Privacy Policy

Introduction

At Group Chat Meet AI, privacy is not just a policy—it's the foundation of everything we build. This Privacy Policy explains how we collect, use, protect, and handle your information when you use our secure meeting analytics platform.

We are committed to transparency and giving you control over your data. This policy applies to all users of our services, including enterprise customers and individual users.

Information We Collect

Meeting Data

Audio recordings and transcripts from meetings you choose to process
Meeting metadata (duration, participant count, timestamps)
Generated summaries, action items, and insights
Speaker identification data (when enabled)
Sentiment analysis results and engagement metrics
Custom tags and annotations you add to meetings
Integration data from connected platforms
Meeting room and device information
Quality metrics and processing statistics

Account Information

Name, email address, and contact information
Organization details and role information
Account preferences and settings
Billing and subscription information
Authentication credentials and security settings
Team membership and permission levels
Usage patterns and feature preferences
Support ticket history and communications
Training and onboarding progress
Compliance and audit trail data

Technical Information

IP addresses and device identifiers
Browser type and version
Usage patterns and feature interactions
Error logs and performance metrics
API usage and integration data
Security event logs and access patterns
Network configuration and connection details
Operating system and hardware specifications
Session duration and activity timestamps
Geographic location data (when permitted)
Bandwidth usage and quality metrics

How We Use Your Information

Service Delivery

Process meeting recordings to generate summaries and insights
Provide real-time transcription and analysis
Deliver action items and sentiment analysis
Enable speaker diarization and role-based insights
Generate custom reports and analytics dashboards
Facilitate integration with third-party platforms
Optimize AI model performance and accuracy
Provide search and discovery capabilities
Enable collaboration features and sharing
Deliver notifications and alerts

Account Management

Create and maintain your account
Process billing and subscription management
Provide customer support and technical assistance
Send important service notifications
Manage user permissions and access controls
Facilitate team collaboration and administration
Process feature requests and feedback
Conduct user training and onboarding
Manage compliance and audit requirements
Handle data retention and deletion requests
Provide usage analytics and reporting

Security and Compliance

Monitor for security threats and unauthorized access
Maintain audit logs for compliance purposes
Ensure data integrity and system reliability
Comply with legal and regulatory requirements
Conduct security assessments and penetration testing
Implement fraud detection and prevention measures
Manage encryption keys and security certificates
Perform backup and disaster recovery operations
Monitor system performance and availability
Investigate security incidents and breaches
Maintain compliance with industry standards
Provide security reporting and documentation

Data Protection and Security

Encryption

All data is encrypted both in transit and at rest using industry-standard encryption protocols. We support customer-managed encryption keys for enterprise clients requiring additional control.

Access Controls

We implement granular role-based access controls, ensuring that only authorized personnel can access your data. Multi-factor authentication is required for all administrative access.

Zero-Retention Options

For customers requiring maximum privacy, we offer zero-retention processing where data is completely deleted after analysis, with configurable retention policies to meet your specific needs.

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information only in the following limited circumstances:

With Your Consent: When you explicitly authorize us to share specific information
Service Providers: With trusted third-party providers who assist in service delivery under strict confidentiality agreements
Legal Requirements: When required by law, court order, or to protect our rights and safety
Business Transfers: In connection with a merger, acquisition, or sale of assets (with advance notice)
Emergency Situations: To protect the vital interests of individuals in emergency circumstances
Compliance Audits: With authorized auditors and compliance officers as required by regulations
Security Investigations: With law enforcement when investigating security breaches or criminal activity
Parent Company: With our parent company or subsidiaries under the same privacy protections
Professional Advisors: With lawyers, accountants, and other professional advisors under confidentiality obligations

Your Privacy Rights

Access and Control

Access your personal data and meeting information
Correct inaccurate or incomplete information
Delete your account and associated data
Export your data in a portable format
Restrict or object to certain processing activities
Withdraw consent for optional data processing
Request detailed information about data processing
File complaints with supervisory authorities
Receive notifications of data breaches
Control automated decision-making processes
Manage third-party data sharing preferences

Regional Rights

Depending on your location, you may have additional rights under GDPR, CCPA, or other privacy laws. We honor all applicable privacy rights and provide mechanisms to exercise them.

Data Retention

We retain your information only as long as necessary to provide our services and comply with legal obligations:

Meeting Data: Retained according to your subscription plan and retention settings
Account Information: Retained while your account is active and for a reasonable period after closure
Audit Logs: Retained for compliance purposes as required by applicable regulations
Zero-Retention Processing: Data deleted immediately after processing when this option is selected
Billing Records: Retained for tax and accounting purposes as required by law
Support Communications: Retained for quality assurance and training purposes
Security Logs: Retained for incident response and forensic analysis
Analytics Data: Aggregated and anonymized data may be retained for service improvement
Legal Hold Data: Data subject to legal proceedings retained until resolution
Backup Data: Retained in secure backups according to our disaster recovery policies

International Data Transfers

We may transfer your information to countries other than your own to provide our services. When we do so, we ensure appropriate safeguards are in place, including:

Standard contractual clauses approved by relevant authorities
Adequacy decisions by the European Commission
Certification under approved frameworks
Your explicit consent for specific transfers
Binding corporate rules for intra-group transfers
Codes of conduct and certification mechanisms
Derogations for specific situations as permitted by law
Regular assessment of transfer mechanisms and safeguards
Data localization options for sensitive data
Encryption and pseudonymization for cross-border transfers
Monitoring and auditing of international data flows

Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes through:

Email notification to your registered address
Prominent notice on our website
In-app notifications for significant changes
Direct communication for enterprise customers
Updated version numbers and change logs
Advance notice period for material changes
Opportunity to review and accept updated terms
Historical versions available for reference
Summary of key changes provided

Your continued use of our services after such notification constitutes acceptance of the updated policy.