Privacy Policy

1. Overview

SCRIBES is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI meeting assistant platform. SCRIBES is designed as a privacy-first platform — all AI processing runs on dedicated infrastructure with zero reliance on third-party AI services.

2. Information We Collect

We collect the following types of information:

• Account information: email address, name, and authentication credentials.
• Meeting data: audio recordings, transcripts, and AI-generated summaries that you create through the Service.
• Integration data: OAuth tokens and user identifiers for connected platforms (e.g., Zoom) needed for bot functionality.
• Usage data: service logs, timestamps, and technical metadata for system monitoring and debugging.

3. How We Use Your Information

Your information is used exclusively to:

• Provide and maintain the Service, including transcription, summarization, and voice synthesis.
• Authenticate your identity and manage your account.
• Integrate with third-party meeting platforms on your behalf.
• Monitor and improve system performance and reliability.
• Communicate important service updates or security notices.

4. Data Processing & Storage

All AI inference — including speech-to-text, language model processing, and text-to-speech — is performed on our dedicated infrastructure. Your audio and text data is never sent to external AI providers such as OpenAI, Google, or Amazon. Meeting data is stored on our secured servers and is accessible only to authenticated account holders. Audio recordings are compressed and stored encrypted at rest.

5. Data Retention

Meeting data (recordings, transcripts, summaries) is retained for as long as your account is active. You may delete individual meetings and their associated data at any time through the dashboard. Upon account deletion, all associated data is permanently removed within 30 days.

6. Data Sharing

We do not sell, rent, or share your personal information or meeting data with third parties. Data may only be disclosed if required by law, to protect our legal rights, or with your explicit consent. Third-party integrations (e.g., Zoom) only receive the minimum data necessary for functionality, as governed by their respective OAuth scopes.

7. Security

We implement industry-standard security measures including encrypted connections (TLS), secure authentication (JWT with bcrypt-hashed passwords), firewall-protected infrastructure, and regular security updates. Access to production systems is restricted to authorized personnel via SSH key authentication.

8. Your Rights

You have the right to:

• Access and export your meeting data at any time.
• Delete your data and account.
• Withdraw consent for data processing.
• Request information about how your data is used.

9. Cookies & Local Storage

SCRIBES uses browser local storage to maintain your authentication session (JWT token) and user preferences (theme, locale). We do not use tracking cookies or third-party analytics services.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact

For privacy-related questions or requests, please contact us at privacy@scribes.cloud.