Privacy Policy

Our Commitment to Privacy

At MinuteMap, we recognize that meeting data represents some of the most sensitive information in your organization—strategic discussions, financial planning, personnel decisions, competitive insights, and confidential client communications. This Privacy Policy explains our comprehensive approach to protecting this information through technical, administrative, and physical safeguards.

We are committed to transparency in our data practices, compliance with global privacy regulations including GDPR, CCPA, PIPEDA, and industry-specific requirements like HIPAA. Our privacy-by-design architecture ensures that data protection is built into every system component rather than added as an afterthought.

By using MinuteMap, you are entrusting us with information critical to your business success. We take this responsibility seriously and have implemented industry-leading practices to ensure your data remains secure, private, and under your complete control. If you have any questions about this Privacy Policy or our practices, please contact our dedicated privacy team at [email protected].

Information We Collect

Meeting Data and Audio Content

We process audio and video recordings of meetings that you explicitly choose to upload to our platform or authorize us to access through live meeting integrations. This includes spoken content, which we transcribe using advanced speech recognition technology and analyze through our AI models to generate comprehensive summaries, identify discussion themes, extract actionable items, and create timeline visualizations of key meeting moments.

Account and Profile Information

When you create a MinuteMap account, we collect essential information including your full name, business email address, job title, company name and size, billing address, and payment method details necessary to provide our subscription-based service. We also store your communication preferences, notification settings, and integration configurations to personalize your experience.

Platform Usage Analytics

We collect detailed information about how you interact with our platform, including features accessed, frequency of use, meeting duration processed, summary generation patterns, integration utilization rates, and user interface navigation patterns. This data helps us optimize platform performance, develop new features that address real user needs, and identify potential technical issues before they impact service quality.

Technical and Security Data

Our systems automatically collect technical information including IP addresses, browser type and version, operating system details, device identifiers, network connection information, and security event logs. We use this data for fraud prevention, security monitoring, system optimization, and compliance with legal data retention requirements.

Integration and Third-Party Data

When you connect MinuteMap to external tools like Jira, Asana, Slack, or calendar applications, we collect configuration data, API access tokens, and metadata necessary to synchronize meeting outcomes with your existing workflows. We also receive confirmation data when tasks are created or updated in connected systems.

Communication Records

We maintain records of all communications between you and our support team, including support tickets, chat logs, email correspondence, and phone call summaries, to provide consistent, high-quality customer service and resolve technical issues effectively.

Billing and Transaction Information

Through our secure payment processors, we collect billing information including payment method details, transaction history, invoice data, and subscription usage metrics necessary for accurate billing, account management, and financial reporting.

Device and Location Information

We may collect general location information based on IP address to provide localized service features, ensure compliance with regional data protection regulations, and optimize content delivery through our global network of servers.

How We Use Your Information

Core Service Delivery: Processing your meeting recordings and generating AI-powered summaries, action item identification, theme clustering, speaker attribution, and timeline creation using our proprietary natural language processing algorithms
Platform Optimization: Analyzing usage patterns, performance metrics, and user feedback to continuously improve our AI models, enhance platform features, optimize system performance, and develop new capabilities that address evolving workplace collaboration needs
Integration Management: Synchronizing meeting outcomes with your connected third-party tools, maintaining API connections, updating task assignments across platforms, and ensuring seamless workflow integration with minimal manual intervention
Account Administration: Managing your subscription, processing billing transactions, providing customer support, sending service notifications, and maintaining accurate account records for compliance and operational purposes
Security and Compliance: Monitoring for unauthorized access, detecting potential security threats, maintaining audit logs for compliance reporting, and implementing data protection measures required by applicable privacy regulations
Product Development: Researching new features based on user behavior analysis, developing enhanced AI capabilities, testing beta functionalities with consenting users, and ensuring our platform evolves to meet changing business communication needs
Customer Communications: Sending essential service updates, security notifications, billing reminders, feature announcements, and support responses while respecting your communication preferences and providing clear opt-out mechanisms
Legal Compliance: Fulfilling legal obligations under applicable data protection laws, responding to legitimate legal requests, protecting our intellectual property rights, and maintaining records required for regulatory compliance and business operations
Business Analytics: Understanding market trends, measuring product adoption, analyzing customer success patterns, and generating insights that inform strategic business decisions while maintaining individual user anonymity
Quality Assurance: Conducting periodic quality reviews of AI-generated summaries, validating accuracy of action item extraction, testing integration reliability, and ensuring consistent service quality across all user interactions
Research and Development: Advancing AI technology through anonymized data analysis, contributing to industry research initiatives, developing innovative meeting intelligence capabilities, and maintaining our position at the forefront of workplace AI applications

Enterprise-Grade Data Protection

We implement comprehensive security measures that exceed industry standards and comply with the most stringent regulatory requirements:

Advanced Encryption: All data is protected using AES-256 encryption at rest and TLS 1.3 encryption in transit, with additional encryption layers for highly sensitive meeting content and regular key rotation protocols
Zero-Trust Architecture: Every access request is authenticated and authorized regardless of location or device, with multi-factor authentication required for all administrative functions and continuous verification of user permissions
SOC 2 Type II Compliance: Annual third-party security audits validate our controls for security, availability, processing integrity, confidentiality, and privacy, with detailed compliance reports available to enterprise customers
Data Minimization: We collect and retain only the data necessary for service delivery, automatically purge unnecessary information according to defined retention schedules, and provide granular controls for data deletion
Access Controls: Role-based access controls limit data access to authorized personnel only, with comprehensive audit logging of all access events, regular access reviews, and immediate revocation of unnecessary permissions
Infrastructure Security: Cloud infrastructure hosted in certified data centers with 24/7 physical security, redundant systems, disaster recovery capabilities, and regular penetration testing by independent security firms
Incident Response: Comprehensive incident response procedures with rapid detection capabilities, immediate containment protocols, transparent customer notification processes, and detailed post-incident analysis and improvement
Employee Training: All personnel receive extensive privacy and security training, undergo background checks, sign strict confidentiality agreements, and participate in regular security awareness programs
Data Localization: Option for customers to specify data storage regions for compliance with local regulations, with clear data processing location transparency and migration capabilities as needed

Privacy Questions?

Our dedicated privacy team is available to address any concerns about data protection, compliance, or our privacy practices.

Email Privacy Team Call Us