Privacy Policy

Introduction

Read this privacy policy carefully before browsing this app or using any of the Meeting Assistant Tool App services. Your continued use of this app indicates that you have both read and agree to the terms of this privacy policy. You cannot use this app if you do not accept this privacy policy. All sections of this privacy policy are applicable to both Meeting Assistant Tool App members and browsers unless the section expressly states otherwise.

Information we may collect from you

When you visit the app, we may collect certain information that is not personal information, such as your Internet Protocol ("IP") address, operating system, browser type, and internet service provider. This type of information does not identify you personally.

When you register on the app, we may also collect personal information that you provide to us. For purposes of this privacy policy, "personal information" shall mean any information of a personal nature by which you can be identified as an individual, such as your name, postal address, email address, telephone number, home country, postal code, fax number, gender, age, financial details, and/or company name.

When you use the app's meeting features, we also collect the content of your meetings: the audio recordings, and the transcripts, translations, summaries, minutes and FAQs produced from them, together with the meeting details you enter, such as the title, description, location, and the names and email addresses of the people you invite.

Privacy policy

For the purposes of this section, personal information will be understood in accordance with the definition provided in the Protection of Personal Information Act 4 of 2013 ("the Act"). Meeting Assistant Tool also subscribes to the principles for electronically collecting personal information outlined in the Act, and the further legislation referred to therein. We endeavour to ensure the quality, accuracy, and confidentiality of personal information in our possession.

In adopting this privacy policy, we aim to balance our legitimate business interests and your reasonable expectation of privacy. Accordingly, we will take all reasonable steps to prevent unauthorized access to, or disclosure of, your personal information. However, it is impossible to guarantee that your personal information shall be 100% secure.

Users, when using the app, may be asked to provide the following personal information:

• First name
• Last Name
• Email
• Age
• Identity Document/ Passport number
• Physical address
• Phone number
• Language
• Company/CC/business name
• Company/CC/business registration number

We will attempt to limit the types of personal information we process to only that which you consent to (e.g., in the context of online registration, newsletters, message boards, surveys, polls, professional announcements, SMS, MMS, and other mobile services). To the extent necessary, your agreement to this privacy policy constitutes your consent as contemplated in section 69 of the Act.

We will not collect, use, or disclose sensitive information (such as information about racial or ethnic origins or political or religious beliefs) except with your specific consent or in circumstances permitted by law.

By agreeing to this privacy policy, you consent to the use of your personal information in relation to:

• The provision and performance of services
• Informing you of changes made to our app
• Responding to any queries or requests you may have
• Developing a more direct and substantial relationship with users
• Developing an online user profile
• Security, administrative, and legal purposes

Although absolute security cannot be guaranteed on the internet, Meeting Assistant Tool has in place up-to-date, reasonable technical and organisational security measures to protect your personal information against accidental or intentional manipulation, loss, misuse, destruction, or unauthorised disclosure or access. While we cannot ensure or warrant the security of any personal information you provide us, we will continue to improve these measures over time in line with legal and technological developments.

We store your personal information, including meeting recordings, transcripts and minutes, in a central database and file store run by Google Cloud (Firebase) in the United States. Some of our service providers also process it outside South Africa, including in the United States. Where your information goes to a country without substantially similar personal data protection laws, we will take the necessary steps to ensure your information is adequately protected.

We keep your information, including meeting recordings, transcripts and minutes, until you delete your account in the app (or ask us to), or longer where legislation requires it. Some meeting records stay after that, as described under "Deleting your account". Our service providers may keep what we send them even after your account is removed; for OpenAI and Google Gemini, the periods are described under "Service providers we use".

The personal information collected shall only be accessed by Meeting Assistant Tool employees, representatives and consultants on a need-to-know basis, subject to confidentiality obligations, and by the service providers listed under "Service providers we use".

Meeting Assistant Tool reserves the right, but not the obligation, to monitor or examine information and materials, including any app link you publish or submit. You are solely responsible for content published by you.

We do not accept users under 18 years of age or those without the legal capacity to be bound by this policy.

We will not sell or rent your personal information to any third party or use your email address for unsolicited mail. We share it only with the service providers listed under "Service providers we use", and only so that they can provide their part of the service to us. Any emails from Meeting Assistant Tool will only relate to service provision.

Service providers we use

We use the service providers below to run the app. Each receives the information described here, for the purpose stated, and processes it on our behalf.

Artificial intelligence. The app uses AI services from OpenAI and Google (Gemini) to transcribe, translate and summarise your meetings, and to answer your questions in the AI Assistant. We send OpenAI:

• the audio of your meeting recordings, to transcribe them;
• your meeting transcripts, to translate them into English and to write summaries; a meeting's title, description and summary, to write its FAQs; and, to write minutes, the transcript with the meeting's title, description, date, time and location, the names and RSVPs of its attendees, and its voting questions with their results;
• any minutes template you have uploaded, so that your minutes follow its layout;
• when you use Ask AI Assistant, your messages, your profile (such as your name, email address, phone number and profile photo), the details, transcripts, summaries, minutes, voting questions and attendee list of your meeting with the latest start date (which may not have happened yet), the names, descriptions and links of its files, and your 10 most recent notifications, so that it can answer questions about your account and meetings.

We send Google Gemini your meeting minutes, to lay them out for the PDF copy. We may also send Gemini attendee lists you import from a CSV file (such as names and email addresses), to correct their formatting. When OpenAI is unavailable, we send Gemini the information listed above for OpenAI instead, for the same purposes.

OpenAI keeps what we send for up to 30 days to detect abuse, except AI Assistant conversations and uploaded minutes templates, which it keeps until we delete them. Google keeps what we send Gemini for up to 55 days.

We also use:

• Google (Firebase and Google Cloud), to host the app and website and run our servers: sign-in, our database, file storage (including your recordings, transcripts and minutes), push notifications and server logs.
• Apple, Google and Huawei sign-in: if you sign in with your Apple, Google or Huawei account, they confirm who you are and share your name, email address and, for Google and Huawei, your profile photo with us.
• Google Calendar and Google Meet: when you schedule a virtual meeting without a meeting link, we create a Google Meet link by adding the meeting's title, description, times and the organiser's email address to our Google Calendar.
• Google Maps: when you search for a meeting venue, we send Google the text you type and, if you allow location access, your device's location.
• Google reCAPTCHA, on our website's contact form, which collects information about your browser and device to tell people from automated programs.
• Twilio SendGrid, to send our emails: verification and welcome emails, and meeting invitations, updates and reminders. It also sends our team the messages you send through the contact form or Chat with Support, account removal requests, and a daily usage report listing each user's email address and how much they recorded. It receives each recipient's email address and the content of the email.
• Stream, to run Chat with Support. It receives your email address, user ID and profile photo, the messages and any files you send, and, if you move from the AI Assistant to the support team, a summary of your AI Assistant conversation.
• Expo, to deliver updates to the Android and iOS app. Each time the app starts, it checks with Expo for updates, which gives Expo your device's IP address, a random identifier for this installation of the app, your platform and app build, and details of any error that stopped the app from starting.

Analytics

We use PostHog (United States) to understand how the app is used, so we can improve it. When you use the app, we record when it is opened, which screens you use, your device type, operating system and app version. While you are signed in, this is linked to your account id; before you sign in, it is linked only to a random identifier. We don't record what you type, your recordings, your meetings' content or the web addresses you visit. On the Web App, PostHog keeps an identifier in your browser's local storage, not in a cookie.

Log files

When you visit the Meeting Assistant Tool app, even if you don't create an account, we may collect information such as your IP address, ISP, browser, referring app, pages visited, visit duration, and other demographic/system data. Our server logs may also record your email address and the details of requests you make, such as an account removal request. This information is used internally and is not shared, except with the service providers that host and run the app for us (see "Service providers we use").

Cookies

Meeting Assistant Tool uses cookies. A cookie is a small file stored on your computer or smartphone by your browser. The app uses:

• Session cookies: Temporary cookies that maintain session state and expire when you close your browser. These are essential for the app's core functionality.
• Permanent cookies: These remain on your device and store a unique code to identify you as a user. They do not store personal information. These cookies enhance the browsing experience but are not essential.

Application of the Electronic Communications and Transactions Act 25 of 2002 ("ECT Act")

Data messages (as defined in the ECT Act) will be deemed received by Meeting Assistant Tool when we respond. Messages from Meeting Assistant Tool are deemed received under section 23(b) of the Act. Electronic signatures, encryption, or authentication are not required for valid electronic communication.

Users warrant that data messages sent from their electronic devices are authorised by them.

Deleting your account

You can delete your account at any time in the app: open Profile, tap Delete account and confirm. You can also start at https://app.meetingtool.online/delete-account. Deletion starts as soon as you confirm, and the app tells you when it's complete. It's permanent.

When you delete your account we delete your profile, your sign-in, your notifications, contacts and AI assistant chats, your support chat, and personal files such as your profile photo. If you signed in with Apple, we also revoke the app's access to your Apple ID where we can; if we can't, the app tells you how to remove it in your Apple ID settings.

Meetings you organised stay available to their other participants, with the organiser shown as "Deleted user". You are removed from other people's meetings. Meeting records you appear in, such as recordings, transcripts, minutes and voting results, are kept for the meeting's other participants, and your votes stay counted without being linked to you.

We keep a record that the deletion happened, including your email address, as proof that we carried it out.

If you can't sign in, email support@meetingtool.online from the address on your account and we will delete it for you.

Legal and contact information

This app is owned and operated by Noldor Technologies (Registration Number: 2015/336648/07), a private company operating in accordance with the laws of South Africa.