MeetingVault

Privacy Policy

Last updated: August 15, 2026

📜 MeetingVault Privacy Policy (V1)

Last Updated: July 30, 2026

MeetingVault (“MeetingVault”, “we”, “our”, or “us”) is a device-native, privacy-first meeting intelligence platform that converts meeting recordings and transcripts into structured project documentation.

This Privacy Policy explains how we collect, use, disclose, and protect your information when you use:

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • Name

  • Email address

  • Authentication credentials (managed via Supabase Auth)

  • OAuth data (if signing in via Google)

  • Profile metadata (avatar, timestamps)

Email verification is required before access to protected features.

1.2 Meeting Content

When you use MeetingVault, we collect:

  • Audio recordings you upload or record

  • Transcripts generated from recordings

  • Pasted transcript text

  • AI-generated meeting minutes (MOM)

  • Extracted action items, decisions, risks

  • Status reports

  • Transcript Q&A queries and AI responses

  • Translations and refined variants

  • AI-generated audio recap files

Audio files and recap files are stored in a secured storage bucket.

1.3 Anonymous Usage Data

If you use “Try It Now” without signing up:

  • Device fingerprint (browser characteristics)

  • IP address

  • Usage counts (transcriptions, MOM generations)

  • Conversion tracking if you later register

This is used strictly for rate limiting and abuse prevention.

1.4 Usage & Analytics Data

We collect limited technical data for:

  • Performance monitoring

  • Error tracking

  • Feature usage analytics

  • Security monitoring

Tools used:

  • PostHog (product analytics)

  • Vercel Analytics (web performance)

  • Sentry (error tracking)

Analytics do not intentionally capture transcript content.

1.5 Billing Information

If you subscribe:

  • Subscription status

  • Plan type

  • Payment provider references

Payments are processed via third-party payment provider DoDo Payments. MeetingVault does not store full card details.

1.6 Admin & Security Logs

We maintain:

  • Audit logs of administrative actions

  • Security alerts

  • Rate limit enforcement logs

  • Blocked IP records

Admin impersonation sessions are logged and audited.

2. How We Use Your Information

We use your information to:

  • Authenticate users

  • Enforce feature entitlements and rate limits

  • Transcribe audio

  • Generate AI summaries and structured outputs

  • Provide transcript Q&A

  • Generate audio recaps

  • Deliver translations and refined variants

  • Provide project analytics and reports

  • Monitor system health

  • Prevent abuse and fraud

  • Comply with legal obligations

We do not sell your personal data.

3. AI Processing Disclosure

MeetingVault uses third-party AI providers to process meeting content, including:

  • AI transcription

  • AI summarization

  • AI extraction

  • AI translation

  • AI chat

  • AI audio recap generation

AI requests are routed through an AI provider infrastructure.

Meeting content is transmitted securely over HTTPS.

AI outputs may contain inaccuracies. Users are responsible for reviewing generated content before relying on it.

4. Data Storage & Security

4.1 Infrastructure

MeetingVault uses:

  • Supabase (PostgreSQL, Auth, Edge Functions, Storage)

  • Secure HTTPS communication

  • Encrypted token storage on desktop (Stronghold vault)

  • Signed URLs for file access

4.2 Desktop Upload Queue

The desktop application may temporarily store audio uploads locally in a SQLite queue to ensure reliability across restarts. These files are uploaded securely and processed once connected.

4.3 Access Controls

  • Role-based access control

  • Admin action audit trails

  • Email verification requirements

  • Rate limiting and abuse detection

5. Data Retention

We retain:

  • Account data until account deletion

  • Meeting content until deleted by user

  • Billing records as required for accounting/legal purposes

  • Audit logs for security purposes

Users may delete their account via the account deletion workflow. Deletion cascades to associated projects and meeting content.

6. Your Rights

Depending on your jurisdiction, you may have rights to:

  • Access your data

  • Correct inaccuracies

  • Delete your data

  • Export your data

  • Restrict processing

MeetingVault provides:

  • Data export functionality

  • Account deletion workflow

To exercise rights, contact: support@meetingvault.ai

7. International Data Transfers

Your data may be processed in jurisdictions outside your country. By using the service, you consent to such transfers.

8. Recording Consent

MeetingVault records audio only when explicitly initiated by the user.

You are solely responsible for complying with all applicable recording and consent laws in your jurisdiction.

9. Children’s Privacy

MeetingVault is not directed to children under 13. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy. Continued use constitutes acceptance of updates.

11. Contact

For privacy inquiries:

support@meetingvault.ai

Sub-processors

We use the following sub-processors to operate the Service. Your meeting audio and transcripts are transmitted over the internet to AI providers for transcription and structured-output generation — they are not processed solely on your device.

  • Supabase — database, authentication, and file storage (all user data and files).
  • Google (OAuth) — authentication, if you sign in with Google.
  • OpenRouter and fallback AI gateways — routing of audio/transcripts to AI models.
  • Third-party AI model providers (e.g., Google Gemini), accessed via the gateways above — transcription, summarization, Q&A, and text-to-speech.
  • Brevo — transactional and lifecycle email delivery (email address, name).
  • Sentry — error monitoring and diagnostics.
  • PostHog (if enabled) — product analytics.
  • Vercel — web hosting and analytics (IP address, request metadata).
  • FingerprintJS — device identification for abuse prevention.
  • RevenueCat — mobile in-app purchase and subscription management on iOS and Android (your account identifier, purchase and subscription status).
  • Cloudflare — hosting and delivery of the desktop application installers (IP address, request metadata).
  • DoDo Payments (if enabled) — payment processing.

Audio Retention

Raw recording audio is automatically deleted from cloud storage approximately 30 days after the meeting is created. Your transcript, minutes, decisions, action items, and AI audio recaps are retained until you delete them or close your account — only the raw voice recording is removed on the rolling 30-day schedule. This minimizes how long your voice data is stored while preserving the meeting outputs you rely on.

Analytics in the Desktop & Mobile Apps

On the web, product analytics load only after you accept analytics in our cookie banner. In the desktop and mobile apps, first-party product analytics (PostHog) run under our legitimate interest in understanding usage and improving the Service — they are not advertising and never capture your recordings, transcripts, or meeting content. You can turn them off at any time in your profile's Privacy settings (the “Share usage analytics” toggle). On iOS, analytics are additionally gated by the system App Tracking Transparency prompt.

Your Data Export (Access & Portability)

You can download a complete, machine-readable copy of all your account data as a JSON file from Subscription & Usage → “Download a copy of all your data.” The export covers your profile, projects, meetings, transcripts (including sentence-level segments and speaker labels), AI summaries, action items, decisions, risks, usage history, subscription and billing history, feedback, and bug reports. Your raw recording audio and any AI audio recaps are included as time-limited secure download links (valid for 7 days). This supports your right of access and data portability (e.g. GDPR Articles 15 and 20).

Web Analytics

On our website, after you accept analytics in the cookie banner, we load Microsoft Clarity (session analytics and heatmaps) and Google Analytics (aggregate usage analytics), alongside Vercel Analytics for privacy-friendly traffic measurement. These tools never capture your recordings, transcripts, or meeting content. If you choose “Essential only,” none of them load. See our Cookie Policy for details.

Account Deletion and Data Purge

How to delete your account. You can delete your account yourself, at any time, from inside the app on any platform (web, desktop, iOS, or Android): go to Profile, scroll to the Danger Zone section, and choose Delete Account. You will be asked to type DELETE to confirm; if you registered with an email address and password you must also re-enter your password. If you cannot sign in to your account, email us at support@meetingvault.ai or use our contact page and we will delete the account for you within 30 days after verifying that it is yours.

Deletion is immediate, permanent, and irreversible. There is no grace period, no recovery window, and deleted content cannot be restored by us or by you. If you want to keep a copy, export your data first from Subscription & Usage → Download a copy of all your data.

What is permanently deleted. Deleting your account purges:

  • Every recording and uploaded audio or file held for you in cloud storage.
  • Every meeting and project, together with all transcripts, summaries and minutes, decisions, action items, risk registers, Q&A answers, AI audio recaps, speaker labels, corrections, and notes generated from them.
  • Your profile, display name, profile photo, and application preferences.
  • Your usage records, entitlements, subscription and billing history rows, feedback, and bug reports.
  • Your login credentials and any linked Google or Apple sign-in identity.

What we retain, and why. We keep security and compliance audit-log entries, including the record that the account was deleted and the date on which it was deleted. These entries are retained as required for security, fraud prevention, and legal compliance, and they contain no recordings, transcripts, or meeting content. Residual copies of deleted data may also persist in encrypted infrastructure backups for a limited period until those backups expire on their normal rotation.

Subscriptions. If you hold a subscription billed by us directly, it is cancelled automatically as part of the deletion so that you are not charged again. Subscriptions bought through the Apple App Store or Google Play are controlled by the store, not by us, and must be cancelled in that store — deleting your MeetingVault account does not cancel a store subscription.

Deleting some of your data without closing your account. You do not have to delete your account to delete your data. You can delete any individual meeting, or an entire project, at any time from within the app; deleting a meeting also removes its recording and every AI output generated from it. Separately, raw recording audio is purged automatically on a rolling schedule as described under Audio Retention.

Governing Law

This Privacy Policy is governed by the laws of India. Any dispute relating to it is subject to the exclusive jurisdiction of the courts in India. Nothing in this section removes any protection you have under the mandatory consumer-protection or data-protection laws of the country in which you live.

We use essential cookies to run MeetingVault. With your consent we also use analytics — and a device fingerprint to prevent abuse — to improve the product. See our Cookie Policy.