1. Scope and operator
This Privacy Policy applies to the QuietRecap website, desktop application, APIs, and related services (the "Service"). QuietRecap is the responsible party for personal information processed to provide the Service.
For privacy questions or requests, email privacy@quietrecap.com.
2. Information we collect
Account and workspace information
- Your name, email address, password hash, email-verification state, preferences, and onboarding status.
- Workspace membership, invitations, roles, and security-related audit events.
- Subscription and entitlement information received from our billing provider.
Meeting content
- Meeting audio that you choose to capture or upload.
- Meeting names, dates, duration, participants, calendar context, and visibility settings.
- Transcripts, speaker labels, summaries, decisions, action items, notes, and email drafts.
- Short voice snippets used when you choose to identify and map speakers.
Integrations and technical information
- Calendar event metadata and attendee information from accounts you connect.
- Encrypted OAuth credentials and destination choices for services such as Asana and Slack.
- Request identifiers, device and application information, route, status, duration, job state, and sanitized error details needed to operate and secure the Service.
- If you opt in, an anonymous installation or browser identifier and a limited set of product-funnel events described below.
We do not intentionally place raw meeting audio, transcripts, passwords, session cookies, or provider access tokens in application logs.
3. How we use information
We process information to:
- Create and secure your account and workspace.
- Detect meetings, process audio, produce transcripts and recaps, identify speakers, and extract action items.
- Send account notices and meeting recaps that you request.
- Connect calendars and synchronize content with integrations you authorize.
- Administer subscriptions, enforce plan limits, prevent abuse, troubleshoot failures, and improve reliability.
- Comply with law, enforce our Terms, and protect users, QuietRecap, and the public.
Depending on your location, our legal bases include performing our contract with you, your consent, our legitimate interests in operating and securing the Service, and compliance with legal obligations.
4. Optional anonymous analytics
With your permission, the website sends public-page views and explicit acquisition entry clicks to PostHog's European Union cloud. Events include only an approved clean public pathname, production environment, measurement version, and predefined entry-click labels. Each event has a new random identifier; the website does not retain an analytics browser identifier or send query strings, fragments, campaign values, or referrer information. The desktop application asks separately and can send a random installation identifier, operating system, app version, first app launch, and first recording accepted for processing.
We do not enable automatic click capture or session replay. Analytics events do not include meeting names, audio, transcripts, attendee details, email addresses, account identifiers, or full page and referrer URLs. PostHog is our analytics service provider and processes these limited events for us.
Analytics is off until you choose “Allow anonymous analytics.” The website stores only that choice in local storage and respects Do Not Track and Global Privacy Control signals. Private account, meeting, authentication, and sharing routes are excluded from website acquisition measurement. Essential sign-in cookies operate separately. The desktop app stores its separate choice on your device. You can change the website choice with “Analytics settings” and the desktop choice from its tray menu at any time. Declining analytics does not limit the Service.
Website events pass through our API before forwarding to PostHog. Hosting and API services necessarily receive connection information such as IP addresses and user-agent headers. These are not added to the public acquisition event properties. PostHog receives the API connection; we request disabled geolocation enrichment and person-profile processing. This does not mean that transport or operational logs contain no connection information.
5. Meeting recording and consent
QuietRecap captures meeting audio only after the desktop application is running and you have granted the required device permissions. It does not join calls as a bot. Some operating systems describe the audio permission as screen recording even when QuietRecap uses it to obtain system audio.
You control when and where QuietRecap is used. You are responsible for giving notices and obtaining every consent required by the laws, policies, employment rules, and agreements that apply to the people in a meeting. Do not record a meeting when you lack permission to do so.
6. Google user data
If you connect Google Calendar, QuietRecap requests read-only calendar access. We use event titles, times, and attendee details to name meetings, match recordings to calendar events, and help identify participants. We do not use Google user data for advertising or to train a general-purpose artificial intelligence model.
QuietRecap's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. You can disconnect Google Calendar in account settings and revoke access in your Google Account at any time.
8. Retention and deletion
- Raw meeting audio is scheduled for deletion within 24 hours after processing.
- Speaker-identification snippets are scheduled for deletion within 48 hours.
- Meeting records, transcripts, summaries, action items, and account data remain until you delete them, close your account, or retention is required for security or legal reasons.
- Backups and provider replicas may retain deleted information for a limited period before routine expiration.
You can delete individual meetings in the Service and delete your account from account settings. Disconnecting an integration stops future access but does not automatically delete content already sent to that provider. Delete that content through the provider where necessary.
9. Security
We use transport encryption, access controls, secure session cookies, encrypted integration credentials, private object storage, production database and queue encryption, rate limits, audit events, and structured log redaction. No system is completely secure, and we cannot guarantee that unauthorized access will never occur.
If you believe your account or QuietRecap data is at risk, contact us promptly at privacy@quietrecap.com.
10. Your rights and choices
Subject to applicable law, including South Africa's Protection of Personal Information Act and data-protection laws that may apply where you live, you may ask to access, correct, delete, restrict, object to, or receive a copy of your personal information. You may withdraw consent where processing relies on consent and lodge a complaint with your local data-protection authority.
You can manage meetings, integrations, notification preferences, and account deletion in the Service. For another request, email privacy@quietrecap.com. We may need to verify your identity before completing it.
11. International transfers
QuietRecap and its providers may process information in countries other than yours. Where required, we use contractual and organizational safeguards intended to provide an appropriate level of protection for cross-border transfers.
12. Children
The Service is not directed to children under 18, and we do not knowingly collect their personal information. Contact us if you believe a child has provided personal information through the Service.
13. Changes and contact
We may update this policy as the Service or law changes. We will post the revised policy here, change its effective date, and provide additional notice when a change materially affects your rights.
Questions and privacy requests can be sent to privacy@quietrecap.com.