Privacy Policy
How MeetBuddy collects, uses, and protects your personal information
Last Updated: December 24, 2024
1.
Introduction
This Privacy Policy describes how 4AI Technology Services & Consultancy ("MeetBuddy", "we", "our", or "us"), a sole proprietorship registered in Brunei Darussalam, collects, uses, and shares your personal information when you use our AI-powered meeting recording, transcription, and minutes generation service.
MeetBuddy is committed to protecting your privacy and ensuring the security of your personal data. This policy applies to all users of our Progressive Web Application, regardless of your location, and explains your rights regarding your personal information.
By using MeetBuddy, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with this policy, please do not use our services.
2.
Information We Collect
We collect various types of information to provide and improve our AI-powered meeting services:
Account Information
When you create a MeetBuddy account, we collect:
• Name and email address (required for authentication)
• Profile picture (optional)
• Account preferences and settings
• Authentication data managed through Clerk (our secure authentication provider)
Meeting Data
When you use our recording and transcription services, we process:
• Audio recordings of your meetings
• Meeting metadata (titles, dates, duration, participant information)
• AI-generated transcripts and meeting minutes
• Custom enhancement contexts and templates you create
• Meeting sharing history and recipient details
Usage and Technical Data
We automatically collect technical information including:
• Device information (browser type, operating system, device identifiers)
• Usage patterns (features accessed, session duration, interaction data)
• Network information (IP address, connection quality)
Communication Data
When you share meetings or contact us:
• Email addresses of meeting recipients
• Messages sent through our sharing features
• Support requests and correspondence
• Feedback and survey responses
3.
AI Processing & Training
Our AI-powered features require specific data processing practices:
Audio Transcription
We use AssemblyAI's services to transcribe your meeting recordings:
• Audio files are securely transmitted to AssemblyAI for processing
• Transcription occurs in real-time streaming or batch processing
• Transcription output is stored as text transcripts for your meetings
• Audio processing is subject to AssemblyAI's data usage policies
Meeting Enhancement
We use OpenAI's services to generate and enhance meeting minutes:
• Meeting transcripts are securely transmitted to OpenAI for processing
• Generate contextual meeting minutes based on your selected perspectives
• Apply custom contexts (Product Manager, Engineering Lead, etc.)
• Improve meeting summaries, action items, and key decisions
• Processing is subject to OpenAI's data usage policies
Model Training
We do not use your personal meeting content to train our own AI models. Our AI providers process data only to provide the Service to us under their policies. We may use:
• Aggregated, anonymized usage patterns to improve our service
• Error logs and performance data to enhance AI accuracy
• General feature usage statistics for product development
4.
How We Share Your Data
We share your information only in specific circumstances:
Service Providers
We work with trusted third-party providers:
• Clerk (Authentication) - Secure user authentication and account management
• Supabase (Database & Storage) - Secure data storage and management
• AssemblyAI (AI Processing) - Audio transcription
• OpenAI (AI Processing) - Meeting minutes generation and enhancement
• Mailjet (Email Services) - Meeting sharing and notifications
• Netlify (Hosting) - Application hosting and content delivery
User-Initiated Sharing
When you choose to share meetings:
• Email sharing to recipients you specify
• WhatsApp sharing through your device
• Public link generation with access controls
• We only share what you explicitly choose to share
Legal Requirements
We may disclose information when required by law:
• To comply with legal obligations or court orders
• To protect our rights, property, or safety
• To prevent fraud or security threats
• In connection with business transfers or acquisitions
5.
International Data Transfers
As a Brunei-based company serving international customers, your data may be transferred across borders:
Cross-Border Data Protection
• Our service providers may process data in the United States and other jurisdictions where they operate
• We implement appropriate safeguards for cross-border transfers, such as Standard Contractual Clauses (SCCs), where required
• For EU/UK users, we use GDPR/UK GDPR-compliant transfer mechanisms when applicable
• For California users, we comply with CCPA requirements
• We maintain data processing agreements with key service providers
All international transfers are conducted with appropriate legal safeguards to protect your personal information.
6.
Data Security
We implement comprehensive security measures to protect your data:
Technical Safeguards
• Encrypted connections (TLS) for data in transit
• Access controls and least-privilege permissions
• Secure authentication and session management via Clerk
• Secure storage through managed cloud providers
• Regular review of access and operational security controls
Organizational Measures
• Access limited to personnel who need it to operate the Service
• Internal policies for handling personal data
• Incident response procedures and breach notifications as required by law
• Vendor due diligence for key service providers
Data Backup & Recovery
• Backups and recovery procedures supported by our infrastructure providers
• Secure backup storage managed by those providers
• Data integrity monitoring and logging
• Operational recovery procedures
7.
Your Rights
You have comprehensive rights regarding your personal data:
Access & Portability
• Right to access all personal data we hold about you
• Right to receive your data in a portable format
• Right to transfer your data to another service
• Request copies of your meeting recordings and transcripts
Correction & Deletion
• Right to correct inaccurate personal information
• Right to delete your account and all associated data
• Right to erasure ("right to be forgotten")
• Right to restrict processing of your data
Consent & Objection
• Right to withdraw consent for data processing
• Right to object to processing for direct marketing
• Right to object to automated decision-making
• Right to opt-out of non-essential communications
Regional Privacy Rights
For EU users (GDPR):
• All rights listed above plus additional GDPR protections
• Right to lodge complaints with supervisory authorities
For California users (CCPA):
• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information
• Right to non-discrimination for exercising privacy rights
8.
Data Retention
We retain your data only as long as necessary:
Retention Periods
• Account data: Retained while your account is active and for 90 days after account deletion
• Meeting recordings: Retained according to your account settings, with options for automatic deletion
• Transcripts and minutes: Retained while your account is active or until you delete specific meetings
• Usage data: Aggregated usage data retained for up to 2 years for service improvement
• Legal requirements: Some data may be retained longer to comply with legal obligations
You can request deletion of specific meetings or your entire account at any time through your account settings or by contacting us.
10.
Children's Privacy
MeetBuddy is not intended for use by children under 16 years of age:
Child Privacy Protection
• We do not knowingly collect personal information from children under 16
• If we become aware that we have collected information from a child under 16, we will delete it promptly
• Parents or guardians who believe their child has provided personal information should contact us immediately
• We comply with COPPA (Children's Online Privacy Protection Act) requirements where applicable
11.
Policy Updates & Contact
How to reach us and stay informed about policy changes:
Policy Updates
• We may update this Privacy Policy from time to time
• Material changes will be notified via email and in-app notifications
• Continued use of MeetBuddy after changes constitutes acceptance
• Previous versions available upon request
Contact Information
For privacy-related questions or to exercise your rights:
Email: contact@4ai.technology
Inquiries: contact@4ai.technology
4AI Technology Services & Consultancy
No 5, Spg 104, Jln Tutong, Kg Katimahar, Brunei-Muara, Bandar Seri Begawan, BG2721, Brunei Darussalam
Response time: We respond to privacy requests within 30 days
Supervisory Authorities
If you believe we have not addressed your privacy concerns adequately:
• EU users: Contact your local Data Protection Authority
• UK users: Contact the Information Commissioner's Office (ICO)
• California users: Contact the California Attorney General
• Other jurisdictions: Contact your local privacy regulator