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Privacy Policy

Effective Date: 01-07-2025

SmartMinutes (“we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website, services, and applications (collectively, the “Service”).

By using SmartMinutes, you agree to the practices described in this policy.

1. Information We Collect

We collect the following types of information:

1.1 Personal Information

  • Name, email address, password

  • Company name and role (optional)

  • Billing details (when you purchase a plan)

1.2 Meeting Data

  • Uploaded recordings, transcriptions, summaries, and metadata

  • Calendar integrations and meeting titles (if authorized)

1.3 Usage Data

  • Browser type, IP address, device type

  • Time spent on the platform, pages viewed, feature usage

1.4 Third-Party Integrations

When you connect tools like Zoom or Microsoft Teams, we may collect:

  • Meeting recordings

  • Meeting titles, participants, timestamps

  • Calendar or scheduling metadata

2. How We Use Your Information

We use your data to:

  • Provide and improve the SmartMinutes platform

  • Generate AI-powered meeting summaries and insights

  • Manage your account, billing, and subscriptions

  • Send product updates, support messages, and service announcements

  • Ensure platform security and monitor for abuse

We do not sell your personal data.

3. Data Sharing & Disclosure

We only share your data under the following conditions:

3.1 With Your Consent

When you authorize a third-party app or integration.

3.2 Service Providers

We use trusted vendors for:

  • Cloud hosting (e.g., AWS, GCP)

  • Payment processing (e.g., Stripe)

  • Customer support (e.g., Intercom)

These providers have access only as needed to perform their functions and are bound by confidentiality.

3.3 Legal Compliance

We may disclose information if required to:

  • Comply with a legal obligation

  • Protect against fraud or technical issues

  • Respond to a lawful government request

4. Data Retention

  • Meeting data is retained as long as your account is active or as needed for service delivery.

  • You may delete your summaries and recordings at any time.

  • We retain minimal data after account closure only for legal and financial obligations.

5. Data Security

We take security seriously:

  • All data is encrypted in transit (TLS) and at rest

  • Role-based access control for internal teams

  • Regular audits and threat monitoring

However, no method of transmission or storage is 100% secure. You use the service at your own risk.

6. Your Rights

Depending on your location, you may have rights to:

  • Access, update, or delete your personal data

  • Request a copy of your data

  • Withdraw consent to data processing

To make such requests, contact us at privacy@smartminutes.ai.

7. Cookies & Tracking

SmartMinutes uses cookies to:

  • Maintain your login session

  • Analyze site usage

  • Improve your experience

You can manage cookie preferences in your browser settings.

8. International Users

If you access SmartMinutes from outside India or the U.S., please note that your data may be transferred to servers located in countries with different privacy laws.

9. Children’s Privacy

SmartMinutes is not intended for individuals under the age of 18. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective Date” at the top. Significant changes will be notified via email or in-app alerts.

11. Contact Us

If you have questions or concerns about this Privacy Policy, please reach out:

Email: info@smartminutes.ai
Website: https://www.smartminutes.ai