Privacy Policy

MeetNotes is made by Ultragames Entertainment Private Limited, trading as Samsonice. This policy explains what we collect and why.

At a glance

Personal data we collect. Recordings you choose to make or send (including audio you attach in a connected assistant and calls our notetaker records at your request), and the transcripts, summaries, minutes and action items made from them; documents you attach to a meeting; the documents, website links and text you add to Ask Sam folders, the questions you ask Sam (spoken or typed, including questions typed in an online meeting's chat when the owner turns Ask Sam on for that call) and Sam's answers; your email address and name if you sign in; your university email address and a photo of your student ID if you ask for the student price; a random device ID; the one contact you pick when you assign a to-do; your WhatsApp number if you connect WhatsApp messages; your Telegram user ID if you use MeetNotes on Telegram; the email address and message you send through the feedback form on our website; purchase records, and the phone number you enter when you pay on our website; your browser's time zone, to show prices for your country; fixed-list usage and error events; and technical server logs (IP address, time and page requested).

Why we use it. To record, transcribe and summarise your meetings; to answer the questions you ask Sam; to keep them in your account and show them in the app, on the web and in assistants you connect; to deliver the emails and messages you ask for; to process purchases and add the minutes you buy; to keep the service secure and fix problems; and to measure which features and ads bring people who use the app. We do not sell your data or use meeting content for advertising.

Who receives it. Categories of recipients: specialist third-party AI processing providers (transcription, summaries and Ask Sam answers, under terms that prohibit training on your data); people in the room, who can hear an answer Sam speaks aloud, and everyone in an online call, who can see an answer Sam posts in the meeting chat; cloud hosting and storage providers that run our servers and store recordings; an email delivery provider; the messaging platforms you connect, which deliver what we send you there; the app stores and payment providers for purchases; an analytics provider, advertising measurement partners, and, on iPhone, an advertising measurement component (none of them receives meeting content); and any AI assistant you connect, which then handles what it reads under its own provider's terms.

How long we keep it. Meetings, recordings, transcripts, minutes and attached documents are kept for as long as you keep them in your account; they are deleted from our servers when you delete the meeting or your account. You can switch on Auto-delete recordings to wipe each recording from the cloud once its minutes are ready (the notes stay). Ask Sam folders and their documents are kept until you remove them or delete your account; Sam's questions and answers are kept with the meeting they were asked in and deleted with it. Account details are kept until you delete your account. A student ID photo is deleted as soon as its check is decided.

Your controls. Delete any meeting or attachment; delete any Ask Sam folder or a single document in it; delete your account in Settings; keep a meeting "Only on this device"; switch on Auto-delete recordings; turn WhatsApp messages off or reply STOP, or disconnect WhatsApp; end an assistant connection from the assistant's settings; or email support@getmeetnotes.com to have all your data removed. Details for each item follow below.

What we collect

Meeting recordings you choose to make. When you tap record and then finish, the audio is uploaded to our server to produce your transcript, summary and minutes PDF. Recordings are made only when you start them — the app never listens in the background on its own.

Recordings delivered by systems your workspace connects. If the owner of a business workspace connects one of their own systems to MeetNotes — a phone system, a meeting tool, a shared folder — recordings from it are delivered to us and processed exactly the same way as a recording made in the app: same transcription, same storage, same deletion controls. Nothing is connected unless someone with access to that workspace sets it up.

Documents you choose to attach to a meeting. You can attach a PDF or a photo of a document — for example a medical report, a prescription, an invoice, a contract, a school report — to a meeting that is stored in the cloud (up to 5 per meeting, 15 MB each). Nothing is attached unless you attach it, and you can remove any attachment on its own at any time. Some of these documents contain health information; whether to include it is entirely your choice. Meetings kept "Only on this device" cannot take attachments.

Student ID photo, only if you ask for the student price. To check that you are a student, you give us your university email address (we send a code to it) and a photo of your student ID card. The photo is used only for that check: it is read automatically by a specialist third-party AI processing provider of the kind described below, under terms that prohibit training on it, and looked at by our team only when the automatic check is unsure. It is deleted from our servers as soon as the check is decided. We keep your university email address and the result of the check (and the date it runs to) until you delete your account.

An anonymous device identifier. The app creates a random ID so your meetings stay attached to your device. You can use MeetNotes fully without ever telling us your name, email, or phone number.

Your email address — only if you sign in. Signing in is optional. If you choose to sign in (with Apple, Google, or an email code), we store your email address — and your name if Apple or Google shares it — to keep your meetings attached to you instead of a single phone, restore your history and purchases on a new device, let you read your meetings on the web, and deliver features you trigger, such as emailing minutes to people you choose. We do not send marketing email.

Your phone's contacts — only when you assign a to-do. When you open "Assign to…", the app can show your phone's contacts (only if you allow it) so you can pick someone. Your contact list stays on your phone and is never uploaded. Only the one person you pick — their name and, if you chose it from your contacts, their phone number — is saved with that to-do, so the app can share the list with them and open WhatsApp to their chat.

Your calendar's online meetings — only if you connect your calendar. Connecting your phone's calendar in the app is optional. The app reads it on your phone to remind you before a meeting. For meetings that have a video-call link, it also sends us the meeting's title, start and end time and that link for the next day or so, so we can email you on the day with a button to send the MeetNotes notetaker, or send it for you if you turn that on. Nothing else from your calendar leaves your phone: no other events, no attendees, no descriptions. These meeting details are deleted a day after each meeting.

Your Google Tasks — only if you connect Google Tasks. Connecting is optional and off until you do it: you sign in to your Google account and allow MeetNotes to manage your tasks. We use that access only to add the to-dos from your meetings to one task list called "MeetNotes" (we read the names of your task lists to find it, or create it), and to read whether those to-dos are done, so a tick in one place shows in the other. We do not read or change your other task lists. Disconnecting in the app removes our access at your Google account and deletes the connection from our servers. MeetNotes' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use information from your Google account to train AI models, we do not sell it, and we do not share it with anyone else.

Copies you choose to save to your own Google Drive — only if you turn on Save to Google Drive. It is optional and off until you turn it on: you sign in to your Google account and allow MeetNotes to create files in your Google Drive. We then save a copy of each finished meeting — the recording, and the minutes and the transcript as PDFs if you choose them — into a folder called "MeetNotes" in your Drive, one folder for each day. This permission only lets MeetNotes see and use the files and folders it created itself; we cannot see or open anything else in your Drive. The copies belong to you and live in your Google account: deleting a meeting in MeetNotes, deleting your MeetNotes account or turning saving off does not delete or change them — you manage them in Google Drive. Turning it off in the app stops new copies and deletes the connection from our servers. MeetNotes' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use information from your Google account to train AI models, we do not sell it, and we do not share it with anyone else.

Your WhatsApp number — only if you connect WhatsApp messages. Connecting is optional and off until you do it: you send a one-time code from WhatsApp, or sign in through the link the MeetNotes chat sends you, and we store your number so we can reply in that chat and deliver the messages you switch on (your minutes when they are ready, your morning to-do list). Apart from replies to what you send us in the chat, nothing is sent to that number unless you switch it on, you can switch each message off or disconnect at any time in Settings, and replying STOP turns them all off. Disconnecting removes the number from your account.

Recordings, files and messages you send to MeetNotes on WhatsApp. You can also use MeetNotes by sending a recording, a voice note or a question to the MeetNotes WhatsApp number. We receive and store only what you send to that chat: the recording or file, the text of your message, and your WhatsApp number, so we can link the chat to your MeetNotes account and reply there. We do not read your other chats. Linking always goes through a MeetNotes sign-in, and a WhatsApp number on its own never gives access to a MeetNotes account. A recording sent this way is processed, stored and deleted exactly like a recording made in the app. If you send your first recording (up to 30 minutes) before linking, we make its notes straight away and keep them in a guest record tied only to your WhatsApp number, which nobody can sign in to; when you link, those notes move into your account. To give that free first recording only once, we keep a one-way scrambled (hashed) form of your number. Any other recording sent before you link is held for up to 7 days and deleted if you do not link.

Feedback you send on our website. If you use the form at getmeetnotes.com/feedback/, we keep the email address and message you enter, the kind of feedback you picked, the page and language you sent it from, your browser type, and a one-way scrambled form of your IP address, which is used only to stop spam and cannot be turned back into the address. We email your message to our support team so we can reply to you. You don't need an account to use the form. To have your feedback deleted, email support@getmeetnotes.com.

Recordings, files and messages you send to MeetNotes on Telegram. You can also use MeetNotes by sending a recording, a voice note, an audio file or a question to the MeetNotes bot on Telegram (@GetMeetNotesBot). The bot works in private chats only and ignores group chats. We receive and store only what you send to that chat: the recording or file, the text of your message, and your Telegram user ID, so we can link the chat to your MeetNotes account and reply there. We do not read your other chats. Linking always goes through a MeetNotes sign-in, and a Telegram account on its own never gives access to a MeetNotes account. A recording sent before you link is held for up to 7 days and deleted if you do not link. A recording sent this way is processed, stored and deleted exactly like a recording made in the app. If you buy minutes in the bot with Telegram Stars, Telegram handles the payment, and we keep a record of the purchase (Telegram's payment reference, the pack and the number of Stars) like any other purchase.

The MeetNotes extension for Chrome. The extension stores nothing and sends nothing on its own. It uses Chrome's "active tab" permission, so it can see the address of the tab you are on only at the moment you click the MeetNotes button, and never your other tabs, your browsing history or the content of any page. If that address is a Meet, Zoom or Teams meeting (or you paste a meeting link into it), the extension opens our website with that meeting link so you can send the notetaker; from there it is handled exactly like a notetaker you send from the app. When you install it, it opens a welcome page on our website once, and we record that install as a usage event, linked to your account if you are signed in on our website.

Questions you ask MeetNotes in a chat. When you ask something like "what are my to-dos?", we use the text of your question to find the answer in your own MeetNotes meetings and to-dos, and reply in that chat. Answers only ever draw on meetings your account can already see.

Ask Sam: documents, links and text you add to a folder. Ask Sam answers questions during a meeting from folders you fill yourself. Nothing is in a folder unless you add it. You can add a PDF, Word or text file (up to 10 MB), paste text, or give a website address. From a file we keep only the text read from it, not the file itself. For a website, our server opens the public page you gave and up to nine linked pages on the same site, and keeps their readable text and the address. A folder can be kept for one meeting only; that folder is deleted with its meeting. In a business workspace, the owner or an admin can make company folders: every member of that workspace can then use them in Ask Sam and see the names of the documents in them, and only the owner or an admin can change them. Folder contents may include personal information about other people (for example a client list); whether to add it is your choice.

Ask Sam: the questions you ask and its answers. Ask Sam is off until you switch it on for a recording. Nothing about the meeting is sent to Sam: only the question. You ask by holding the Ask Sam button and speaking, or by typing. A spoken question is sent to our server as a short audio clip, turned into text, and the clip is deleted straight away; in a meeting you are recording, your question is also part of that recording, like anything else said in the room. We keep the question as Sam understood it, Sam's answer, and the thumbs up or thumbs down you give an answer, with the meeting, so you can see them on the meeting afterwards. If you choose, Sam can also use your own earlier meetings, either the ones you pick or all of them; then the minutes of those meetings and the passages that match your question are used to answer it. Sam only ever uses meetings your own account holds in the cloud.

Ask Sam: answers spoken aloud. If "Say answers out loud" is on, an Android phone speaks Sam's answer through its speaker with the phone's own voice, so everyone in the room can hear it. Answers that use your earlier meetings are never spoken aloud; they stay on your screen. In an online meeting, answers on your phone are never spoken.

Ask Sam in an online meeting's chat. When the owner of a notetaker invite turns Ask Sam on for that call and picks one or more folders, anyone in the call can type a question to Sam in the meeting chat. It is off unless the owner turns it on for that call. The notetaker reads those chat messages and Sam posts its answer in the meeting chat, where every participant in the call can see it. These answers come only from the folders the owner picked and, if the owner also allows it for that call, from the owner's own earlier meetings (ones the owner picks, or all of them; off unless the owner turns it on), never from what is being said in the call. An answer drawn from the owner's earlier meetings is visible to everyone in the call too. We keep the question, the name the asker shows in the chat, and the answer with that meeting's notes. If you join a call where Ask Sam is on, do not type anything to Sam that you would not want everyone in the call to see.

Live suggestions while you record (optional). Under "More options", the owner of a recording can switch on live suggestions instead of Ask Sam. Then, while recording, the app sends the meeting audio in short pieces as it goes. Each piece is turned into text and deleted; the running text is held only in memory during that recording and is not stored. Sam's suggestion cards are stored with the meeting. In the "Participate" mode, Sam also answers out loud, on Android, when someone in the room says "Sam" and asks a question. Live suggestions can use the reference documents you give Sam and, when the meeting is with a person you have met before, your own earlier meetings with that person; suggestions that use earlier meetings are shown, never spoken.

Anonymous usage analytics (Android and iPhone). The phone apps record a small, fixed set of product events: that a recording was uploaded, that the first recording on a device finished, that a meeting of ten minutes or more was completed (and, once, that a second one was), that you signed in, that the purchase screen was opened, that a purchase went through (with its price — including minutes bought on our website, which our server reports against the app's random analytics ID on your phone), and that an account ran out of minutes or had a meeting held for lack of minutes. These carry no meeting content — no audio, no transcripts, no titles, no participant names. They go to our analytics provider and tell us which features get used, where people get stuck, and whether advertising we pay for brings people who actually use the app. Our analytics provider may also combine these events with information from people signed in to its own services, to give us aggregated reports only (such as broad age range, interests and use across devices) and to measure our ads; we never see who you are from this, and we do not use it to target ads at you.

Measuring our ads on iPhone. If you sign in on an iPhone, the app gives your email address to our advertising provider's measurement component inside the app. It scrambles (hashes) the address on your phone and checks, on your phone, whether you came to MeetNotes from one of our ads. Your readable email address does not leave your device for this, and it is not used to show you ads. Apple "Hide My Email" addresses are never used for this.

Measuring our ads on social media (Android and iPhone). The phone apps send the same fixed events listed above — never meeting content — together with an app-specific identifier from the partner's toolkit, to an advertising partner, so it can tell us which of our ads bring people who use the app and show our ads to people likely to find it useful. The app does not read your device's advertising ID. Phones in countries where we do not sell are excluded.

In-app usage and error events (sent only to our own server). On every platform, the app reports to our own server how it is used and when it goes wrong: which screens are opened and which buttons are pressed (for example Settings, Search or the share menu), steps such as opening the recorder, starting a recording or viewing the purchase screen, and technical error reports when the app fails. Each event carries a name from a fixed list, the app version, the operating system and your account's random ID; an error report also carries the technical error message. They never include audio, transcripts, titles, participant names or anything you type. These events are not sent to any analytics or advertising company; we use them only to fix problems and decide what to improve.

Purchases. Purchases in the app are handled by your app store; we receive a record of what was bought, not your card details. When you buy minutes on our website, the payment is handled by one of our payment providers: you enter your card, PayPal or other payment details on that provider's page, not ours, and we receive the amount, currency and a record of the payment. For card payments not in rupees the provider requires a phone number, which you enter on our website and we pass to the provider with that payment. The website also stores your browser's time zone on your account to show prices for your country.

Server logs. Like most websites, our servers record each request's IP address, time, page and browser type. We use these logs only to keep the service secure and to fix problems.

How recordings and documents are processed

Audio is transcribed and summarised, and attached documents are read, by specialist third-party AI processing providers, engaged under terms that prohibit them from training on your data. Questions about this processing: support@getmeetnotes.com.

How Ask Sam answers. To answer a question, the question and the text of the folders and meetings you chose for that session are sent to specialist third-party AI processing providers of the same kind, engaged under terms that prohibit them from training on your data. A PDF you add to a folder is read by such a provider once to get its text; Word and text files are read on our own server. Folder text is stored in our managed database, encrypted at rest, not in the file form you uploaded. Sam is told to answer only from those folders and meetings, and to say when the answer is not there.

Notes, summaries, to-dos, quizzes, translations and Sam's answers are generated automatically and may contain mistakes. Please check important details before you rely on them.

When you ask MeetNotes to email minutes (for example a sign-in code, or sending minutes to meeting participants), delivery is handled by a specialist third-party email delivery provider, which processes the recipient address and message content solely to deliver it.

Messages and files we send you on WhatsApp (your minutes, a PDF, an answer, a to-do list) are delivered through WhatsApp, which processes your WhatsApp number and the message content to deliver them. WhatsApp's own terms and privacy policy apply to how it handles your messages; your chat history is kept by WhatsApp, and deleting a meeting in MeetNotes does not delete messages already delivered to your chat.

Messages and files we send you on Telegram (your minutes, a PDF, an answer) are delivered through Telegram, which processes your Telegram account and the message content to deliver them. Telegram's own terms and privacy policy apply to how it handles your messages; your chat history is kept by Telegram, and deleting a meeting in MeetNotes does not delete messages already delivered to your chat. To stop using the bot, block it in Telegram; to have the link between your Telegram account and MeetNotes removed, email support@getmeetnotes.com.

What we derive from an attached document. Each attachment is read once by machine to produce a summary: what kind of document it is, a plain-language account of what it states, the values printed on it together with the report's own high/low marks, its date, and — when the meeting has a linked person with an earlier report — a value-by-value comparison with that earlier report. The read states only what the document says. Flags are the report's own reference-range marks; a comparison is a read of two numbers against those marks and says "unclear" when it cannot tell. MeetNotes never interprets a result, gives advice, or makes a diagnosis. To produce this summary the document is uploaded once to a third-party AI processing provider of the kind described above, read once, and we ask the provider to delete its copy as soon as the read finishes; the provider also expires uploads on its own within 48 hours regardless. No other third party sees the document.

Assistants you connect. You can connect an AI assistant that supports the Model Context Protocol (MCP) to your MeetNotes account through our MCP server. This only ever happens when you approve it on a MeetNotes consent page, and you can end it from the assistant's own settings at any time. While connected, the assistant can, on your instruction, list your meetings, read their minutes and transcripts, read action items, create private exports, send our notetaker to a meeting link you give it, and send us an audio file you attached in the assistant. Whatever the assistant reads from MeetNotes is then handled by the assistant's own provider under that provider's privacy terms, not ours. The assistant never sees your MeetNotes password, and it can only see meetings the connected account can already see.

Results (transcript, summary, PDF) are stored on our servers, run by cloud hosting and storage providers, so you can access them from the app and from the web. Attached documents are stored on our own server, on an encrypted volume, next to the meeting's audio; their machine-read summary is stored in our database. Only the signed-in owner of the meeting can see them — in the app, and in the owner's own exports, where the PDF, Word and Markdown files gain a "Reports" section listing each summary. Neither the document nor its summary is ever placed in a share link, in the partner API, in the "minutes ready" email, or in a business workspace's Company Brain, and business workspace panels do not show attachments.

Meetings kept "Only on this device". When you keep a meeting only on your device, its cloud copy is removed from our servers. If you later ask a question about that meeting, translate it, look for misheard words in it, export it, or record a follow-up to it, the text needed for that request is sent from your device to our servers, processed in the same way as described above, and not stored once the request is finished.

How we protect your data

Encryption in transit. Everything between the app, the website and our servers travels over HTTPS (TLS).

Encryption at rest. Recordings and generated PDFs are stored on an encrypted volume (AES-256). Transcripts, minutes and account data live in a managed database that is encrypted at rest, with row-level security turned on.

Tokens for services you connect. When you connect Google Tasks, Google Drive, Notion or Slack, the access tokens are encrypted on our servers (AES-256-GCM) with a key kept separate from our other keys, and each token is bound to your account so it cannot be used for anyone else. Disconnecting deletes them.

Who can access it. The app never talks to the database directly; everything goes through our own API, which only returns your own data to your signed-in account. Access to our production systems is restricted to authorised MeetNotes staff and is used only to run the service, fix problems, or help you when you ask.

Deleting it. You can delete any meeting, disconnect any service, or delete your whole account at any time (see below).

Your responsibilities

Recording laws vary by place. You are responsible for getting any consent required from meeting participants before recording.

Retention and deletion

Attached documents are kept for as long as the meeting they belong to is kept — never longer. They are removed, file and summary together, when you delete the meeting, when you switch the meeting to "Only on this device" (which removes the meeting's cloud copy), when you delete your account, and, for meetings delivered through our partner API, when the partner has chosen not to store the job's results. You can also delete a single attachment on its own; that removes the file and its summary at once.

Deleting a meeting in the app permanently deletes its recording, transcript, minutes, PDF and any attached documents from our servers. If you signed in, Settings → your profile → Delete account permanently deletes your account and every meeting, recording, transcript, minutes document, attached document and Ask Sam folder attached to it. Two small things are kept after an account is deleted: purchase records (what was bought and when, with the store's reference), which must be kept for accounting, and a one-way, scrambled marker of the sign-in you used, which cannot be turned back into your email address, so the free minutes can't be claimed twice. Neither holds your recordings, transcripts or minutes. Deleting the app abandons the anonymous account; you may also contact us to remove all data. See delete my data for the full steps.

Ask Sam. A folder and its documents are kept until you remove the document or delete the folder (a company folder: until its owner or an admin does). A folder kept for one meeting only is deleted with that meeting. Sam's questions, answers and your votes are kept with the meeting they were asked in, and deleted when you delete the meeting, keep it "Only on this device", or delete your account. If you discard a recording, its Sam answers are deleted straight away; answers from a recording that never reaches your account are deleted after 7 days. Questions and answers in an online meeting's chat are kept with that meeting's notes and deleted with the meeting or the account. Deleting your account also deletes every personal Ask Sam folder you made, every document you added to any other folder, and all your Sam questions and answers. A company folder you made for a business workspace belongs to that workspace: it passes, with its documents, to the workspace owner (it is deleted only if the workspace no longer exists or has no owner). Answers already posted in an online meeting's chat stay in that meeting tool's chat history, under its own rules.

Online meetings shared from your calendar are deleted automatically a day after each meeting, and sooner when you remove a meeting from your calendar or turn on automatic sending of the notetaker (the next time the app checks your calendar).

Disconnecting WhatsApp in Settings → WhatsApp messages removes the link between your WhatsApp number and your MeetNotes account, and we stop receiving from it. Meetings that were already created stay in your account until you delete them, like any other meeting.

What we do NOT do

We do not sell your data, show ads inside MeetNotes, or use your meeting content — audio, transcripts, minutes or attached documents — for advertising. We do not sell anything you send us on WhatsApp, and we do not use it, or let our processing providers use it, to train AI models. An attached document is used for one thing only: producing the summary you see on that meeting. What you add to an Ask Sam folder is used only to answer questions asked to Sam in the meetings where you, or your workspace, chose that folder; it is never used for advertising or to train AI models. The usage events described above record only that an action happened, never what was said, our advertising partners receive them only to measure our ads and decide who sees ads for MeetNotes, and never receive meeting content.

Contact

support@getmeetnotes.com