Privacy Policy

The short version

• Your audio never leaves your computer. Meeting Mate turns speech into text on your computer.
• We read your Google Calendar, read-only, to show your meetings and prepare for them. We don't read your Gmail or the files in your Google Drive.
• What you add to a meeting (a note, files, pasted text) is stored encrypted and deleted 7 days after the meeting.
• Transcripts and meeting notes stay on your computer. Our servers use what they need to answer and keep none of it.
• To write prep, answer questions and draft notes, we send the meeting's details to our AI provider, which doesn't train its models on them.
• We don't sell your data or use it for advertising.
• Usage data (never what's in your meetings) is on by default, and you can turn it off.
• You can delete your account in the app at any time.

What we collect and why

Your account. When you sign in with Google we get your name, email address, profile picture link and Google account ID. We also keep your time zone and your settings, such as Prepare meetings automatically. We use them to sign you in and run the service.

Your Google Calendar (read-only). With your permission, Meeting Mate reads your calendar's events: when you open the app, and the evening before a meeting if Prepare meetings automatically is on. From an event it uses the title, time, attendees' names and email addresses, the meeting link and the invite's text. We don't store your events: they're read when needed and kept in memory for 12 hours at most.

Google Drive, only the files Meeting Mate makes. When you export a meeting's notes to Google Drive, we ask for access to the files Meeting Mate creates, and nothing else in your Drive. We put the document in a "Meeting Mate" folder there.

What you add to a meeting. Your note for a meeting, files you drop on its Prep page and text you paste are stored encrypted until 7 days after the meeting ends, unless you delete them sooner. A file you remove is kept up to 7 days, so you can put it back.

Prepared the evening before. If Prepare meetings automatically is on, the evening before a meeting with someone outside your organization our servers draft its prep. The draft is stored encrypted until the meeting ends.

During and after a meeting. The app sends our service the part of the transcript it needs: recent lines to answer a question or follow the agenda, the whole transcript to write the notes. We use them to answer, and don't store them.

Your meetings on your computer. The app keeps each meeting's prep, transcript, answers and notes in a folder on your computer, until you delete them or delete your account from that computer. Your sign-in is kept in the Mac's Keychain or Windows Credential Manager.

Your voice profile. If you set up Use my voice, the app makes a voice profile, a set of numbers that describes your voice, from a short passage you read aloud. It stays on that computer: Meeting Mate never uploads or syncs it, and the recording is dropped once the profile is made. Other people in a meeting are told apart only during that meeting, and nothing about their voices is kept.

Usage and billing records. For billing and your plan's limits we record each AI request (which feature, its size and its cost) and how long you listened in each meeting, for as long as you have an account. They name a meeting by its calendar event ID, never by what it's about.

Usage data. To make Meeting Mate better, the app sends us which screens you open, how Live performs (when listening starts and ends, how long the first words take), what went wrong (which request failed, with its error code) and crash reports (where in our code it crashed), with the app's version and your system. Never your meetings, their titles, who's in them, what's said or anything from Google. It's on by default; turn it off in Settings → Account → Share usage data. We keep it 13 months. With it off, the app sends none, and our server logs leave out your account.

Logs. Our servers log each request (its time, route, result, app version, a request ID and your account) to keep the service running and to fix problems. We keep them 30 days. Addresses (IP) are logged only on the servers themselves, in files that are overwritten as they fill.

Payments. Plans are sold through Stripe, which acts as our reseller (merchant of record). Stripe receives your name, email address and payment details; we never see your card number. We keep your Stripe customer ID and your plan's status.

Speech models. The first time you listen, the app downloads its speech models from Hugging Face or GitHub, which see your IP address as with any download.

This website sets no cookies of its own and runs no analytics. Its waitlist form is a Google Form, and its demo video is played from YouTube's privacy-enhanced mode; each has its own privacy policy.

How we use data from Google

Meeting Mate's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Sign in with Google (your name, email address and picture)

To create your account and sign you in.

Google Calendar, read-only

To show your meetings, prepare them, answer during them and write their notes, as described above.

Google Drive, only the files Meeting Mate creates

To save the notes you export.

• We use data from Google only to provide and improve the features you use in Meeting Mate.
• We transfer it only to provide those features: to our AI provider and to the companies that run our servers (below), when the law requires it, or with your consent.
• We don't use it for advertising, don't sell it, and don't use it to develop, improve or train general AI or machine-learning models.
• No one at Flintwright reads it, unless you ask us to (for help with a problem), it's needed for security or to investigate abuse, the law requires it, or it's aggregated and anonymous for running the service.

Who else processes your data

These companies process data for us, only to provide Meeting Mate:

Google

Sign-in, your calendar, and exports to your Drive.

Anthropic

The AI model that writes prep, answers questions and drafts notes from the meeting's details, your note and files, and transcript excerpts. Under its commercial terms it doesn't train its models on what we send.

Amazon Web Services

Our servers and database, in the United States.

Cloudflare

The network in front of our servers, this website, app downloads and updates, and our encrypted backups.

Stripe

Payments, taxes and invoices, as merchant of record.

We don't sell personal information, or share it for advertising.

How long we keep it

Your account and settings

Until you delete your account.

Your Google access

Until you delete your account, or remove Meeting Mate's access in your Google account.

Your note, files and pasted text for a meeting

7 days after the meeting ends, or until you delete them.

Prep drafted the evening before

Until the meeting ends.

Your calendar events and a meeting's material

Not stored: in memory for 12 hours at most.

Transcripts, answers and notes

Not stored on our servers. On your computer until you delete them.

Usage and billing records

As long as you have an account.

Usage data

13 months.

Logs

30 days.

Database backups (encrypted)

30 days.

Payment records

Kept by Stripe as tax and accounting laws require.

Deleting your data

• Delete your account in Settings → Account → Delete Account. It deletes your account and everything stored with it on our servers at once, cancels your plan right away and removes Meeting Mate's access to your Google account. The app also removes that account's meetings from the computer you delete it on.
• What's left: our logs for up to 30 days and our encrypted backups for up to 30 days, after which your data is gone from them too, and Stripe's records of your payments.
• Signing out deletes nothing, here or on our servers.
• Remove Meeting Mate's access to Google at any time at myaccount.google.com/connections. Meeting Mate then can't read your calendar until you sign in again.
• For a copy of your data, or to have it deleted without the app, email [email protected].

Security

Everything between the app, our servers and Google travels encrypted (TLS). Your Google access, notes, files and drafts are stored encrypted (AES-256-GCM), as are our database and its backups. Only Flintwright's engineers can reach the servers. Meeting Mate isn't end-to-end encrypted: our servers read what they need to prepare and answer for you.

Where your data is

Our servers and database are in the United States. If you use Meeting Mate from elsewhere, your data is transferred to and processed in the United States.

Children

Meeting Mate is a work tool for adults and isn't meant for anyone under 18. We don't knowingly collect children's data; if you think we have, write to [email protected] and we'll delete it.

Your rights

Depending on where you live, you may have the right to see, correct, export or delete your personal information, and to object to how we use it. Write to [email protected]; we answer within 30 days, and you won't be treated differently for asking.

Changes to this policy

We'll post any change here, with a new date. Before a change that matters takes effect, we'll tell you in the app or by email.

Contact

Flintwright LLC, Bellevue, Washington, USA. [email protected].