Privacy Policy

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

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.

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.

Anonymous usage analytics (Android only). The Android app records a small, fixed set of product events: that a recording was uploaded, that the first recording on a device finished, and that the purchase screen was opened. These carry no meeting content — no audio, no transcripts, no titles, no participant names. They tell us which features get used, where people get stuck, and whether advertising we pay for brings people who actually use the app. The iPhone app does not include this.

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.

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.

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.

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 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.

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 and attached document attached to it. Deleting the app abandons the anonymous account; you may also contact us to remove all data. See delete my data for the full steps.

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. An attached document is used for one thing only: producing the summary you see on that meeting. The usage events described above record only that an action happened, never what was said, and we do not permit them to be used to personalise advertising to you across other apps and sites.

Contact

support@getmeetnotes.com