech-to-text. Receives meeting audio while a meeting is live; we opt out of its model-improvement program.

Anthropic. The AI model that writes suggestions and summaries. For suggestions it receives a short window of recent transcript and the state of the meeting, never the whole transcript; for a summary you ask for, the meeting’s transcript. It does not train on this data.

Sentry. Crash and error reports, as above.

Apple and Google. Sign-in, and in-app subscriptions bought through their stores.

Stripe. Subscriptions bought on the web.

How long we keep it

Saved transcripts and summaries. Deleted automatically 90 days after the meeting, or after the period you choose (30 days, a year, or until you delete them) — or as soon as you delete the meeting.

Your account. Deleting your account deletes everything above immediately, and from our backups within 30 days. The one exception is the free-trial fingerprint, kept for two years.

Your choices and rights

In the app you can turn transcript saving on or off, choose how long transcripts are kept, export or delete any meeting, edit or delete your saved context, and delete your account (Settings → your account). Depending on where you live, you may also have the right to access, correct, export or delete your information, or to object to how it’s used. To ask, or for any question about your privacy, write to support@meetingmentor.io. We’ll answer within 30 days.

Other people in your meetings

The people you meet with are heard too. Recording and consent laws differ from place to place: before your first live meeting we ask you to agree to follow the laws where you and the other participants are, and to tell people you’re using meeting/mentor. Anyone who believes their information is held by us can write to the address above.

Children

meeting/mentor is for professionals and isn’t directed at children. We don’t knowingly collect information from anyone under 16; if you believe a child has used it, write to us and we’ll delete the account.

Changes

If we change this policy we’ll update the date above, and tell you in the app before a change that affects what we keep or who can read it takes effect.