Privacy Policy

1. Who We Are

AudioPad AI is operated by MeetVox AI Limited ("we," "us," "our"), based in the United Kingdom. For data protection purposes, MeetVox AI Limited is the data controller for personal data processed in connection with the Service.

Contact us at: support@meetvox.ai

2. Scope of This Policy

This Privacy Policy describes how we collect, use, and protect personal data when you use the AudioPad AI desktop application ("the App") and its associated website. It covers all data processing carried out by MeetVox AI Limited and by the third-party AI providers we engage on your behalf.

3. Data We Collect and Why

We do not sell, rent, or trade your personal data to third parties. We do not collect data for advertising purposes.

4. Meeting Content — Cloud Processing

This is the most important part of our privacy stance:

• When you record a meeting, the audio is securely uploaded to our cloud infrastructure for transcription and AI summarisation.
• Recordings, transcripts, and summaries are stored on our encrypted cloud servers and associated with your account. You can access, export, or delete them at any time from within the App.
• Audio and text is transmitted to AI providers integrated into our platform solely for the purpose of transcription or summarisation. We contractually require those providers not to retain or train on your content.
• We may use your meeting content to train and improve our AI models. You can opt out of this at any time in the app settings — opting out has no effect on your access to features.
• Your data is encrypted in transit (TLS 1.2+) and at rest (AES-256).

5. AI Model Training

We may use your User Content — including recordings, transcripts, and summaries — to train, fine-tune, or evaluate our own AI models in order to improve the quality of the Service. You can opt out of this use at any time in the app settings. Opting out will not affect your access to any features of the Service.

Our legal basis for this processing is our legitimate interest in improving the Service (Art. 6(1)(f) GDPR), balanced against your right to opt out. We contractually prohibit our third-party AI subprocessors (OpenAI, Anthropic) from using your content for their own model training.

6. How We Use Your Data

The account and subscription data we hold is used to:

• Authenticate you and manage your account.
• Verify subscription status and enforce plan limits.
• Process payments and send billing notifications.
• Respond to support requests.
• Send product update notifications (you can opt out at any time).
• Detect and prevent fraud or abuse.
• Comply with legal obligations.

7. Third-Party Service Providers

We use the following sub-processors:

• Supabase (Supabase Inc., USA) — authentication, database, backend hosting. Data processed under Supabase's DPA.
• Stripe (Stripe, Inc., USA) — payment processing. Payment data governed by Stripe's privacy policy.
• OpenAI (OpenAI, LLC, USA) — transcription and summarisation, engaged by MeetVox AI Limited on your behalf. Governed by OpenAI's enterprise data privacy terms and our data processing agreement with them.
• Anthropic (Anthropic PBC, USA) — summarisation, engaged by MeetVox AI Limited on your behalf. Governed by Anthropic's privacy policy and our data processing agreement with them.

All providers are required to process data only as instructed and maintain appropriate security measures.

8. International Data Transfers

Our service providers (Supabase, Stripe, OpenAI, Anthropic) are based in the United States. Where required by GDPR, data transfers are protected by Standard Contractual Clauses (SCCs) or other lawful transfer mechanisms. By using the Service, you acknowledge that your account data may be transferred to and processed in the United States.

9. Data Security

We implement appropriate technical and organisational measures to protect your data:

• All data in transit is encrypted using TLS 1.2 or higher.
• Data at rest in Supabase is encrypted using AES-256.
• AI provider credentials are managed exclusively on our secure server infrastructure and are never exposed to end users or transmitted to client devices.
• Access to production systems is restricted to authorised personnel only.

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security, but we take it seriously.

10. Data Retention

• Account and subscription data is retained while your account is active and deleted within 30 days of account closure.
• Meeting content (recordings, transcripts, summaries) is stored on our cloud servers for as long as your account is active, and deleted within 30 days of account closure or upon your explicit request.
• Payment records may be retained longer where required by tax or accounting law.
• Anonymised, aggregated analytics (e.g. aggregate feature usage counts with no personal identifiers) may be retained indefinitely.

11. Cookies and Local Storage

The App itself does not use browser cookies. Our website and authentication flow use:

• Strictly necessary cookies: Session tokens required for authentication. Cannot be disabled.
• Analytics cookies: Only if you explicitly consent. Used to understand aggregate usage of our website (not meeting content).

12. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Ask us to correct inaccurate data.
• Erasure ("right to be forgotten"): Request deletion of your account and associated personal data.
• Portability: Receive your data in a structured, machine-readable format.
• Objection / Restriction: Object to certain types of processing or ask us to restrict processing.
• Withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at support@meetvox.ai. We will respond within 30 days. You also have the right to lodge a complaint with your national data protection authority.

13. GDPR (European Users)

For users in the European Economic Area (EEA), the UK, or Switzerland, our lawful bases for processing personal data are:

• Contract performance — processing your account and subscription data to provide the Service.
• Legitimate interests — security, fraud prevention, product improvement (where not overridden by your interests).
• Legal obligation — compliance with applicable law.
• Consent — for optional analytics or marketing communications.

14. CCPA (California Residents)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information we collect and how we use it.
• The right to delete personal information we hold about you.
• The right to opt out of the sale of personal information. We do not sell personal information.
• The right to non-discrimination for exercising your privacy rights.

To submit a request, contact us at support@meetvox.ai.

15. Children's Privacy

AudioPad AI is not suitable for, and must not be used by, anyone under the age of 18. The Service is designed for professional and business use by adults only. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us at support@meetvox.ai and we will delete it promptly.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by displaying a prominent notice in the App or by email at least 14 days before the change takes effect. The "last updated" date at the top of this page reflects the most recent revision.

17. Contact and Complaints

For privacy questions, data requests, or complaints, contact:

MeetVox AI Limited — AudioPad AI
Email: support@meetvox.ai

If you are in the UK and believe your data protection rights have not been respected, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — ico.org.uk. If you are in the EU/EEA, you may contact your local supervisory authority.