Your meeting audio and transcripts are never used to train public or foundation AI models.
End-to-end TLS 1.3 protocol for in-flight streams and AES-256 encryption at rest.
Choose zero-retention mode: raw audio is wiped instantly after meeting notes are compiled.
1. Introduction
Instant Scribe, Inc. (“Instant Scribe”, “we”, “our”, or “us”) respects your privacy and is committed to protecting the confidential discussions, personal data, and intellectual property you entrust to our meeting assistant service.
This Privacy Policy explains how we collect, process, store, and safeguard data when you use our website, meeting bots, and integrations across Google Meet, Zoom, and Microsoft Teams.
2. Information We Collect
We collect information strictly necessary to provide intelligent meeting assistance:
- Account Credentials: Name, email address, profile picture, and authentication tokens provided when signing in via Google OAuth or Better Auth.
- Calendar & Scheduling Metadata: Event titles, scheduled times, attendee email addresses, and conference join URLs (Google Meet or Zoom links) accessed via Google Calendar integration to know when to summon the Scribe bot.
- Meeting Audio & Video Streams: When Instant Scribe joins an authorized meeting, it receives real-time audio streams for speech-to-text processing and speaker diarization.
- Transcripts, Agendas & Work Product: Text transcripts, speaker attributions, user-defined meeting objectives, action items, and executive summaries generated from your sessions.
3. How We Process Audio and Transcripts
Instant Scribe transforms speech into text using specialized, secure speech-recognition pipelines:
- Real-Time Transcription: Audio packets are processed in real-time to track meeting progress against your designated objectives.
- Ephemeral Storage Option: You may enable “Zero Retention” mode in your workspace settings. In this mode, raw audio recordings are purged from our servers immediately following transcript synthesis.
- Strict Isolation: Transcripts and meeting summaries are encrypted and logically isolated per organization tenant. One customer cannot access or search another customer's records.
4. Absolute Zero-Training Commitment
5. Third-Party Integrations & API Compliance
When you connect third-party platforms with Instant Scribe:
- Google API Services: Instant Scribe's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
- Zoom Marketplace: When connecting via Zoom, Instant Scribe requests only the minimum required permissions to join the meeting room as an authorized recorder. We do not access non-authorized meetings.
6. Data Security & Architecture
We implement industry-grade technical and organizational safeguards:
- All web traffic and streaming audio streams are encrypted using TLS 1.3.
- Stored transcripts, database records, and backups are encrypted with AES-256 keys.
- Access to production databases is restricted to authorized personnel using hardware security keys and multi-factor authentication.
7. Your Rights & Data Deletion
Under applicable laws (including GDPR and CCPA/CPRA), you have rights regarding your personal data:
- Right to Access: You may export any meeting transcript, summary, or agenda at any time.
- Right to Erasure: You can delete any individual meeting transcript or delete your entire account and all associated records directly from your account settings.
- Right to Withdraw Consent: You may disconnect your Google Calendar or Zoom integrations at any time to halt automated bot scheduling.
8. Contact the Privacy Officer
To exercise your data privacy rights, request data deletion, or submit security inquiries, please contact our Data Protection Team: