Privacy Policy

1. Data We Collect

When you use Notulen AI, we collect:

• Account information: name, email address, and profile details you provide when signing up. If you sign in with Google, we receive the name and email address of your Google account.
• Meeting data: audio and video recordings, files you upload, transcripts, and meeting notes (MoM) generated from your meetings.
• Google Calendar data: only if you connect Google Calendar (see section 3).
• Usage data: information about how you use the service, including activity logs and preferences.
• Payment information: processed by Midtrans. We do not store credit card details.

2. How We Use Data

Your data is used to:

• Provide transcription and automated meeting note generation.
• Send meeting notes to participants according to your settings.
• Improve service quality and user experience.
• Communicate with you about your account and the service.

We do not sell your data and do not use your data for advertising.

3. Google Calendar Data

Connecting Google Calendar is optional. If you connect it, Notulen AI requests the following permissions:

• View events on your Google Calendar (https://www.googleapis.com/auth/calendar.events.readonly). This access is read-only. We do not create, modify, or delete your events.
• View the email address of your Google account (https://www.googleapis.com/auth/userinfo.email), to show which calendar account is connected.

From each event, we read the title, start and end time, video conference link (Google Meet, Zoom, or Microsoft Teams), description, and the list of attendees with their response status. This data is used only to:

• Show your meeting schedule on the Calendar page in the app.
• Automatically schedule the bot to join meetings that have a video conference link.
• Pre-fill the recipients of meeting notes with the email addresses of event attendees. You can still edit this list before sending.
• Send meeting notes to event attendees after the summary is ready, only if you turn on automatic sending.

Google Calendar data is not sent to AI providers and is not used to train AI models.

To read your calendar and schedule the bot, we use Recall.ai as a service provider. Your Google Calendar access token is shared with Recall.ai solely for this purpose, and we store a copy of the token in encrypted form.

You can disconnect Google Calendar at any time from the Calendar page in the app. Once disconnected, your calendar is removed from Recall.ai, scheduled bots are cancelled, and we stop accessing your Google Calendar. You can also revoke Notulen AI's access from your Google account settings.

4. Compliance with the Google User Data Policy

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Specifically:

• We use this data only to provide or improve the user-facing features described in section 3.
• We do not transfer this data to others unless necessary to provide those features, to comply with applicable laws, or as part of a merger, acquisition, or sale of assets after obtaining your explicit prior consent.
• We do not use this data for advertising, including personalized advertising.
• We do not use this data to develop, improve, or train generalized AI or machine learning models.
• No one on our team reads this data unless you give explicit consent, it is needed for security purposes such as investigating abuse, it is required to comply with applicable laws, or the data has been aggregated and anonymized for internal operations.

5. AI Processing

To create transcripts and summaries, your meeting recordings and transcripts are processed by the following service providers:

• Deepgram: converts speech in recordings into text.
• OpenRouter, OpenAI, and Google Gemini: generate summaries from transcripts. Through OpenRouter, summaries may be processed by models from providers such as Anthropic.

We use the commercial API services of these providers and do not allow your data to be used to train their AI models. Google Calendar data is not sent to AI providers.

6. Data Storage and Security

• Data is transmitted over encrypted connections (HTTPS).
• Passwords are stored as hashes, and Google Calendar tokens are stored in encrypted form.
• Files and recordings are stored on Amazon Web Services (AWS).
• Recordings, transcripts, and meeting notes are stored in your account and are only accessible to you and the recipients you choose.
• We do not use your meeting data to train AI models.

7. Sharing Data with Third Parties

We do not sell your data. We only share data with the following parties, as needed to operate the service:

• Google Firebase: authentication for Google sign-in.
• Recall.ai: meeting bot, recording, and Google Calendar integration.
• Deepgram, OpenRouter, OpenAI, and Google Gemini: transcription and summaries (see section 5).
• Amazon Web Services (AWS): storage of files and recordings.
• Midtrans: payment processing.
• Email service providers: delivery of verification, password reset, and meeting notes emails.
• Legal obligations: when required by applicable law.

8. Your Rights

You have the right to:

• View your profile information and change your password from the Settings page.
• Download and delete transcripts at any time from your dashboard.
• Disconnect Google Calendar at any time from the Calendar page.
• Request deletion of your account and all related data, including synced calendar event data, by contacting contact@usenotulenai.com.
• Withdraw consent for data processing at any time.

9. Cookies

We use minimal cookies to maintain login sessions and language preferences. We do not use advertising tracking cookies.

10. Policy Updates

We may update this policy from time to time. Material changes will be communicated by email or through notifications in the service.

11. Contact

Questions about this privacy policy can be sent to contact@usenotulenai.com or through our contact form.