Privacy Policy

Two separate consents, and what each one asks for

Signing in and connecting a calendar are deliberately different decisions. You can do the first without ever doing the second.

• Signing in with Google asks for your basic profile — your name, your email address, and your profile picture (the "openid", "email" and "profile" scopes). It is used to recognise which account you are and nothing else.

• Connecting a calendar is a second, optional consent that asks for "calendar.readonly" — permission to READ your Google Calendar. It is read-only: Prosicht Meet Notetaker cannot create, change, move or delete anything in your calendar, and never attempts to.

Signing in with Google does not connect your calendar. If you never press "Connect Google Calendar", Prosicht Meet Notetaker never asks Google for a single event.

What is read from your calendar

Only your primary calendar, and only a rolling window of roughly the next fourteen days. Past meetings outside that window are not read.

For each event in that window, Prosicht Meet Notetaker reads: the title, the start time, the video conferencing link Google states for it (Google Meet, and Zoom or Microsoft Teams links carried in the event), the location and description fields — these are searched for a meeting link when Google states none — and the attendee list: each attendee's email address, display name, and whether they accepted. Meeting rooms and other resources are discarded.

Be aware of what this means in practice: an event's full record as Google returns it is kept alongside the meeting, so anything you wrote in that event's description is stored too. If an event's notes contain something you would not want retained, remove it from the event or do not connect that calendar.

What it is used for

A calendar event that carries a meeting link becomes a planned meeting in your workspace. If you switched auto-join on for that calendar, the notetaker bot joins that call at its start time, records it, and produces a transcript and a summary.

That is the entire purpose. Your calendar data is not used for advertising, is not profiled, is not sold, and is not shared with anyone — except the people you yourself share a meeting with, as described under "Who can read a meeting".

What is stored, and where it lives

Everything below lives in this deployment's own database and storage, on infrastructure its operator runs. It is not sent to a third-party analytics, advertising, or data-broker service.

• Your calendar connection, its name and settings, and the imported events — in the deployment's PostgreSQL database.

• Your Google refresh token — encrypted at rest with a deployment key, never written in readable form. If that key is not configured, the feature refuses to run rather than storing the token unencrypted. Short-lived access tokens are exchanged for each sync and are not stored at all.

• Last sync time, error and counts — in Redis, as operational status.

• Transcripts — in the deployment's PostgreSQL database. Recordings — in the deployment's configured object storage.

Limited Use of Google user data

Prosicht Meet Notetaker's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In concrete terms: Google user data is never sold or transferred, is used only to provide the features described above, is never used for advertising, and is never used to develop, improve or train generalized artificial intelligence or machine learning models. No human reads it except where you ask for support, where it is required for security, or where the law requires it.

The full policy is published at https://developers.google.com/terms/api-services-user-data-policy.

Processing stays on this deployment

Transcription and the assistant that writes summaries run on infrastructure this deployment operates. Your meeting audio, transcripts and calendar data are not sent to an outside model provider to be processed.

The notetaker is a visible participant

When the bot joins a call it appears in the participant list under a name you choose, the same as any other attendee. It does not join silently and it does not hide.

Recording a conversation may require everyone's knowledge or consent where you are. Deciding that, and telling the other people in the call, is your responsibility — see the Terms of Service.

Taking it back

• Disconnect a calendar from the Calendar panel: the grant is revoked at Google as well as deleted here, so it stops working on both sides. Meetings already imported are kept, not deleted, so disconnecting never destroys your history by surprise.

• Delete a meeting: its transcript and its recording go with it, and the people you shared it with lose it too.

• Un-share a meeting: the people you remove lose access to it at once.

• Revoke directly at Google, at any time, from https://myaccount.google.com/permissions — Prosicht Meet Notetaker will then report that the connection needs reconnecting.

• Ask for your account and everything in it to be deleted by writing to meetnotetaker@prosicht.com.

Who can read a meeting

A meeting is yours. Inside the app only you can rename it or delete it, and it can be read only by you, by the people it is shared with, by a colleague whose request for a note-taker in the same meeting was served by yours, and by the members of a shared workspace you bind it to. That holds for this deployment's administrators too: an administrator manages accounts, not other people's meetings.

• You can share a meeting with people who have an account here. They can open it and read its transcript and its report, along with the details the meeting carries, such as the calendar event's title and attendees. They cannot change it.

• A person who reads a meeting can share it on with other people who have an account here, and can email its report. They see and can take back only what they themselves passed on; you see everyone your meeting is shared with and can remove anyone. Nobody else is told who a meeting is shared with.

• One note-taker joins a meeting for everyone on this deployment who asks for one. If a colleague's note-taker is already in the meeting when you ask for yours, you are attached to theirs: the meeting appears among your own, and both of you read the same transcript and report.

• To share, you pick from the people with an account here, so everyone with an account can see the names and email addresses of the others.

• You can email a meeting's report to any address, including people outside your organization. It is sent through this deployment's mail relay, one mail per address, as a PDF attachment with a short note you can edit, and replies go to you. You can also download the report as a PDF and pass it on with another app. A report that has been emailed or downloaded is outside this deployment and cannot be taken back.

Security and access

Accounts here are invite-only: a Google identity alone does not create an account, and signing in with an email that has not been invited is refused. Traffic is served over HTTPS, and the one credential that could be replayed — your Google refresh token — is encrypted at rest as described above.

Changes, and how to reach us

If this policy changes, the new text is published on this page and the date at the top is updated.

Questions, requests, or a deletion you want carried out: meetnotetaker@prosicht.com.