Privacy Policy

Last updated: June 16, 2026

Introduction

MinutesMaster ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our meeting transcription and minutes generation service.

Information We Collect

Personal Information

We collect information that you provide directly to us, including:

  • Name and email address when you create an account
  • Payment information when you subscribe to our services
  • Profile information you choose to provide
  • Communications with us, including support requests

Meeting Data

When you use our service, we process:

  • Audio recordings of meetings you upload or record
  • Transcriptions generated from your meetings
  • Meeting metadata (date, duration, participants)
  • Any edits or annotations you make to meeting minutes

Usage Information

We automatically collect certain information about your use of our service:

  • Device information (type, operating system, browser)
  • IP address and general location
  • Usage patterns and feature interactions
  • Performance and error logs

How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process your audio files and generate transcriptions and summaries
  • Send you technical notices, updates, and support messages
  • Respond to your requests and provide customer support
  • Monitor and analyze usage patterns to improve user experience
  • Detect, prevent, and address technical issues and fraudulent activity
  • Comply with legal obligations

Data Security

We implement industry-standard security measures to protect your information:

  • All data is encrypted in transit using TLS 1.3
  • Data at rest is encrypted using AES-256 encryption
  • Access to personal data is restricted to authorized personnel only
  • Regular security audits and penetration testing
  • Secure data centers with physical security controls

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • Sub-processors: Specific third-party vendors who process data on our behalf to deliver the Service. Current sub-processors are listed below.
  • Legal Requirements: When required by law or to protect our rights
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly agree to share your information

Current sub-processors

We engage the following sub-processors under written Article 28 data-processing agreements where applicable. Each accesses only the data needed to perform its specific function.

  • MeetingBaaS (SAS SPOKE, Neuilly-sur-Seine, France) — meeting-bot dispatch + recording for the Zoom, Google Meet, and Microsoft Teams integrations. Stores meeting recordings and Zoom OAuth tokens (AES-256-GCM encrypted), and uses Gladia (Gladia SAS, France) as a sub-processor for real-time transcription of bot recordings.
  • Soniox (Soniox Inc., USA) — primary speech recognition. Receives audio for transcription only; contractually not used for model training.
  • RunPod (RunPod Inc., USA) — fallback Whisper- class transcription compute. Receives audio only when Soniox is unavailable.
  • OpenRouter (OpenRouter Inc., USA) — large language model gateway used for minutes generation. Receives transcribed text and routes it to underlying model providers — including OpenAI, Anthropic, and Google — each under no-training API terms. Provider routing is logged.
  • OpenAI (OpenAI L.L.C., USA) — fallback LLM when the primary route fails. Per OpenAI's API terms, customer data sent to the API is not used for training.
  • Stripe (Stripe Payments Europe Ltd., Ireland) — payment processing for paid subscriptions and credit packs. Receives billing data; we do not store full card numbers.

We notify customers at least 30 days in advance before onboarding any new sub-processor that materially changes data handling. To request a current copy of our sub-processor list or our DPA, email info@minutesmaster.ai.

Data Retention

We retain your personal information and meeting data for as long as your account is active or as needed to provide you services. You can delete your meetings and account at any time by emailing info@minutesmaster.ai. Deletions are processed within 5 business days, except where we are required to retain specific data for legal purposes.

Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal information
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Portability: Request transfer of your data to another service
  • Opt-out: Opt out of marketing communications

To exercise these rights, please contact us at info@minutesmaster.ai

International Data Transfers

Several of our sub-processors (Soniox, RunPod, OpenRouter, OpenAI) are based in the United States. We rely on the following safeguards for cross-border transfers of personal data from the EEA / UK / Switzerland to the United States:

  • Standard Contractual Clauses (EU Commission Implementing Decision 2021/914) where the sub-processor does not participate in the EU–US Data Privacy Framework.
  • EU–US Data Privacy Framework certification where the sub-processor participates.
  • Technical measures including TLS 1.2+ in transit and AES-256 at rest.

Stripe processing for EU customers is handled by Stripe Payments Europe Ltd. (Ireland). MeetingBaaS processing is handled within the European Union. To request our Transfer Impact Assessment or Standard Contractual Clauses, email info@minutesmaster.ai.

Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of our service after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

  • Email: info@minutesmaster.ai
  • Mail: Jan Horák, IČO 06599648, Pod Rozhlednou 2970/11, 787 01 Šumperk, Czech Republic
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