Privacy Policy

1. Information We Collect

We collect the following types of information:

• Account information: Name, email address, and authentication data when you register.
• Meeting data: Audio recordings, transcriptions, and AI-generated analyses of meetings you choose to record with MeetWave.
• Integration data: OAuth tokens and metadata from connected platforms (Zoom, Teams, Google Meet, Slack).
• Usage data: Log data, device information, IP addresses, and platform interaction data collected automatically.
• Payment information: Billing details processed and stored securely by our payment processor (Paddle). We do not store full card numbers or payment credentials on our servers.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the MeetWave platform.
• Transcribe and analyze meeting recordings to generate insights.
• Send you service notifications, digests, and support communications.
• Process payments and manage your subscription.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations.

We do not sell your personal data or meeting content to third parties. We do not use your meeting data to train AI models without your explicit consent.

3. Data Sharing and Third Parties

We share your data only with:

• Cloud infrastructure: Amazon Web Services (AWS) for data storage, computing, and content delivery.
• AI processing: OpenAI (transcription via Whisper API) and Anthropic (meeting analysis via Claude API). Audio and text are sent for processing only; these providers do not retain your data for model training under our agreements.
• Payments: Paddle (subscription billing, invoicing, tax compliance). Paddle acts as Merchant of Record and processes payments on our behalf.
• Analytics and error monitoring: Mixpanel (usage analytics) and Sentry (error reporting and performance tracing). No meeting content is sent to these services — only anonymized interaction data and technical error logs. You can opt out in the desktop app's Settings and in the browser extension's Options.
• Integration platforms: Microsoft Teams, Google Calendar, Zoom, and Slack — only when you explicitly authorize the connection via OAuth.
• Legal authorities: When required by law, court order, or to protect the rights and safety of MeetWave and its users.

4. MeetWave Browser Extension

The MeetWave browser extension for Chrome records web meetings from inside your browser. It is covered by this policy, with the specifics below.

• What it records: the audio of the meeting tab and, if you enable the microphone, your own microphone, mixed into a single audio file. It never records video, and it never records anything until you press Record.
• Metadata sent with a recording: file size, duration, the meeting platform, the meeting title, the platform's meeting identifier, and the start time.
• Meeting title: read from the meeting page itself, so your recording is named after the call. This is the only content of the page the extension reads beyond detecting that a call is active. It does not read chat messages, participant names, or anything else on the page.
• Local storage of audio: the recording is buffered on your own machine while it is being made and while it uploads, and is deleted from local storage as soon as the upload is confirmed. The extension itself never stores transcripts or analyses.
• Notifying other participants: recording is announced to the other people on the call, with an on-screen notice and optionally a chat message. This is on by default for legal reasons, including two-party-consent jurisdictions, and turning it off requires a deliberate change in the extension's settings, with a warning shown at that point. You remain responsible for having the consent your jurisdiction requires.
• Analytics and error reporting: the extension sends technical events (a recording started or stopped, the outcome of an upload, sign-in steps, error codes and crash reports) to Mixpanel and Sentry. It never sends meeting titles, chat text, the identities of other participants, the audio or transcript of a call, or the address of the page you were on. A single "Telemetry" switch in the extension's options turns this off, and turning it off also discards anything queued but not yet sent.
• Your session: your sign-in token is stored unencrypted in the browser's extension storage and is valid for one year. Anyone with access to your computer profile could therefore use it. You can end a session at any time by signing out in the extension, which also signs you out of the connected MeetWave web surfaces.
• Deleting your data: recordings made with the extension live in your MeetWave account and are deleted the same way as any other recording, individually or by deleting your account. See sections 5 and 7.

5. Data Retention

We retain meeting recordings and transcriptions for as long as your account is active or as needed to provide the Service. You can delete individual recordings or your entire account at any time. Upon account deletion, we will remove your personal data within 30 days, except where retention is required by law.

6. Security

We implement industry-standard security measures including encryption at rest (AES-256) and in transit (TLS 1.2+), access controls, and regular security audits. Meeting recordings are stored in encrypted AWS S3 buckets accessible only to authorized services. No system is 100% secure; we encourage you to use strong passwords and protect your account credentials.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of your personal data ("right to be forgotten").
• Object to or restrict certain processing of your data.
• Data portability — receive your data in a machine-readable format upon request.
• Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at admin@meetwave.io.

8. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data on the following legal bases:

• Contract performance (Article 6(1)(b)): Processing your account data, meeting recordings, transcriptions, and AI-generated analyses is necessary to provide the Service you have subscribed to.
• Consent (Article 6(1)(a)): Analytics cookies on our website and usage analytics in the desktop application are collected only with your explicit consent. You may withdraw consent at any time via cookie settings on the website or the analytics toggle in the desktop app Settings.
• Legitimate interest (Article 6(1)(f)): We process limited technical data (error logs via Sentry, device information) to maintain service security, prevent fraud, and improve reliability. You can opt out of error reporting in the desktop app Settings.
• Legal obligation (Article 6(1)(c)): We may process and retain certain data to comply with applicable laws, tax requirements, or valid legal requests.

9. Cookies and Tracking

We use essential cookies required for the Service to function (authentication, session management). We use analytics cookies (Mixpanel) to understand how users interact with our platform. Analytics cookies are only set after you provide explicit consent via our cookie banner. You can change your cookie preferences at any time using the "Cookie Settings" link in the website footer. We do not use advertising or tracking cookies.

10. Children's Privacy

MeetWave is not directed to children under 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

11. International Data Transfers

Your data may be processed in countries other than your own. When we transfer data internationally, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission to ensure adequate protection.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service at least 14 days before they take effect. Continued use of MeetWave after changes take effect constitutes acceptance of the updated Policy.

13. Contact Us

For privacy-related questions or requests, contact our Data Protection Officer at admin@meetwave.io or write to: