Privacy Policy

1. Who We Are

MeetingBrain.AI ("MeetingBrain", "we", "us", "our") is a productivity tool that automatically extracts action items from your meeting notes and organises them into a task management dashboard. MeetingBrain is operated by [Your Company Name / Your Name], contactable at privacy@meetingbrain.ai.

2. What Data We Collect

2.1 Account Information

When you sign in with Google, we receive and store your name, email address, and profile picture. This information is used to identify your account and personalise your experience.

2.2 Google Calendar Data

With your permission, we access your Google Calendar to identify recent meeting events. We read event metadata (title, time, attendees, attachments) to find meetings that have associated notes or transcripts. We do not modify your calendar or create events.

2.3 Google Docs & Drive Data

When a calendar event has attached meeting notes (such as those generated by Google Gemini), we read the content of that Google Doc to extract action items. We access these documents in read-only mode and do not modify, delete, or share them.

2.4 Extracted Tasks & Dashboard Data

We store the action items, tasks, and intelligence summaries that our AI generates from your meeting notes. This includes task titles, descriptions, assigned persons, and meeting context. Dashboard analytics (sales insights, account summaries, coaching feedback, executive overviews) are stored as generated content.

2.5 Processing Records

We maintain records of which calendar events have been processed to avoid duplicate scanning. These records include the event ID, meeting title, date, and the number of tasks extracted.

2.6 Technical Data

We collect standard server logs including IP addresses, browser type, and access times for security and performance monitoring.

3. How We Use Your Data

We use your data for the following purposes:

Service delivery: To scan your meetings, extract action items, generate intelligence dashboards, and provide task management functionality.

AI processing: Meeting note content is sent to Anthropic's Claude API for task extraction and analysis. This processing is done on a per-request basis; Anthropic does not retain your data for model training. See Section 5 for details.

Account management: To authenticate you, manage your subscription, and enable team features.

Service improvement: To monitor performance, diagnose issues, and improve the product.

4. Google API Services — Limited Use Disclosure

MeetingBrain's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

We only access Google data necessary to provide the MeetingBrain service (calendar events, meeting note documents). We do not use Google data for advertising, market research, or any purpose unrelated to the core functionality. We do not sell, rent, or transfer Google user data to third parties except as necessary to provide the service (i.e. AI processing via Anthropic). We do not use Google data to build user profiles for advertising. Human access to Google data is limited to debugging and support, only with user consent, and is subject to strict access controls.

5. Third-Party AI Processing

Meeting note content is processed by Anthropic's Claude API to extract action items and generate dashboard insights. Key details:

Anthropic processes data solely to provide the requested analysis. Under Anthropic's commercial terms, data sent via the API is not used for model training. Data is transmitted over encrypted connections (TLS 1.2+). Anthropic's data handling practices are described in their privacy policy.

6. Data Storage & Security

Your data is stored in a PostgreSQL database hosted on secure, managed infrastructure. All data is encrypted in transit (HTTPS/TLS) and at rest. Google OAuth refresh tokens are stored securely in the database and are used only to access Google APIs on your behalf. We implement access controls to ensure only authorised personnel can access production systems.

7. Data Retention

Account data and tasks are retained for as long as your account is active. Processing records (which meetings have been scanned) are retained to prevent duplicate processing. When you delete your account, we delete all associated data within 30 days, including tasks, processing records, and OAuth tokens. You may also revoke MeetingBrain's access to your Google account at any time via your Google Account permissions.

8. Your Rights

Depending on your location, you may have rights under applicable data protection laws (including the GDPR, UK GDPR, and CCPA). These may include:

Access: Request a copy of the personal data we hold about you. Correction: Request correction of inaccurate data. Deletion: Request deletion of your data ("right to be forgotten"). Portability: Request your data in a portable format. Restriction: Request that we limit processing of your data. Objection: Object to processing based on legitimate interests. Withdraw consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at privacy@meetingbrain.ai. We will respond within 30 days.

9. International Data Transfers

Your data may be processed in the United States or other countries where our service providers operate. Where data is transferred outside your jurisdiction, we ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms.

10. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies. No third-party analytics or tracking scripts are loaded.

11. Children's Privacy

MeetingBrain is not intended for use by anyone under the age of 16. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a new "Last updated" date. Your continued use of MeetingBrain after changes constitutes acceptance.

13. Contact Us

For any questions about this privacy policy or our data practices, contact us at: privacy@meetingbrain.ai