MeetSmara provides bot-free, real-time multilingual meeting intelligence. This policy explains, in plain language, what data we process, why, where it is stored, and the sub-processors we rely on. It is written to be honest about how the product actually works.
For the purposes of the EU/UK GDPR and the Swiss FADP, the operator of MeetSmara is the data controller for account data and the data processor for the meeting content you create. Contact: info@meetsmara.com.
The short version
- No audio is ever stored. Meeting audio is processed live and discarded — we keep only the resulting transcripts and translations.
- Your data is stored in the EU (Zürich region) and on your own device.
- No recording bot joins your calls; capture happens locally on your machine.
- We never sell your data and never use your meeting content to train third-party models.
What we process
- Account & profile: name, email, and authentication identifiers from your sign-in provider.
- Meeting content: live and final transcripts, translations, speaker labels, your notes, and AI outputs you generate (summaries, decisions, action items, mind maps, chat answers).
- In-meeting screenshots you capture manually: the image and the text extracted from it. (Images, not audio — see below.)
- Calendar metadata (if you connect a calendar): event times, titles, and join links, used to detect meetings. See “Google & Microsoft calendar data”.
- Usage & billing: feature usage and metering needed to operate the service and your subscription.
Audio: processed live, never stored
MeetSmara mixes your microphone and system audio locally and streams it to our speech provider only to produce a transcript and translation in real time. The audio itself is never written to disk on our servers and is not retained. We log only metadata (e.g. duration, detected language).
How we use your data
We process your data to provide the service: transcribe and translate meetings, generate summaries and other meeting intelligence, power chat and search across your meetings, sync your history across your devices, and operate your account and subscription. Our lawful bases are performance of our contract with you and our legitimate interest in running and securing the service; where required, we rely on your consent (which you can withdraw at any time).
Service providers
We rely on a small set of vetted service providers (our GDPR sub-processors) to run MeetSmara. Each is bound by data-protection terms and receives only the data needed for its function:
- Real-time speech processing — converts meeting audio into text, translation, and speaker labels, via an EU endpoint.
- AI processing — generates summaries, mind maps, chat answers, and the embeddings that power search, from your transcript text.
- Voice dictation — transcribes the short voice clips you record in chat (audio used transiently, not stored).
- Web search (optional) — answers general questions from the public web. Only abstracted, general search terms are sent — never your transcript, names, or other personal content.
- People & company research (optional, opt-in) — looks up public, professional information about a person or organisation you are meeting, via an EU provider with zero data retention. Off unless explicitly enabled.
- Cloud database & file storage — stores your account and meeting data, hosted in the EU (Zürich region).
- Application hosting & delivery — runs our servers and distributes the desktop app and its updates.
- Payments — processes subscription billing.
- Error monitoring — diagnostic error reports, with no meeting content.
A current list of our named sub-processors is available on request, and teams under a Data Processing Agreement are notified of material changes.
Where your data is processed (international transfers)
Your meeting data is stored in the EU (Zürich region), and speech processing uses an EU endpoint. Some processing — in particular certain AI features and operational services — is performed by sub-processors that may process data outside the EU/EEA, including in the United States. Where that happens, the transfer is covered by appropriate safeguards, principally the European Commission’s Standard Contractual Clauses. We are progressively moving AI processing onto EU-region infrastructure.
Google & Microsoft calendar data
If you connect Google Calendar or Microsoft Outlook, MeetSmara requests read access to your calendar solely to detect upcoming and in-progress meetings and offer one-click capture. We read event metadata (times, titles, join links); we do not modify your calendar, and we do not use this data for advertising.
MeetSmara’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data, do not use it to train generalized AI models, and do not share it with third parties except as needed to provide the feature you requested or as required by law. You can revoke access at any time in your Google account permissions (or the equivalent Microsoft setting), or by disconnecting the calendar in the app.
Integrations you connect
When you connect a destination such as Slack, Notion, Confluence, Asana, Linear, a CRM, or a calendar, we exchange only the data needed to perform the action you initiate (for example, sending a summary you chose to share). You can disconnect any integration at any time.
Retention & deletion
Meeting content is retained for as long as your account keeps it, subject to your plan’s history limits and any retention controls you set. You can delete individual meetings or your entire account at any time; deletion removes your transcripts, artifacts, and stored screenshots from our systems. Audio is never retained in the first place.
Your rights
Under the GDPR and Swiss FADP you have the right to access, correct, export, and delete your personal data, to restrict or object to certain processing, and to withdraw consent. To exercise these rights, email info@meetsmara.com. You also have the right to lodge a complaint with your local data-protection authority.
Security
Data is encrypted in transit and at rest, access is restricted on a need-to-know basis, and API keys are held server-side — never in the desktop app. We follow data-minimisation principles by design. We are GDPR-aligned today; formal certifications (e.g. ISO 27001) are in progress and we will state them only once earned. No method of transmitting or storing data is ever completely secure, so while we work hard to protect your data we cannot guarantee absolute security.
Data Processing Agreement
Teams that require a Data Processing Agreement (DPA) can request one. Email info@meetsmara.com.
Changes to this policy
We may update this policy as the product evolves. Material changes will be reflected in the “Last updated” date above and, where appropriate, communicated to you.
Contact
Questions about privacy? Reach us at info@meetsmara.com.