Privacy Policy

Last updated: July 15, 2026

This Privacy Policy explains how Pacific Software Consultant & Development Limited Company ("PSCD", "we", "us") collects, uses, and protects your information when you use the MeetingNote mobile application and related services (the "Service").

1. Information We Collect

• Account information — name, email address, and profile details you provide.
• Meeting content — audio you record, transcripts, notes, and AI-generated summaries.
• Usage data — device type, app version, and diagnostic/log data used to operate and improve the Service.

2. How We Use Your Information

• To record meetings, generate transcripts, and produce AI summaries.
• To provide, maintain, secure, and improve the Service.
• To communicate with you about your account and important updates.

3. Audio Recording and Transcription

Meeting audio is recorded only when you start a recording. Audio may be streamed to third-party speech-to-text providers — including OpenAI (Whisper API and Realtime API), Deepgram, AssemblyAI, and Google Cloud Speech-to-Text — solely to generate transcripts, and to AI summarization services (OpenAI and the OpenAI-compatible proxy ShopAIKey) to generate meeting summaries. You are responsible for obtaining any consent required from other participants before recording, as required by the laws of your jurisdiction.

4. Third-Party Processors

We use the following categories of trusted service providers to process data on our behalf. These providers are contractually bound to use your data only to deliver services to us and may not use it for their own purposes.

• Speech-to-text transcription — OpenAI (Whisper API, Realtime API), Deepgram, AssemblyAI, Google Cloud Speech-to-Text.
• AI meeting summarization — OpenAI and ShopAIKey (an OpenAI-compatible summarization service).
• Cloud storage — Amazon Web Services (AWS S3), used to store recordings, transcripts, and related files.

5. Data Retention

We retain your meeting content (audio, transcripts, and summaries) and account data for as long as your account remains active. You may delete individual recordings at any time from within the app. If you delete your account, we will delete your personal data and meeting content within 30 days, except where we are required to retain certain records for legal, accounting, or fraud-prevention purposes.

6. Your Rights

Depending on your location, you may have rights under applicable data protection laws (including Vietnam's regulations on personal data protection, the EU General Data Protection Regulation, or the California CCPA/CPRA) to access, correct, export, or delete your personal data, and to object to or restrict certain processing. To exercise these rights, contact us at the address below.

7. Security

We use technical and organizational measures designed to protect your data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Children's Privacy

MeetingNote is not directed to children under 13, and we do not knowingly collect personal data from children under 13. The core function of the Service — recording and transcribing meetings — is not intended for use by children. If we learn that we have collected personal data from a child under 13, we will delete it promptly.

9. Changes to This Policy

We may update this Policy from time to time. We will post the updated version here and revise the "Last updated" date above.

10. Contact Us

Questions about this Policy? Contact us at pacificsoftdev@pscds.com.
Pacific Software Consultant & Development Limited Company, Da Nang, Vietnam