Privacy Policy

This Privacy Policy explains how MeetingNote, Inc. (“MeetingNote,” “we,” “us,” or “our”) handles personal information when you use the MeetingNote website, web application, mobile, desktop and wearable applications, and related services (together, the “Service”).

MeetingNote helps you capture or import audio, video, links, images, documents and text, then create transcripts, summaries, action items and other AI-assisted notes. This policy applies to information processed through those workflows and to visitors to our public website.

Depending on how you use the Service, we collect the following categories of information:

• Account and profile information. Your name, email address, authentication provider, verification status, user identifier and account preferences. If you sign in with Apple or Google, that provider sends us the information you authorise. Firebase Authentication manages credentials; we do not receive your password from Apple or Google.
• Your content. Recordings, uploaded audio or video, documents, images, pasted text, source URLs, YouTube, Zoom, podcast, Instagram or other links you submit, plus transcripts, speaker labels, summaries, notes, questions, flashcards, quizzes, mind maps, podcast recaps, edits, folders and related metadata created through the Service.
• Subscription and transaction information. Plan, entitlement, purchase and renewal status, billing cycle, store or payment customer identifiers, and transaction metadata. Stripe, Apple, Google and RevenueCat process payment details; MeetingNote does not directly store complete payment card numbers.
• Usage and technical information. Features used, interactions, referring pages, approximate location inferred from IP address, browser and device type, operating system, language, app version, device or installation identifiers, network information, crash reports, diagnostics and performance information.
• Communications. Messages, attachments, device identifiers included in a support request, survey responses and other information you send when you contact us.
• Notification information. A device notification token and notification preferences if you enable alerts about completed transcriptions, summaries or product updates.

We use personal information to:

• create and secure your account, authenticate you, and synchronise your notes and settings;
• upload, transcribe, summarise, organise, generate, export and share content at your direction;
• process subscriptions, confirm entitlements, provide billing support and prevent fraud;
• send service messages, verification or password-reset emails, and notifications you enable;
• operate, troubleshoot, protect, measure and improve the Service and develop useful features;
• respond to support requests and communicate important product or policy changes; and
• comply with law, enforce our Terms, and protect users, MeetingNote and others.

Where applicable law requires a legal basis, we process information as needed to perform our contract with you, based on our legitimate interests in operating and securing the Service, with your consent where required, and to comply with legal obligations.

MeetingNote must send submitted content to our cloud infrastructure and specialist providers to perform the action you request. For example, an uploaded recording may be stored in Amazon Web Services, sent to AssemblyAI for speech recognition, and sent with its transcript to OpenAI to create a summary or other AI-generated output. The providers and steps used can vary by source type, platform and feature.

In the current upload workflow, some source files are stored at long, unlisted Amazon S3 object URLs so our processing services can retrieve them. These files are not intentionally listed in your public note or published through our website, but anyone who obtains the exact object URL may be able to access the file. Do not share an upload URL, and do not submit highly sensitive material unless this access model is appropriate for your use.

Do not record or upload confidential, regulated or third-party material unless you have the rights, notices, permissions and organisational approval needed to use the Service. AI output may contain mistakes. Review important names, numbers, decisions and statements against the original source before relying on or sharing them.

We disclose information only as reasonably needed for the purposes described in this policy:

• Cloud, identity and infrastructure providers, including Google Firebase and Amazon Web Services, to authenticate users, store and synchronise data, run backend services, and deliver the Service.
• Transcription and AI providers, including AssemblyAI and OpenAI, to process content for features you request.
• Payment and subscription providers, including Stripe, Apple, Google and RevenueCat, to complete purchases and manage entitlements.
• Analytics, diagnostics and communications providers, including Google Firebase, Mixpanel, SendGrid and platform notification services, to understand use, diagnose problems and send messages.
• Other users or the public at your direction. If you create a public note link, anyone who receives that link may be able to view the shared content until you revoke the share. Avoid putting secrets or sensitive information in a public share.
• Legal, safety and business-transfer recipients when reasonably necessary to comply with law, protect rights and safety, investigate misuse, or evaluate or complete a merger, financing, acquisition, reorganisation or sale of assets subject to appropriate safeguards.

We do not sell personal information for money, and we do not use personal information for cross-context behavioural advertising.

Our website and web app use cookies and similar browser storage to remember your locale and theme, keep you signed in, preserve in-progress workflows, measure use and protect the Service. Firebase Analytics and Mixpanel may receive device, browser, IP-derived and interaction information. Mixpanel is configured to honour browser Do Not Track signals.

You can clear or block browser storage in your browser settings and control mobile analytics, notifications, microphone, photo and file permissions through your device settings. Blocking essential storage can prevent account or application features from working correctly.

We retain account information and active cloud note records while your account is active. When you delete a note, we remove its active application record and request deletion of associated stored audio when the Service has the storage reference needed to do so. Some uploaded source objects, temporary processing copies, derived files and processor-side copies may remain until provider or storage clean-up occurs. Deleting the app from a device does not by itself delete cloud data. Backups, fraud-prevention records, security logs, transaction records and information required by law may also remain for a limited period after deletion and are then deleted or de-identified under our retention processes.

You can delete individual notes and revoke public shares in the Service. You can permanently delete your account from Settings → Danger zone → Delete account. The authenticated deletion flow removes your Firebase sign-in identity, active cloud notes and folders, custom prompts, public shares, account database records, account-scoped uploads, and stored files that the Service can link to your tasks. It also immediately cancels a MeetingNote web subscription and removes the associated Stripe customer profile. Stripe and other payment providers may retain transaction records as required for payment, fraud prevention, tax, dispute or legal purposes.

App Store and Google Play subscriptions are controlled by those stores and continue until you cancel them in the applicable store, even after MeetingNote deletes your account. The deletion screen warns you when the Service detects a mobile-store entitlement. For deletion help or a privacy request outside the self-service flow, email info@34apps.com from the address linked to your account. We may need to verify your identity.

We use administrative, technical and organisational safeguards designed to protect information, including authenticated access to account records and APIs, user-scoped database rules, encrypted network transport, limited service credentials, and payment processing by specialist providers. The unlisted object-URL access model for some uploaded source files is described above. No storage or transmission system is completely secure, so we cannot guarantee absolute security.

Keep your credentials confidential, use a strong unique password, and contact us promptly if you believe your account or a public share link has been compromised.

MeetingNote and its providers operate in multiple countries, including the United States. Your information may therefore be processed outside the country where you live. Where required, we use recognised transfer mechanisms and contractual safeguards intended to protect information when it crosses borders.

Depending on where you live, you may have the right to access, receive a copy of, correct, delete or restrict certain personal information; object to certain processing; withdraw consent; or appeal a decision about a privacy request. You may also have the right not to receive discriminatory treatment for exercising a privacy right.

Use the self-service account deletion control described above or email info@34apps.com and describe the request and the account involved. We may verify your identity and may decline or limit a request where permitted by law. You may also complain to the privacy or data protection authority where you live.

The Service is not directed to children under 13, and we do not knowingly collect personal information from a child under 13. If you are below the age at which you can consent to an online service where you live, use MeetingNote only with authorisation from a parent or legal guardian. Contact us if you believe a child provided personal information without the required permission.

We may update this policy as the Service, providers or legal requirements change. We will post the revised policy here, update the effective date, and provide additional notice when a change is material and the law requires it.