1. Introduction
AI Secretary ("we", "our", "us") provides an AI-powered meeting assistant consisting of a web dashboard, a macOS desktop application, and a companion Chrome extension called "AI Secretary — Meet Detector". This privacy policy explains how we handle your data across all three components.
2. Chrome Extension — Meet Detector
The Chrome extension is designed with minimal data access:
- What it detects: The extension only activates on
meet.google.com pages. It detects whether you are in an active Google Meet call by observing DOM elements on the page. - What data is collected: When a call is detected, the extension reads the meeting title (from the page title) and meeting code (from the URL). No other data is collected.
- Where data is sent: Meeting title and code are sent only to
127.0.0.1:52222 (localhost) on your own machine. This is a local HTTP server run by the AI Secretary macOS app. No data is sent to any external server, cloud service, or third party. - No storage: The extension does not store any data in cookies, localStorage, or any other browser storage mechanism.
- No tracking: The extension contains no analytics, telemetry, advertising, or tracking of any kind.
- No accounts: The extension does not require or access any user accounts.
3. macOS Desktop Application
The macOS application records audio from your meetings and uploads recordings to our cloud infrastructure for processing:
- Audio recordings: Recordings are uploaded to secure cloud storage (Google Cloud Storage) for transcription and AI summarization. Recordings are processed and stored within your organization's account.
- Meeting metadata: Title, participants, meeting type, and language preference are stored alongside each recording.
- Authentication: The app uses API keys stored securely in your macOS Keychain. No passwords are stored by the application.
- Local data: Upload queue state is stored locally in your Application Support directory to ensure recordings are not lost if the app is closed during upload.
4. Web Dashboard
The web dashboard provides access to your meeting transcripts, summaries, and action items:
- Authentication: We use Clerk for secure authentication. Your login credentials are managed by Clerk and are never stored directly by AI Secretary.
- Meeting data: Transcripts, summaries, and action items are stored in Google Cloud Firestore within your organization's account.
- Organization isolation: All data is scoped to your organization. Members of different organizations cannot access each other's data.
5. AI Processing
- Speech-to-text: Audio is processed using Google Cloud Speech-to-Text (Chirp 2 model) in the EU (europe-west4 region).
- Summarization: Transcripts are processed using Google Vertex AI (Gemini) in the EU (europe-west4 region) to generate summaries, identify speakers, and extract action items.
- Data residency: All processing happens in EU data centers (Netherlands).
6. Data Sharing
We do not sell, rent, or share your data with third parties. Your data is only processed by the cloud services described above (Google Cloud Platform) for the purpose of providing the AI Secretary service.
7. Data Retention
Meeting recordings, transcripts, and summaries are retained as long as your organization's account is active. You can delete individual meetings from the web dashboard at any time.
8. Your Rights
Under GDPR and other applicable data protection laws, you have the right to access, correct, or delete your personal data. Contact us to exercise these rights.