Meetso

Privacy Policy

Effective date: May 19, 2026. Last updated: May 19, 2026.

Meetso (“Meetso”, “we”, “us”, or “our”) provides an AI meeting-intelligence platform that joins online meetings as a participant, records and transcribes the conversation, and produces searchable summaries. This Privacy Policy explains what information we collect, how we use and share it, how long we keep it, and the rights you have over it.

1. Who is responsible for your data

For users in the United Kingdom and the European Economic Area, Meetso is the “data controller” for account information you give us directly and a “data processor” for meeting content processed on behalf of the organization that owns the workspace. For all other users, we act as the operator of the service described in our Terms.

You can reach our privacy team at privacy@meetso.ai.

2. Information we collect

2.1 Account information

When you create an account we collect your name, email address, and profile information returned by your identity provider (currently Google OAuth). We do not see or store your provider password.

2.2 Calendar metadata

If you connect your Google Calendar, we read upcoming events to detect meetings the bot should join. We process event titles, times, attendees, organizer details, and the meeting URL. We do not modify your calendar.

2.3 Meeting content

When the bot is present in a meeting it captures:

  • The audio and video of the call
  • Participant display names and join/leave timestamps
  • Speaker voice features (“voiceprints”), used only to attribute speech to a known participant and never used outside of transcription
  • The resulting transcript, summary, action items, and decisions

2.4 Usage data

We collect minimal product-telemetry necessary to operate the service: IP address, user agent, request paths, and error traces. We do not run third-party analytics on top of meeting content.

3. How we use information

  • To run the bot, record meetings, and produce transcripts
  • To generate AI summaries, action items, decisions, and search indexes
  • To schedule bots based on your calendar and to notify you when a transcript is ready
  • To bill paid plans and to provide customer support
  • To debug, secure, and improve the platform (aggregate metrics only — we do not train shared models on your meeting content)

4. Lawful basis (UK and EEA users)

We rely on the following bases under GDPR Article 6:

  • Contract — to deliver the service you have signed up for (recording, transcription, summaries).
  • Consent — to access your calendar, which you can withdraw at any time from your account settings.
  • Legitimate interests — to keep the platform secure, prevent abuse, and improve reliability. We weigh this against your rights and offer opt-outs where appropriate.
  • Legal obligation — to respond to lawful requests and comply with tax, accounting, and dispute-resolution rules.

5. Subprocessors

We rely on a small, vetted set of subprocessors to operate Meetso. We enter into data-processing agreements with each one and limit them to the data they strictly need.

  • Amazon Web Services (United States / European Union) — hosting, compute, encrypted object storage, managed database, and queueing.
  • OpenAI (United States) — AI summaries, action-item extraction, and speaker-name reconciliation. Meeting content sent to OpenAI is processed under their zero-retention API terms.
  • pyannote.ai (European Union) — speaker diarization and speech-to-text via their hosted inference service.
  • Google (United States) — OAuth identity, Calendar API, and Google Meet as a meeting platform we join.

We’ll update this list when we change a subprocessor and notify paid customers via email before the change takes effect.

6. How long we keep data

Retention defaults depend on your plan. You can delete individual meetings or your entire account at any time from your dashboard.

  • Starter — recordings and transcripts for 7 days, then automatically deleted.
  • Pro — recordings and transcripts for 90 days, extendable per meeting from the dashboard.
  • Team — retained for the duration of the subscription. On termination, deleted within 30 days unless you export first.

We keep account and billing records for as long as you have an active subscription and for up to seven years afterwards where tax or accounting law requires it.

7. How we protect data

  • TLS 1.3 in transit; AES-256 at rest in S3 and the database.
  • Bot credentials are encrypted with AES-256-GCM and scrypt-derived keys before being stored.
  • Production access is restricted to a small group, audited, and requires hardware-backed MFA.
  • We follow industry-standard incident-response practice and will notify affected customers within the time required by applicable law in the event of a confirmed breach.

8. International transfers

Meeting content is stored in the AWS region closest to the workspace owner’s location at signup. When we transfer personal data from the UK or EEA to the United States, we rely on the EU-U.S. Data Privacy Framework where the recipient is certified, or on Standard Contractual Clauses with supplementary safeguards.

9. Your rights

Depending on where you live, you may have the right to access, correct, export, restrict, or delete your personal data, to object to processing, and to withdraw consent. To exercise any of these rights, email privacy@meetso.ai from the address on your account. We respond within 30 days. If we cannot resolve a complaint, you may lodge it with your local supervisory authority.

10. Cookies and similar technologies

We use a small number of first-party cookies to keep you signed in, remember preferences, and detect abusive traffic. We do not use advertising cookies. Marketing-site visits collect anonymous, aggregated page-view counts only.

11. Children

Meetso is not intended for, and we do not knowingly collect personal data from, anyone under the age of 16.

12. Changes to this policy

When we make a material change we will update the “Effective date” above and, for paid customers, email a notice to the workspace owner at least 30 days before the change takes effect. Continuing to use Meetso after a change means you accept it.

13. Contact

Questions about this policy, requests under data-protection law, or security disclosures should go to privacy@meetso.ai.