Privacy Policy

1. Overview

Openesia Meetings is an AI meeting notetaker that records, transcribes, and summarizes meetings on behalf of our customers. This Privacy Policy explains how we collect, use, and protect personal data when you use the platform, and describes your rights and choices.

2. Data we collect

We collect and process the following categories of information:

• Account data such as your name, email address, authentication identifiers, and organization information.
• Meeting data including meeting titles, dates, participants, links, recordings, transcripts, and AI-generated summaries.
• Usage data such as product interactions, feature usage, and device information used to improve reliability and security.
• Billing data such as subscription details and limited payment information processed via our payment provider.

3. Google Calendar (read-only access)

Openesia Meetings is an AI-powered note-taking assistant that automates meeting documentation. To provide core scheduling and preparation features, we request read-only access to your Google Calendar via the calendar.readonly scope.

We use this access only to read event metadata across your calendars. Specifically, the application:

• Scans your calendar for upcoming virtual meeting links (e.g. Google Meet, Zoom) so the AI notetaker can automatically join the correct calls at the scheduled times.
• Reads event descriptions and participant lists to extract meeting agendas and display this context in the app dashboard, helping you prepare for your calls.

A narrower scope is not sufficient for the product to function as an automated meeting assistant: we need read access to event metadata (links, times, descriptions, and attendees). We adhere to the principle of least privilege by requesting read-only access only; the application does not create, modify, or delete calendar events.

4. How we use data

We use personal data to:

• Provide and operate the Openesia Meetings platform.
• Generate transcripts, summaries, and analytics on behalf of your organization.
• Securely store meeting content with appropriate access controls and audit logs.
• Communicate about product updates, billing, and support requests.
• Meet legal, security, and compliance obligations, including GDPR and SOC 2-aligned practices.

5. Data sharing and processors

We do not sell personal data. We share data only with carefully selected processors that support the service, such as:

• Infrastructure and storage providers.
• Meeting and transcription partners.
• Authentication, billing, and email providers.

These processors are bound by data protection agreements and may only process data on our instructions.

6. Data residency, retention, and deletion

Openesia offers options for data residency (for example, EU or US regions) and retention windows based on your organization's plan. Org owners can configure how long meeting content is kept, and may request deletion or export of data at any time, subject to legal and contractual requirements.

7. Your rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict processing of your personal data. You may also have the right to object to certain processing and to request data portability.

To exercise these rights, please contact your organization's administrator or reach out to us using the contact details below.

8. Security

We implement technical and organizational measures designed to protect data, including encryption in transit and at rest, access controls, and detailed audit logging for sensitive actions. No system is perfectly secure, but we work continuously to improve our safeguards.

9. Contact

If you have questions about this Privacy Policy or our data practices, please contact us via the contact form.