Privacy Policy

Overview

Vocal Minutes helps users record or upload meeting audio, generate transcripts, create summaries, and manage action items. This Privacy Policy explains how data may be accessed, collected, used, processed, stored, shared, protected, retained, exported, and deleted when you use the app, website, backend API, and related services.

Information we may process

• Account information such as name, email address, authentication provider, and login sessions.
• Meeting content such as audio, transcripts, summaries, decisions, action items, folders, tags, and notes.
• Files, exports, metadata, timestamps, meeting titles, client/project labels, and user-provided vocabulary or key terms.
• Technical information such as device platform, IP address, user agent, app activity, audit logs, request logs, diagnostic logs, and error logs.
• User settings such as language, vocabulary/key terms, speaker-name memory, and security preferences.
• Support communications that you send to us, including account deletion requests.

How information is used

Information is used to provide the app, authenticate users, process meeting audio, generate AI-assisted outputs, export meeting records, protect accounts, troubleshoot issues, prevent abuse, maintain service reliability, respond to support requests, enforce legal terms, and comply with legal, security, or regulatory obligations.

Legal basis and consent

Where applicable law requires a legal basis, we process data to provide the service you request, perform our agreement with you, protect legitimate security and operational interests, comply with legal obligations, and process information with your consent where required. You are responsible for obtaining all legally required consent from meeting participants before recording, uploading, transcribing, summarizing, exporting, or sharing meeting content.

Audio retention

Uploaded and recorded audio files are stored temporarily so the backend can create transcripts, summaries, and action items. Audio files are configured for deletion after 24 hours, and users may choose immediate deletion after processing where supported. Text records such as transcripts, summaries, decisions, and action items may remain available in the user's account until deleted by the user or removed through account deletion.

AI and service providers

Audio and text may be processed by third-party service providers, including speech-to-text and AI model providers such as Deepgram and OpenAI, depending on the production configuration. Provider availability, accuracy, latency, security, and processing practices are partly outside Vocal Minutes' direct control.

We may also use infrastructure, storage, hosting, monitoring, email, authentication, and security providers where needed to operate the service. We do not sell meeting content.

Sensitive information

Do not upload trade secrets, classified information, confidential enterprise materials, regulated data, privileged information, highly sensitive data, or third-party personal data unless you have the legal right, internal authorization, and explicit permission to process it with this app and its service providers. You remain responsible for classifying data before upload and for complying with workplace, client, professional, confidentiality, and data protection duties.

Security

Reasonable security measures are intended to protect the app and user data, including secure token storage in the mobile app, session management, audit logs, and production-ready encrypted object storage configuration. No software, network, storage method, transmission, or third-party provider can guarantee absolute security.

You are responsible for protecting your account credentials, device, email inbox, and exported files. If you believe your account or data has been compromised, contact support promptly.

Sharing and exports

If you export, download, copy, forward, or share transcripts, summaries, action items, PDFs, JSON exports, or other meeting records, you are responsible for protecting that data after it leaves Vocal Minutes and for ensuring that sharing is lawful and authorized.

Your choices and rights

• You can review and edit generated transcripts, summaries, and action items.
• You can export account data where the app provides export controls.
• You can delete individual meetings in the app.
• You can delete your account in the app or request deletion through the account deletion page.
• Depending on your location, you may have legal rights to access, correct, delete, restrict, object to, or receive a copy of personal data.

Retention after deletion

Account deletion removes account records and associated meeting content from active systems, subject to technical processing time. Limited security logs, backup copies, fraud prevention records, legal records, billing records if applicable in the future, or records required to protect legal rights may be retained for a limited period where permitted by law. Retained records are not used to restore deleted accounts.

International processing

Data may be processed in countries other than your country of residence, depending on hosting, AI, storage, support, and infrastructure providers. By using the service, you understand that data may be transferred and processed where our providers operate, subject to applicable law.

No advertising sale of data

Vocal Minutes does not use meeting audio, transcripts, summaries, or action items to serve third-party advertising, and does not sell personal information or meeting content. If this changes, this policy will be updated and any required consent will be requested.

Children

Vocal Minutes is intended for users who are at least 18 years old, or the age of legal majority in their jurisdiction if higher. The app is not intended for children.

Policy changes

We may update this Privacy Policy as the product, providers, laws, or operational practices change. The latest version will be posted on this page. Material changes may require renewed acceptance in the app where appropriate.

Contact

For privacy questions, account deletion requests, or support, contact support@vocalminutes.com.