Privacy Policy

How MeetBuddy collects, uses, and protects your personal information

Last Updated: December 24, 2024

Introduction

This Privacy Policy describes how Jasray Technologies Sdn Bhd ("MeetBuddy", "we", "our", or "us"), a company 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.

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 access logs

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) • Error logs and performance data (via Sentry monitoring) • 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

AI Processing & Training

Our AI-powered features require specific data processing practices:

Audio Transcription

We use OpenAI's services to transcribe your meeting recordings: • Audio files are securely transmitted to OpenAI for processing • Transcription occurs in real-time or batch processing • We do not use your audio data to train OpenAI's models • Audio processing is subject to OpenAI's data usage policies

Meeting Enhancement

Our AI enhancement features process your meeting content to: • Generate contextual meeting minutes based on your selected perspectives • Apply custom contexts (Product Manager, Engineering Lead, etc.) • Improve meeting summaries and action items • Provide intelligent insights and recommendations

Model Training

We do not use your personal meeting content to train our AI models. However, 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

International Data Transfers

As a Brunei-based company serving international customers, your data may be transferred across borders:

Cross-Border Data Protection

• Our servers and service providers are located in various countries including the United States, Singapore, and Europe • We implement appropriate safeguards for cross-border transfers including Standard Contractual Clauses (SCCs) • For EU users, we ensure GDPR-compliant data transfer mechanisms • For California users, we comply with CCPA requirements • We maintain data processing agreements with all international service providers All international transfers are conducted with appropriate legal safeguards to protect your personal information.

Data Security

We implement comprehensive security measures to protect your data:

Technical Safeguards

• End-to-end encryption for data transmission • Encrypted storage for all meeting recordings and transcripts • Secure authentication with multi-factor support • Regular security audits and vulnerability assessments • Access controls and role-based permissions

Organizational Measures

• Employee training on data protection and privacy • Regular security awareness programs • Incident response procedures • Data breach notification protocols • Third-party security assessments

Data Backup & Recovery

• Regular automated backups of your data • Secure backup storage with encryption • Disaster recovery procedures • Data integrity monitoring • Business continuity planning

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

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.

Cookies & Tracking

MeetBuddy uses minimal tracking technologies:

Tracking Technologies Used

• Essential cookies: Required for authentication and core functionality • Performance cookies: Used to monitor app performance and identify issues • No advertising cookies: We do not use cookies for advertising or third-party tracking • Local storage: Used for offline functionality and user preferences • Analytics: Anonymous usage analytics to improve our service You can manage cookie preferences through your browser settings. Disabling essential cookies may impact core functionality.

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

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: privacy@meetbuddy.co Data Protection Officer: dpo@meetbuddy.co Jasray Technologies Sdn Bhd [Business Address] 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