Privacy Policy
Last updated: September 17, 2026
1. Data Controller
The data controller for this Service is:
- Company: MeetMind
- Email: privacy@meetmind.ai
- DPO: Not applicable (contact privacy@meetmind.ai for all inquiries)
2. Information We Collect
This section describes the personal data we collect and the legal bases for processing under GDPR Article 6.
2.1 Third-Party AI Model Disclosure
The Service uses third-party AI model providers for processing:
- Xiaomi MiMo — speech-to-text transcription
- DeepSeek — language understanding and summarization
- Qwen VL — document and slide understanding
Service performance and availability may be affected by these providers' operational status. We do not guarantee specific output quality and are not responsible for content generated by third-party models.
2.2 Information You Provide
- Account information: Email address, display name, and password (encrypted) when you register
- Payment information: Transaction amount and payment status. We do not store complete card numbers — card data is handled by our payment processor (see Section 5).
- Communication records: Emails, support tickets, and feedback you send to us
2.3 Information We Collect Automatically
- Device and network: IP address, device model, operating system, browser type, and timezone
- Usage behavior: Page visits, feature usage, operation logs, and session duration
- API logs: Request timestamps, error logs, and performance data
2.4 AI Processing
Meeting content (audio recordings, transcripts, summaries, action items) you upload or create is processed by AI models. We do not use your meeting content to train AI models.
3. How We Use Your Information
| Purpose | Legal Basis |
|---|---|
| Provide and maintain the Service | Contract performance |
| Billing and payment processing | Contract performance |
| Customer support | Contract performance / Legitimate interest |
| Service notifications (billing, security, policy updates) | Legitimate interest |
| Security and fraud prevention | Legitimate interest |
| Product improvement and analytics | Legitimate interest |
| Legal compliance | Legal obligation |
We may aggregate or de-identify data for statistical analysis. Such data cannot be linked to a specific individual.
4. Cookies and Tracking
| Type | Purpose | Can be disabled |
|---|---|---|
| Strictly necessary | Maintain login, core functionality | No |
| Functional | Language preferences, personalization | Yes |
| Analytics | Anonymous usage statistics, product optimization | Yes |
We use anonymous analytics for product improvement. We do not use advertising or tracking cookies.
5. Data Sharing and Disclosure
We do not sell your personal information, including as defined under applicable laws such as CCPA. We only share information in the following circumstances:
- Service providers: Cloud computing, payment processing, customer support, and analytics vendors bound by confidentiality agreements. Payment card data is processed exclusively by our PCI-DSS compliant payment processor Waffo Pancake and is not stored on our servers.
- AI model providers: Audio and transcript content is processed by third-party AI providers including Xiaomi MiMo (speech-to-text), DeepSeek (summarization), and Qwen VL (document understanding) solely for providing the Service.
- Legal requirements: When required by law, court order, or legitimate government request.
- Business transfers: In the event of a merger or acquisition, with advance notice and continued protection obligations.
- With your consent: For any other purpose, only with your explicit prior consent.
6. Data Security
- Transmission encryption: TLS/HTTPS
- Storage security: Passwords and sensitive data are encrypted or hashed
- Access controls: Principle of least privilege; employees sign confidentiality agreements
- Regular security audits and vulnerability scanning
In the event of a security incident affecting your rights, we will notify you and relevant regulators within 72 hours of discovery. Please keep your account credentials secure and do not share them with others.
7. Data Retention
| Data Type | Retention Period | Action on Expiry |
|---|---|---|
| Account information | During active period; 90 days after account deletion | Delete or anonymize |
| Transaction records | As required by law, typically 7 years | Delete or archive |
| Support records | 3 years | Secure deletion |
| Security audit logs | 12 months | Secure deletion |
| Meeting content (audio, transcripts, summaries) | Until account deletion | Deleted upon account deletion |
8. Your Data Rights
To exercise the following rights, contact us at privacy@meetmind.ai. We will process your request within 30 calendar days.
| Right | Description |
|---|---|
| Right to be informed | Know what data we collect and how we use it |
| Right of access | Receive a copy of your personal data |
| Right to rectification | Correct inaccurate or incomplete data |
| Right to erasure | Request deletion of data under certain conditions |
| Right to restrict processing | Pause data processing under certain conditions |
| Right to data portability | Receive your data in a machine-readable format |
| Right to object | Object to processing based on legitimate interest or marketing |
| Right to withdraw consent | Withdraw consent-based processing at any time |
If you believe we have not handled your data properly, you have the right to lodge a complaint with your local data protection authority.
9. Marketing Communications
With your consent, we may send marketing communications about MeetMind via email. You can unsubscribe at any time by clicking the "unsubscribe" link in any email, disabling marketing notifications in your account settings, or contacting us. Unsubscribing does not affect service-essential notifications such as billing and security alerts.
10. International Data Transfers
Our servers and partners may be located in various regions including Singapore and the United States. When data is transferred internationally, we protect it through Standard Contractual Clauses (SCC) in our data processing agreements, transfers only to recipients with equivalent protection levels, and other approved mechanisms.
11. Children's Privacy
This Service is intended for users aged 18 and above. We do not knowingly collect data from minors. If you believe your child has provided us with information, please contact us immediately at support@meetmind.ai and we will delete it as soon as possible.
12. Third-Party Links and Services
This Service may contain links to third-party websites or integrate with third-party services. This Policy applies only to information we directly collect. We are not responsible for third-party data practices and recommend reviewing their policies before use.
13. Changes to This Policy
Material changes to this Policy will be communicated at least 15 days in advance via platform announcement or your registered email. The "Last Updated" date at the top of this page will also be updated. Continued use after the effective date constitutes acceptance of the revised Policy.
14. Contact Us
- Privacy inquiries: privacy@meetmind.ai
- Customer support: support@meetmind.ai
- Company: MeetMind
- Service hours: Monday to Friday, 09:00–18:00 UTC+8
This privacy policy is for informational purposes only and does not constitute legal advice. We recommend consulting a qualified legal professional with expertise in your target market before formally publishing this policy.