Privacy Policy

Last updated: February 2026

1. Data Controller

MeetingMemo.ai is the data controller for your personal data. We are registered with the Dutch Chamber of Commerce (KvK).

2. What Data We Collect

Account information: name, email address (via Google OAuth or email login).
Audio recordings: temporarily processed for transcription. Audio is not stored permanently after processing unless you explicitly save the memo.
Meeting memos: transcriptions and summaries you choose to save.
Payment data: processed and stored by Stripe. We do not store credit card numbers, bank account numbers, or other payment credentials on our servers.
Usage data: basic analytics such as feature usage and session duration.

3. Legal Basis for Processing (GDPR)

Contract performance: processing your audio for transcription (Article 6(1)(b) GDPR).
Consent: marketing communications, if applicable (Article 6(1)(a) GDPR).
Legitimate interest: service improvement and security (Article 6(1)(f) GDPR).

4. How We Use Your Data

To provide and improve the transcription and memo generation service.
To manage your account and subscriptions.
To process payments via Stripe.
To communicate with you about your account and the Service.

5. Third-Party Processors

Google Cloud: speech-to-text processing (EU data centers).
OpenAI: AI-powered memo generation.
Stripe: payment processing (PCI-DSS compliant).

We have Data Processing Agreements in place with all third-party processors.

6. Data Retention

Audio recordings are processed in real-time and not permanently stored.
Meeting memos are stored until you delete them or your account.
Account data is retained while your account is active. After deletion, data is removed within 30 days.
Payment records are retained as required by Dutch tax law (7 years).

7. Your Rights

Under GDPR, you have the right to:

Access your personal data
Rectify inaccurate data
Delete your data ("right to be forgotten")
Restrict processing
Data portability
Object to processing
Withdraw consent at any time

To exercise these rights, contact privacy@meetingmemo.ai.

8. Cookies

We use essential cookies for authentication and session management. No third-party tracking cookies are used without your consent.

9. Data Security

We use industry-standard security measures including HTTPS encryption, secure session management, and access controls to protect your data.

10. International Data Transfers

Some data processing (AI summarization) may involve transfers outside the EU/EEA. We ensure adequate safeguards through Standard Contractual Clauses and processor compliance certifications.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the Service.

12. Contact & Complaints

For privacy inquiries: privacy@meetingmemo.ai

You have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.