This privacy policy (“Policy”) informs you of our practices when handling your Personal Information through the Services (both as defined below). In this Policy, “Meetbook”, “we” or “us” refers to Meetbook.app, an AI-native platform dedicated to meeting intelligence and automated documentation. We act as the data controller under the applicable privacy laws for individual users of our platform.

Where we have a Meetbook Business or enterprise service agreement in place with an enterprise customer who is asking you to use our Services (for example your employer), we obtain and process your Personal Information on behalf of and at the instructions of that customer. In that context, such enterprise customers are the data controllers and their privacy policies will apply to the processing of your Information. We encourage you to read their privacy policies.

For the purpose of this Policy, “Personal Information” means any information relating to an identified or identifiable individual. This includes Personal Information you provide or generate when you use: (a) Our Meetbook assistant interface (the “App”); and (b), https://meetbook.app , and any other dedicated Meetbook websites (the “Website”) (collectively, the “Services”). When you use the Services, you accept and understand that we collect, process, use, and store your Personal Information as described in this Policy.

If you are a California resident, our Privacy Notice for California Residents includes additional information about your rights and how we collect, use, and share information.

If you are based in India, this Policy describes your rights under the Digital Personal Data Protection Act, 2023 (DPDP Act), including your right to notice, consent, access, correction, erasure, and grievance redressal.

If you do not agree with this Policy, you must not use any of the Services. If you change your mind in the future you must stop using the Services and you may exercise your rights concerning your Personal Information as set out in this Policy.

1. INFORMATION WE COLLECT

We will collect and use the following Personal Information about you:

Information you provide to us

Registration Information: When you create an account on our Services, you will be asked to provide your name, email, and a password, you may voluntarily add a profile picture. For Pro or Business plans which are paid Services, our payment processing partner Stripe, Inc. may also collect your name, billing address, and payment information. Payment information is not shared with us and is maintained by Stripe.
App Information: When you use the Services, you may provide us with your audio and video recordings (“Meeting Recordings”), automatic Meetbook Bot screenshots and any text, images or videos that you upload or provide to us in the context of the Services. Meetbook Bot may take automatic screenshots of available meeting transcripts to add value to the meetings by extracting useful visual information. The automatic screenshots will only take place in virtual meetings.
Communication Information: When you contact us, you provide us with your email, and any other information you choose to provide over such communication, including information about your query.

Information you provide us about others

If you choose to collaborate on a task with your co-workers or friends, or refer us to them, you provide us with the email address and contact information of your co-workers or friends.
If you provide a Meeting Recording, this may contain the Personal Information of third parties. Before you do so, please make sure you have the necessary permissions from your co-workers, friends or other third parties before sharing Personal Information or referring them to us.

Information we automatically collect

Usage Information: When you use the Services, you generate information pertaining to your use, including timestamps, such as access, record, share, edit and delete events, app use information, and screenshots/screen captures taken during the meeting.
Device Information: We assign a unique user identifier (“UUID”) to each device that accesses the Services. You provide information such as your IP address, UUIDs, device IDs, and other device information (such as carrier type, platform, device model, and operating system).
Cookies: We use Cookies and other similar technologies to enhance your experience when using the Service.
Location Information:When you use the Services, we receive your approximate location information. For example, we infer your approximate location by using your IP address.

Information received from third parties.

Information we receive from third party platforms: When you connect third party platforms, apps or providers (such as Google Calendar, iCal or other calendar programs, Google Contacts or Zoom) to our Services, or when you register through a third party account (such as Google or Microsoft), we receive Personal Information that includes your username, profile picture, email address, time, location, calendar information, contact information from such third parties and any information you choose to upload to such third party platforms (“Platform Information”).
Information from platforms our Services relies on: We receive transaction information from our payment processor Stripe.
Cookies: We use Cookies and other similar technologies to enhance your experience when using the Service.
Other third parties.We may receive additional information about you, such as demographic or interest attributes from third parties such as data or marketing partners and combine it with other information we have about you.

We also collect, and use aggregated data such as statistical or demographic data for our purposes. Aggregated data may be derived from your Personal Information but is not Personal Information as this data will not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your Personal Information so that it can directly or indirectly identify you, we will treat the combined data as Personal Information which will be used in accordance with this Policy.

2. HOW WE USE YOUR PERSONAL INFORMATION

We use your Personal Information to:

Set up your account: We use your registration information, device information and information received from third parties (such as your username, email address) in order to set up an account for you to use our Services. We do so in accordance with our contractual and precontractual obligations to you in order to provide you with an account to use the Services.
Provide you with the Services: We use your audio recordings, usage information and platform information in order to provide you with the Services. In addition, we use your communication information to facilitate support (e.g. retrieval of a forgotten password). We do so in accordance with our contractual obligations to you in order to provide you with the Services.
Improve and monitor the Services: We use information we automatically collect or generate about you when you use the Services, as well as information about your device such as device manufacturer, model and operating system, and the amount of free space on your device, to analyze the use of and improve our Services. We train our proprietary artificial intelligence technology on de-identified audio recordings. We also train our technology on transcriptions to provide more accurate services, which may contain Personal Information. We obtain explicit permission (e.g. when you rate the transcript quality and check the box to give Meetbook and its third-party service provider(s) permission to access the conversation for training and product improvement purposes) for manual review of specific audio recordings to further refine our model training data.
Communicate with you: We use your contact information to support your use of the Services and send newsletters about product updates. Your consent can be withdrawn at any time.

3. HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES

We and our third party partners use Cookies, pixel tags, and similar technologies to collect information about your browsing activities and to distinguish you from other users of our Services in order to aid your experience and measure and improve our advertising effectiveness.

Cookies are small files of letters and numbers that we store on your browser or on your device. They contain information that is transferred to your device.

We use Cookies to collect information about your browsing activities and to distinguish you from other users of our Services in order to aid your experience.

We use the following types of Cookies and similar technologies:

Strictly necessary Cookies:Some Cookies are strictly necessary to make our Services available to you; for example, to provide login functionality, user authentication and security. We cannot provide you with the Services without this type of Cookie.
Functional Cookies: These are used to recognize you when you return to our Website. This enables us to personalize our content for you and remember your preferences (for example, your choice of language).
Analytical, performance, or advertising Cookies: We also use Cookies and similar technologies for analytics purposes in order to operate, maintain, and improve our Services and measure and improve our advertising effectiveness. We use third party analytics providers, including Google Analytics and Amplitude, to help us understand how users engage with us. We also use third party advertising partners, including Facebook, to deliver ads to you on other sites. Google Analytics uses first-party Cookies to track user interactions which helps show how users use our Service and Website. This information is used to compile reports and to help us improve our Service and Website. Such reports disclose Website trends without identifying individual visitors. You can opt out of Google Analytics by going to https://tools.google.com/dlpage/gaoptout or via Google's Ads settings.

You can block Cookies by setting your internet browser to block some or all or Cookies. However, if you use your browser settings to block all Cookies (including strictly necessary Cookies) you may not be able to use our Services.

4. WITH WHOM WE SHARE YOUR PERSONAL INFORMATION

Third party services are not owned or controlled by meetbook.app and third parties may have their own policies and practices for collection, use and sharing of information. Please refer to third party privacy and security policies for more information before using such services. Third parties include vendors and service providers we rely on the provision of the Services. We share your Personal Information with selected third parties, including:

Other users: Those who see your username/email and any information you choose to share with them through the Services.
Cloud service providers: We rely on providers like Amazon Web Services (AWS) or Supabase for compute and secure data storage.
Artificial intelligence service providers: Backend partners like OpenAI that provide support for transcription and summarization features. These partners are contractually prohibited from training their models on your data.
Payment processors: Such as Stripe, who are responsible for processing your payment information for their own purposes in accordance with their privacy policies.
Analytics providers who provide analytics, segmentation and mobile measurement services and help us understand our user base. We work with a number of analytics providers, including Google LLC, which is based in the U.S. You can learn about Google's practices by going to https://www.google.com/policies/privacy/partners/, and opt-out of them by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.
Advertising Partners:We work with third party advertising partners to show you ads that we think may interest you. Some of our advertising partners are members of the Network Advertising Initiative(http://optout.networkadvertising.org/). or the Digital Advertising Alliance (http://optout.aboutads.info/). If you do not wish to receive personalized ads, please visit their opt-out pages to learn about how you may opt out of receiving web-based personalized ads from member companies. You can access any settings offered by your mobile operating system to limit ad tracking, or you can install the AppChoices mobile app to learn more about how you may opt out of personalized ads in mobile apps.‍

5. YOUR RIGHTS

In certain circumstances you have the following rights in relation to your Personal Information that we hold.

Access. You have the right to access the Personal Information we hold about you, and to receive an explanation of how we use it and who we share it with.
Correction. You have the right to correct any Personal Information we hold about you that is inaccurate or incomplete.
Erasure.You have the right to request for your Personal Information to be erased or deleted.
Object to processing.You have the right to object to our processing of your Personal Information where we are relying on a legitimate interest or if we are processing your Personal Information for direct marketing purposes.
Restrict processing.You have a right in certain circumstances to stop us from processing your Personal Information other than for storage purposes.
PortabilityYou have the right to receive, in a structured, commonly used and machine-readable format, Personal Information that you have provided to us if we process it on the basis of our contract with you, or with your consent, or to request that we transfer such Personal Information to a third party.
Withdraw consent. You have the right to withdraw any consent you previously applied to us. We will apply your preferences going forward, and this will not affect the lawfulness of processing before your consent was given.

Please note that, prior to any response to the exercise of such rights, we will require you to verify your identity. In addition, we may require additional information (for example, why you believe the information we hold about you is inaccurate or incomplete) and may have valid legal reasons to refuse your request. We will inform you if that is the case. For more information on how to exercise your rights, or to exercise your rights, please email [email protected].

6. Data Privacy Framework Principles

Meetbook complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (“Swiss-U.S. DPF”) as set forth by the U.S. Department of Commerce. Meetbook has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. DPF Principles with respect to the processing of personal data received from the European Union in reliance on the EU-U.S. DPF and from the United Kingdom (and Gibraltar) in reliance on the UK Extension to the EU-U.S. DPF. Meetbook has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. DPF Principles with respect to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework program, and to view our certification, please visit https://www.dataprivacyframework.gov/.

For more information on how we comply with the DPF Principles, please see APPENDIX: Meetbook Data Privacy Framework Principles Notice.

7. CHILDREN

The Service and Website are not targeted at children, and we do not knowingly collect Personal Information from children under the age of 13. If you learn that a child has provided us with Personal Information in violation of this Policy, please contact us as indicated below.

8. CONTACT & COMPLAINTS

For inquiries or complaints regarding this Policy, please first contact us at [email protected] and we will endeavor to deal with your complaint as soon as possible. This is without prejudice to your right to launch a claim with a data protection authority.

If you are based in the EEA or the UK, you may also make a complaint to either the Irish Data Protection Commission (on +353 578 684 800 or via https://forms.dataprotection.ie/contact) or the UK's ICO (on +44 303 123 1113 or via https://ico.org.uk/make-a-complaint/), or to the supervisory authority where you are located.

9. DATA SECURITY

Meetbook maintains and implements physical, administrative, and technical safeguards to protect the confidentiality, integrity, and availability of personal information. However, the transfer of Personal Information through the internet will carry its own inherent risks and we do not guarantee the security of your data transmitted through the internet. You make any such transfer at your own risk.

The Website and Service may provide features or links to websites and services provided by third parties. Any information you provide on Apps, third-party websites or services is provided directly to the operators of such websites or services and is subject to their policies governing privacy and security, even if accessed via our Website or in connection with our Service.

10. CROSS-BORDER DATA TRANSFERS

To facilitate our global operations, Meetbook may transfer, store and process your operations with our partners and service providers based outside of the country in which you are based. Laws in those countries may differ from the laws applicable to your country of residence. Where we transfer, store and process your Personal Information outside of the EEA or the UK we will ensure that the appropriate safeguards are in place to ensure an adequate level of protection such as through acceding to the Standard Contractual Clauses. Further details regarding the relevant safeguards can be obtained from us on request.

11. DATA RETENTION

Meetbook retains your Personal Information for as long as your account is active or as needed to provide you the Services. You are in control of your data — you may delete your meeting recordings, transcripts, and other content at any time through the Services. You may also request deletion of your entire account and associated data by contacting us at [email protected].

Upon account deletion, we will permanently delete your Personal Information within 30 days, except where we are required to retain certain information to comply with legal obligations, resolve disputes, or enforce our agreements. Aggregated and anonymized data derived from your Personal Information may be retained for analytics and service improvement purposes.

12. CHANGES

Where required, we will update this Policy from time to time. When we do so, we will make it available on this page and indicate the date of the latest revision. Please check this page frequently to see any updates or changes to this Policy.

13. ABOUT US

If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at [email protected] attn: Privacy Officer or by mail to:

Meetbook.app
Attn: Privacy Officer
DLF Cyber City,
Sector 25,
Gurugram, Haryana 122002, India